HomeMy WebLinkAboutC2009-201 - 5/26/2009 - ApprovedAmendment No. 3 for Consultant Services
Performance Improvement in the
Land Development Review System
The City of Corpus Christi, Texas, hereinafter called "City", and Horizon Centre, a
Maryland corporation, hereinafter called "Consultant", parties to the amendment of the contract
as amended September 20, 2005 (Motion #2005-333) and as amended April 17, 2007 (Motion
#2007-104), hereby agree as follows:
I. SERVICES TO BE PERFORMED
The Consultant hereby agrees, at his/her own expense, to perform all services necessary to
research, document, and complete the scope of work to complete the project described as
follows.
Section II, Scope of Services, A Project Scope is amended by the addition of Phase 5 Services
to read:
II. SCOPE OF SERVICES
A. PROJECT SCOPE
Amendment No. 3:
I. Implementing the System Design
Horizon Centre, Inc is nearing completion of the Phase 4, Project-Oriented Operational Design
scope of work with the City of Corpus Christi. Phase 4 focused on the implementation and
transition planning for five (5) key past deliverables, including the Operational Design, Data
Assessment & Conversion Strategy, Performance Measurement Program, Regulatory
Framework Assessment, and the Cost-of-Service Study and Fee Analysis.
Phase 5 centers on across-section of implementations aimed at moving from a sequential
processing system to a more integrated, comprehensive service based approach tailored to
customer needs. The services include transition to a Consistent Entry Point for any method the
customer enters the system, Non-Project Early Assistance to provide more reliable and
comprehensive information, and expanding the projects to complex, public hearing based
projects. Support tools in the areas of detailed procedures, publications, training, space
enhancements, technology, and performance measurement will be addressed to improve
timeliness and predictability.
II. Phase 5 Scope of Work
This Phase 5 work program has been designed to assist management and the staff teams with
continuing the transition to the new, integrated development processing system functionality. In
addition, this phase of work focuses on continuing the facilitation of the customer and staff
teams to increase momentum and buy-in on the improvement effort.
Tasks for Phase 5
The tasks below are organized into two (2) groups, including:
1. Product Development
2. Visit Facilitation and Support
2009-201
M2009-145
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Horizon Centre
Task Group 1: Product Development
Task 1: System Operational Design Implementation & Refinement (previous Deliverable 1)
Assist management, the Performance Improvement Manager (PIM), and staff teams to draft
detailed procedures and implement the system operational design. Key task products include:
• Assist with drafting detailed scripts, flow charts and procedures to implement the core
business processes (consistent entry point, early assistance, project management,
construction inspection, and development-related code enforcement).
• Assist with training staff to perform key roles of Consistent Entry Point, Non-Project Early
Assistance, and expanded Project Management.
• Enhance "back room" staff coordination, plan review consistency, and issue resolution to
ensure timely processing from application through decision.
Task 2: Data Conversion Implementation (previous Deliverable 2)
Assist management, the Performance Improvement Manager (PIM), and staff team to identify
and implement data conversion priorities to support informational requirements for non-project
early assistance, project management and code enforcement intake. Key task products include:
• Finalize priorities for data conversion that support FAOs or processing needs in the core
business processes.
• Assist with organizing information and resources to most efficiently support the integrated
processing system.
• Assist with determining the transition steps needed from current data formats to the optimal
format and access with technology capabilities.
• Assist with conversion methodology, testing and usage of converted data, where
appropriate.
• Task 3: Performance Measurement Program Implementation (previous Deliverable 3)
Assist management, the Performance Improvement Manager (PIM), and PMs to implement the
performance measurement program to support project processing. Key task products include:
• Assist with finalization of implementation tasks, timelines, and resources needed for this
task.
• Assist with collection of the baseline performance measurement data, including the
customer survey and internal measurement data.
• Assist with collection of customer satisfactions and internal measurement data for the
phase-in of project management and early assistance in the new system.
• Assist with development and refinement of a regular measurement report format.
• Assist with staff and customer education on the measurement program objectives and
ongoing results.
Task 4: Regulatory Framework Implementation (previous Deliverable 4)
Assist management and the Performance Improvement Manager (PIM) to implement the
regulatory framework update priorities. Key task products include:
• Assist with identification of regulatory update priorities, including master plan updates.
• Assist with development of handouts, checklists, brochures to support the integrated, project
oriented approach.
• Assist with finalization of UDC process-oriented components.
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Task 5: Fee Analysis & Implementation (previous Deliverable 5)
Assist management and the Performance Improvement Manager (PIM) to analyze the current
fee structure in order to implement fee adjustments to improve overall cost recovery. Key task
products include:
• Assist with cost-of-service analysis for impact of integrated process on current fee structure
• Assist with analyzing current fees and develop opportunities for fee adjustments.
