HomeMy WebLinkAboutC2007-101 - 4/17/2007 - ApprovedAmer~finent No. 2 for Consultant Services
Performance Improvement in the
Land Development Review System
The City of Corpus Chnsti, Texas, hereinafter cailed "City", and Horizon Centre, a
Mar~land corporation, hereinafter called "Consultant", to tne amendment of the contract as
ame~ded September 20 2005 (Motion #2005-333) hereby agree as follows:
I. SE~„/ICES TO B~PERFpRMED
The +consu~ant hereby agrees, at his/her own expense, to perform all services necessary to
reseo~rch. document, and complete the scope of work to complete the project described as
fol lows
Sect~n II, Scope of Serv~ces, A Project Scope ~s amended by the addition of Phase 4 Services
to read
II. SG~PE OF SERV!l~ES
A. OJ~T SCOPE
Am~dma~t No. 2:
I. lihplerfw~ting the System Design
Hori~pon C~ntre, Inc is nea~ing completion of the Phase 3, Project-Oriented Operational Design
scopl; of work with the City af Corpus Christi. Phase 3 focused on the testing and
impl~nent~tion planning of the five (5) key Phase 2 deliverables, including the Operational
Desi~n, D~a Assessment & Conversion Strategy, Performance Measurement Program,
Reg~atory Framework As.sessment, and the Cost-of-Service Study and Fee Analysis (Figure
1?
Pha~ 4 aenters on implementing the project-oriented system, project management, and the
other~ recommended actions from the key Phase 2/3 deliverables.
II. P~ase 4 Scope of Work
This #~has~ 4 work program has been designed to assist management and the staff team with
com~ting the pilot testing program, further refining the system operational design, and
implefinenta#ion of key deliverables (Figure 1). In addition, this phase focuses on continuing the
facil'r~tion of the customer and staff teams to increase momentum and buy-in on the system
desi~ and direction of the improvement effort.
Ta~ for ~hase 4
~
The ~sks btlow are organized into three (3) groups, including:
1. Produc~ Development
2. 1~sit Facilitation and Support
Tas1~,Groub 1: Product Q~rveloament
Task 1: System Operational Design Implementation & Refinement (previous Deliverable 1)
?007-101
04/17/07
M 2007-104
Hurizon ( ~entt~~~
~.. _~,.. ,.. _, _. ~ ,~~..~,,.~.... . _ „„,F
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Assi~ management, the Pertormance Improvement Manager (PIM), and the Project Managers
(PMs~ to re~ne the system operationai design deliverable during the phase-in of projects to the
new ~ystem and hiring/trasning of the PMs Key task products include:
• Assist with finalization of implementation tasks, timelines, and resources needed for this task
• R~fine operational design text tables and flow charts to match implementation requirements
• A;sist w~ith training of ±he Project Managers
• Assist v~tfi development of procedures and materials to support ramp-up to the new system
Task ~: Da~a Conversion Imptementation (previous Deliverable 2)
Assist management, the Pertormance Improvement Manager (PIM), and PMs to implement data
conveirsion priorities to support counter operations and project management requirements. Key
task ~oducts include
• Fi~alize prioritfes for data conversion
Assist v~th the development of an indexing system and conversion methodology
A~sist v~ith testing and usage of converted data in the new process
Task ~: Performance Measurement Program Implementation (previous Deliverable 3)
Assis~manaBement, the Performance Improvement Manager (PIM), and PMs to implement the
perfor~anc~ measurement program to support project processing. Key task products include:
• Assist wi~h final~zatio~ of implementation tasks, timelines, and resources needed for this task
• A~sist with collection of the baseline performance measurement data, including the
c~tomer survey and internal measurement data
• A9~sist with collection of customer satisfactions and internaf ineasurement data for the
pt~se-~n of projects to the new system
• A~ist w~th development of the regular measurement report format
• A~ist w~th staff and customer education on the program expectations
Task #: Re~latory Framework Implementation (previous Deliverable 4)
Assist~nana~ement and the Performance Improvement Manager (PIM) to implement the
regul~ry fr8~mework updat~ priorities. Key task products include:
• Assist with finaliiation of implementation tasks, timelines, and resources needed for this task
