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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 Page 1 of 7 ~Sylwa Arispe MasterfilelProcess Improvementllnvoices-ContractlAmendment2.doc 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 Page 2 of 7 C ~Docurtrents and Settings~,User~DesktoplSylvla Anspe MastertilelProcess Improvementllnvoices-ContractlAmendment2.doC ,.. . .~.,.. .,a _ . .,,~,. ~. ...a,~..~,. _ • 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 Page 3 of 7 C`,Doc~rments and SettmgstUserlDesktop\Sylv~a Arispe MasterFilelProcess Improvementllnvoices-ContractlAmendment2.doc ,. . ~ ~ N~.`. ~.. . _. __. .~ _ _,.. .... ~__ _~ ..~ ~_ ._. __ ...,..,,~ 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 Page 4 of 7 C 1Docur~fents and SettingsiUse~DesktoplSylvia Arispe MasterfilelProcess Improvementllnvoices-ContractlAmendment2.doc ,~, . -~..,.. .,, „ ~ .. ~ .~.. _ . .,~. . . . ...., _...... ~_ ,.,., _ _ ,,,,, 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 Page 5 of 7 C1Docur~ents and Settings~UserlDeskFop\Sylvia Arispe MastertilelProcess Improvementllnvoices-ContractlAmendment2.doc a. .~_ .. _ , ,~,„ m ~~„ _~,_ . . ._ .. ~ ...r... +e.t ~, .m .v:-n., .,y,~. . .~e.-. , .~.r.. .+w~. -... ..r... ....~-. ......_.. .~.....~~ i 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) Page 6 of 7 C 1Docurs~ents artd SettmgslUserlDesktoplSylv~a Arispe MasterfilelProcess Improvementllnvoices-ContractlAmendment2.doc ,,. ,._ .~ . _„ .. _ .. .~,., ., . _a,~„~.. . _ ~. . _ _~. .~... __., ~,_ _.. .__ ..~.. _ ..~.. _.,, .._. __,,,, 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. Page 7 of 7 C:1Docutnents and SettingslUserlDesktoplSylwa Arispe MastertilelProcess Improvemenfllnvoices-ContractlAmendment2.doc -0,,,. ._,,.,,. -.._ - . ~r .~ .,.....,~,~. _ _ . ,~ _..._ , ,.. _ .... _._. -~._ .,.. ..._.... ,..... ,.,. ._ ,~ _. ~_,..