• Assist with presentations to DSAG and City Council on proposed fee adjustments.
Task Grouo 2: Visit Facilitation & Suooort
Task 6: Presentations to the City Council and Board or Commissions.
In conjunction with management, present ongoing status reports, including accomplishments
and implementation activities. Assist management with the preparation of presentation and
handout materials.
Task 7: DSAG & Other Customer Communication and Outreach
Work with management and staff to communicate ongoing implementation accomplishments
and planned improvements in order to build overall customer support for the Development
Services department. Assist with the development of presentations and handout materials to be
used during the outreach effort to the DSAG, formalized professional organizations and citizen
groups as needed.
Task 8: Onsite Facilitation of Work Product
Assist management, PIM, and PMs to prepare work programs and agendas in accordance with
the drafted action plan and timeline. Assist with the facilitation of work products and agenda
action items. This task is typically onsite intensive, but will include regular web-based
teleconferences with desktop sharing and product development.
Task 9: Assist with Work Plan Formulation and Maintenance
Work with management and PIM to refine and expand the work plan to implement the integrated
system improvements. The work plan would be developed in order to continue the system
design refinements, phase-in of information inquiries and projects to the new system, and
development of transition and implementation steps needed far success.
Task 10: Provide Ongoing Coaching and Support to the Process Improvement Manager
Provide ongoing coaching to the PIM to assist them in carrying out their duties to implement the
system recommendations and dealing with change management issues and resistance.
Provide miscellaneous telephone and email support on questions, research and issues that may
arise during the implementation of the system performance improvement recommendations.
Phase 5 Services are estimated to be complete within seven (7) months of notice to proceed.
Notice to proceed shall be issued by the Director of Development Services upon final City
Council approval.
III. FEES AUTHORIZED
The City will pay the Consultant an additional total not to exceed fee of $79,415.00 for a
restated not to exceed fee of $250,370.00. This fee will be full and total compensation for all
services provided and authorized expenses incurred in performing the tasks specified.
Authorized expenses include airfare, out of town travel, lodging, meal, printing, postage and
shipping. Mileage will be reimbursed at the IRS authorized rate or based upon rental car
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receipts and invoice statements. The City will reimburse the Consultant only for authorized
expenses actually incurred.
The table "Summary of Fees" shall be used when calculating the fee due for the proportion of
services completed. The City shall make prompt payments in response to Consultant's
statements for Professional Services.
Billing for services provided in Phase 5 will be based on the Consultant's estimate of the percent
of services complete at the time of billing. However, in no case will the billing exceed 95% of
the fee for each task until said task is complete in the sole opinion of the Assistant City Manager
for Development Services or his designee.
Consultant will submit monthly statements for work authorized by the Assistant City Manager of
Development Services and performed by the Consultant. The statement will be based upon
Consultant's estimate and concurrence by the City of the proportion of the total services actually
completed at the time of billing. The City will make prompt monthly payments in response to
Consultant's monthly invoices.
All invoices shall be accompanied by a cover letter summarizing the fee in accordance with the
Summary Schedule of Fees, Exhibit A. Invoices will be sequentially numbered for each project
and state the project name. The letter shall state the number of the current invoice, the contract
fee for each task, the amount previously invoiced for each task, and the current amount due.
Invoices will be organized to accommodate funding sources.
APPROPRIATION OF FUNDS. All parties recognize that the continuation of any contract after
the close of any fiscal year of City, which fiscal year ends on July 31 of each year, shall be
subject to appropriations and budget approval providing for covering such contract item as an
expenditure in said budget. City does not represent that the budget item will be actually
adopted, said determination being within the sole discretion of the City Council at the time of
adoption of such budget.
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V. NOTICE ADDRESS
Correspondence concerning this contract shall be sent to the City and Consultant as follows
City: Consultant:
Assistant City Manager of Development Services and George Arimes, President
Director of Development Services Horizon Centre
City of Corpus Christi P.O. Box 151
P.O. Box 9277 Glenelg, MD 21737
Corpus Christi, TX 78469-9277 410-489-9093
361-826-3232 fax 410-489-9094
fax 361-826-3230 a-mail: info@horizoncentre.com
All other terms and conditions of the contract as amended between the City and Consultant will
remain in full force and effect. ' /
CITY OF CORPUS CHRISTI HORIZ C N RE
By: ~ 2~~~(~ By: .~ /S O.~
ge R. Escobar Da-~ t~ A hor ed Representative Date
ity Manager
ATTEST: ~I'
.5~~/° S ! ct UQ- I Jr, AUTNORRcD
City Secretary Date d1' C-0UI(CIL _~~,~„
APPROVED AS TO FORM: ..~.~---.~......, r
SECQEfARY , .
o~..~Yr 5 18 ~ 5
Assistant Ci ttorney Date
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City of
~h~~~ Corpus
Chnstt
.:..~
CITY OF CORPUS CHRISTI
DISCLOSURE OF INTERESTS
City of Corpus Christi Ordinance 17112, as amended, requires all persons or firms seeking to do
business with the Ciry to provide the following information. Every question must be answered. If the
question is not applicable, answer with NA.