~ Asiist w~h identification of regulatory update priorities
• A~ist w~hh collection of customer satisfactions and internal measurement data for the
ph~se-in of projects to the new system
• A~ist w~h development of the regular measurement report format
~ Asicist with staff and customer education on the program expectations
Task'~: Fee Analysis 8 Implementation (previous Deliverable 5)
Assist ~ana~ement and the Performance Improvement Manager (PIM) to analyze the current
fee str~ture in order to implement fee adjustments to improve overall cost recovery. Key task
produc~s inc~de
As~ist wi~ finalization of implementation tasks, timelines, and resources needed for this task
As~ist wiC~r analyzing current fees and develop opportunities for fee adjustments
As~st wi~ presentations to DSAG and City Council on proposed fee adjustments
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• A~ist with development of fee collection procedures
Task ~: As~ist w~th Work Pfan Formulation and Maintenance
Work with rrt~nagement and PIM to refine and expand the work plan to implement the
recorrlrnen~ions The work plan would be developed in order to continue the system design
refine~nents, phase0in of projects to the new system, and development of transition and
~mple~enta~ion steps needed for success. The implementation and transition plan will be a
dynarti~ic document throughout the design and implementation process.
Task ~rouf 2: Visit Facil~tion 8 SuDaort
Task'~: Pre~entations to the City Counc~l and Board or Commissions
In cor~unction with management, present ongoing status reports, including accomplishments
and ir~-plerr~tation activities.
Task i: As~st with Prioritization and Facilitation of Work Product.
Assis~: mana~gement, PIM, and PMs to prepare work programs and agendas in accordance with
the dr~fted 8~tion plan and timeline Assist with the facilitation of work products and agenda
action items. This task is typically onsite intensive.
Task ~: AsS~st witn Custorr~r Communication and Outreach
Work a~vith rr~nagement and staff to communicate the system design and implementation plan in
order to buikl customer sup~ort for the change effort. Assist with the development of
pres~tations and handout materials to be used during the outreach effort to formalized
profe~ion~l organizations and citizen groups as needed.
Task 10: Provide Ongoing Coaching and Support to the Process Improvement Manager.
Provide onc,~oing coaching ta the PIM to assist them in carrying out their duties to implement the
syste~ recanmendations and dealing with change management issues and resistance.
Provi~e mi~ellaneous telephone and email support on questions, research and issues that may
arise during the impMementation of the system performance improvement recommendations.
Phase 4 Services are estirnated to be complete within eignt (8) months of notice to proceed
ill. FE~ AUTHORIZE,Q
The City w' I pay the Consultant an additional total not to exceed fee of $50,000.00 for a
resta~d not to exceed fee of $170,955 00 This fee will be full and total compensation for all
serviaes provided and authorized expenses incurred in performing the tasks specified.
Autha~ized ~xpenses include airfare, out of town travel, lodging, meal, printing, postage and
shippi~g. I~Aileage will be reimbursed at the IRS authorized rate or based upon rental car
invoia~s. Other authorized expenses will be reimbursed upon submission photocopies of
receip~ts and invaice statements. The City will reimburse the Consultant only for authorized
exper~es actually incurred. The total expenses reimbursed are not to exceed $7,500.00 for
Phas~e 4 Services as part of contract Amendment No 4.
The t~ble "Summary of Fe~s" shall be used when calculating the fee due for the proportion of
senricies cornpleted. The City shall make prompt payments in response to Consultant's
staterhents for Professional Services
Billin~ for sarvices provided in Phase 4 will be based vn the Consultant's estimate of the percent
of ser'~vices Complete at the time of billing However, in no case will the billing exceed 95% of
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the fee for each task untii said task is complete in the sole opinion of the Assistant City Manager
for D~!velopment Services or her designee.
Const~ta~t wiii submit monthly statements for work authorized by the Assistant City Manager of
Devel~pmen# Services and performed by the Consultant. The statement will be based upon
Cons~tanYs estimate and concurrence by the City of the proportion of the total services actually
compi+~ted at the time of billing The City wili make prompt monthly payments in response to
Consu~tanYs monthly invo~ces
All invpices shall be accompanied by a cover letter summarizing the fee in accordance with the
Sumrnary Schedule of Fees. Invo~ces will be sequentially numbered for each project and state
the pr~pject name. The letter shali state the number of the current invoice, the contract fee for
each ~psk, the amount previously onvoiced for each task, and the current amount due. Invoices
will be orgar~ized to accommodate funding sources.
Sumn~ry a~# Fees:
- '
' ~ Not ta Exceed
' Bud et
- ----_ _ ___ _ _
_ _-- --
inal Contract
~
97
$24
---- - - - -_ _ -- _ . ___ _ ,
Amendment No
1
- -
_ -.._ _ __ __ _ __ _ _ _ - -- --_ __
Pl~se 2 Fee
.
55,100.00
__ _- -- - - _ __ _ _ _ __ _- - _ -----
P~se 3 Fee
_ _ __ -- -_ __ _ -- --- - _-_.
40,880.00
_ _;
Amendment No. 2 Total
__ ~__ __ _ ___ _ __
95,980.00
~ ' ~ltendt~ent No. 2
-- --- - -- -- _ _-- ---- ----
~k
Phase 4 Fee
? - - -__---------
S~tem ~erationaf Des~gn Refinements (previous Deliverable 1)
$6,875.00
2 Daia Conversion Implementation (previous Deliverable 2) $1,875.00
3 Pe#~orm~lce Measurement Program Implementation (Deliverable 3) $3,750.00
4
~--- R ufato Framework Impiementation {Deliverable 4) $1,875.00
' S -
Fe~ Anal sis & Implementetion (Deliverable 5) _
$1,875.00
6
- _
s~ist witfi Work Plan Formulation and Maintenance $2,500.0
7 __ _
Pr~senta~ons to the City Council, Boards and Commissions
$625.00
8 s~ist Wi~t Prioritization and Facilitation of Work Product (8 Visits In Eight Months). $20,000.00
9 s~ist Wi~ Customer Communication and Outreach $625.00
'~0 Prc~vide CMgoing Support and Coaching to the Process Improvement Manager $2,500.00
` ' Amendment 2 Total Fe $42,500.00
- }- - __-- _ _ _ -- _----
Amendment 2 Ex ense Allowanc $7,500.00
T~ ~-- _ _._ _ ---
Amendment No. 2 Total ~50,000.00
}-__ - _ ___ - -_ __ _ --
TOTAL CONTRACT FEE s170,955.00
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V. NO~E ADDRESS
Correiponc~ence concerning this contract shall be sent to the City and Consultant as follows:
~~tY Consultant:
Assis~ent City Manager of Development Services and George Arimes, President
Direcbr of pevelopment Services Horizon Centre
City a~ Cor~s Christi P O. Box 151
P O~ox 9277 Glenelg, MD 21737
Corpt,~s Chr~ti, TX 78469-9277 410-489-9093
361-~6-3232 fax 410-489-9094
fax 3C~1-826-3230 e-mail: info@horizoncentre.com
All other terms and conditians of the cantract as amended between the City and Consultant will
remaih ~n fu11 force and effect. -~
CITY ~F Cf)RPUS CHRISTI HORIZ E RE
~~r~ ? , -~ ~'
By ~/~ ;`'~lt `~' x ~, 7 B fi'"
M~irgie ~ se Date y~ th ri ed Re resentative Da e
P
As~tistant Ciry Manager
ATTEST r l ~~~~, - AUTHORILt-
o !~ t'~IiCll ~ I ~
City S~cretary Date j~
,.,.,,,,,,,...~~...~....... ... .[~ M
~~SEC~E7AR
APPR~DVED AS TO FORM: r~/~
~ - ~ C/~ ..