FIRM
NAME: / /U ~'~ ~Ol~j ~~17 ~~ ~ C
STREET: ~~2.3~ ~4 G./Yn CITY: '7 he ~ ~~ ZIP: 2-/7,~
FIRM is: 1. Corporation 2. Partnership- 3. Sole 6 er_ 4. Association-
5. Other
DISCLOSURE QUESTIONS
If additional space is necessary, please use the reverse side of this page or attach separate sheet.
1. State the names of each employee of the City of Corpus Christi having an ownership interest
constituting 3% or more of the ownership in the above named firm.
Name ~( '~ .^ Q Job Title and Ciry Depanment (if known)
2. State the names of each official of the City of Corpus Christi having an ownership interest
constituting 3°/, or more of the ownership in the above named firm.
Name ` ,a r ~ Job Title and Ciry Department (if known)
3. State the names of each board member of the City of Corpus Christi having an ownership
interest constituting 3% or more of the ownership in the above named firm.
Name A l~ ~ Job Title and Ciry Department (if known)
4. State the names of each employee or officer of a consultant for the City of Corpus Christi
who worked on any matter related to the subject of this contract and has an ownership
interest constituting 3% or more of the ownership in the above named firm.
Name N6 r ~ Job Title and City Department (if known)
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CERTIFICATE
I certify that all information provided is true and correct as of the date of this statement, that I have not
knowingly withheld disclosure of any information requested; and that supplemental statements will be
promptly sub/mi~tted to the City of rpushrnisti,nT,exas as changes occur. ,// ~J/'
Personing ~PoY~.P- ~ r,~-=5 Title: ~~e~~vf ~ ~
of Certifying~~ ~ /n ~~ f~'~S~ 9
~,~j !/`"'-~ ~ Date: /
DEFINITIONS
a. Board Member. A member of any board, commission or committee appointed by the City Council of
the City of Corpus Christi, Texas.
b. Employee. Any person employed by the City of Corpus Christi, Texas, either on a full or part time
bases, but not as an independent contractor.
c. Firm. Any entity operated 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,
entities operated in the form of sole proprietorship, , as self-employed person, partnership,
corporation, joint stock company, joint venture, receivership or trust and entities which, for purposes
of taxation, are treated as non-profit organizations.
d. Official. The Mayor, members of the City Council, City Manager, Deputy City Manager, Assistant
City Managers, yepartment and Division Heads and Municipal Court Judges of the City of Corpus
Christi, Texas.
e. Ownership Interest. Legal or equitable interest, whether actually or constructively held, in a firm,
including when such interest Is held through an agent, trust, estate or holding entity. Constructively
held refers to holding or control established through voting trusts, proxies or special terms of
venture or partnership agreements.
f. Consultant. Any person or firm, such as engineers and architects, hired by the City of Corpus
Christi for the purpose of professional consultation and recommendation.
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Summary of FPec~
Not to Exceed
Bud et
ri final Contract $24,97
Amendment No. t
Phase 2 Fee (Amendment No. 1) 55,100.00
Phase 3 Fee (Amendment No. 1) 40,880.00
Phase 4 Fee (Amendment No. 2) 50,000.0
ask (Amendment No. 3) Phase 5 Fee
t System Operational Design Refinements (previous Deliverable 1) $12,500.00
2 Data Conversion Implementation (previous Deliverable 2) $2,500.00
s Performance Measurement Program Implementation (Deliverable 3) $4,375.00
a Regulatory Framework Implementation (Deliverable 4) $3,750.00
5 Fee Analysis & Implementation (Deliverable 5) $3,750.00
6 Presentations to the City Council, Boards and Commissions $1,000.00
7 DSAG & Other Customer Communication and outreach $3,125.00
e Onsite Visit Facilitation of Work Product (11 visits in seven months) $34,375.00
s ssist With Work Plan Formulation and Maintenance $1,875.00
t 0 Provide Ongoing Support and Coaching to the Process Improvement Manager $1,250.00
Amendment 3 Total Fe $68,500.0
Amendment 3 Ex ense Allowance $10,915.00
Amendment No. 3 Total $79,415.0
TOTAL CONTRACT FEE $250,370.0
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