As is Ci~r Attomey Date
s~ ~~ ~~~ ~ f ~ ~ry
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Clty of
us
Chn ti
CITY OF CORPUS CHRISTI
DISCLOSURE OF INTERESTS
City a# Corpus Chnsti Ord~nance 1 i 112, as amended, requires ali persons or firms seeking to do
businl~ss with the City to provide the following information. Every question must be answered. If the
questi+9n is not applicable, answer witn NA
FIRM `
NAM~. l''o'~-^} ~.,(~,G , y'.L~ ~/'!~;
STR~ET: ~'~ ~ ic.,~/~-+ c CITY: ~ M.~ ZIP: ~ J?,~ ~
FtRM k: 1. Corporation ~ 2 Partnership 3 Sole O r 4. Association
5. Other
DlSCLOSURE QUESTIONS
If add~onal space is necessary, please use the reverse side of this page or attach separate sheet.
1. =tate ~ names of each employee of the City of Corpus Christi having an ownership interest
1~nstiwrtin 3% or more of the ownership in the above named firm.
piame ~~i'~ - r~~ Job Title and City Department (if known)
T"'~' ,.
2. ltate ~te names of each official of the City of Corpus Christi having an ownership interest
~onstit~ttin 3% or more of the ownership in the above named firm.
IyYame j ~ Job Title and City Department (if known)
~v ~
3. l~tate t~ names of each board member of the City of Corpus Christi having an ownership
t~tereat cor~ttituting 39L or more of the ownership in the above named frm.
hieme ~~ ~ Job Title and City Department (if known)
4. 7ltate t~e names of each employee or o~cer of a consultant for the City of Corpus Christi
~rrho w~rrlced on any r~atter related to the subject of this contract and has an ownership
i~#ere~ co tituting 3°i~ or more of the ownership in the above named firm.
~'^e Job Title and City Departrnent (if known)
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CERTIFICATE
I certity that all information provided ~s true and correct as of the date of this statement, that I have not
icnow~tgly withheld disclosure of any information requested; and that supplemental statements will be
prom~#ty submitted to the C~ty of Corpus Christ~, Texas as changes occur.
~
Pe s~o~inng ~~C~'i~~ C~~ . 1- ~f Y';` -"'~"-~~ Title: ~l'~.~/Gx e~
YPe ~'n
/
Signa~ure of Certifying ~~¢ J'Z
Persa~ Date: T~
~
DEFINITIONS
a ~oard Member. A member of any board, c~mmission or committee appointed by the City Council of
~e City of Corpus Chrssti, Texas
b Emploqee. Any person empfoyed by the City of Corpus Christi, Texas, either on a full or part time
basis. but not as an independent contractor.
c Firm Rny entity operaied for economic gain, whether professional, industrial or commercial and
whether established to produce or deal with a product or service, including but not limited to,
1lntities operated in the form of sole proprietorship, as self-employed person, partnership,
~arpor~ion, ~oint stock company, joint venture, receivership or trust and entities which, for purposes
pf taxation, are treated as non-profit arganizations.
d Qfficial. The Mayor, members of the City Council, City Manager, Deputy City Manager, Assistant
~ity M~nagers- 6epartment and Division Heads and Municipai Court Judges of the City of Corpus
~hristi, Texas
e tJwnership Interest. Legal or equitable interest, whether actually or constructively held, in a firm,
~cludi~g when such interest ~s held through an agent, trust, estate or holding entity. Const~ucti~ely
['~eld r~`ers to holding or control established through voting trusts, proxies or special terms of
venture or partnership agreements.
f Consul~nt. Any person or firm, such as engineers and architects, hired by the City of Corpus
Christi #or the purpose of professional consultafion and recommendation.
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