6590-042 - Amendment 4 Executed
Docusign Transmittal Coversheet
File Name
Purchasing Contact
Contract Expiration
DocuSign Envelope ID: 84A215B1-E0AE-48A0-8F75-B73D679BB7D2
N/A
On-Call Professional Engineering Services-Amendment #4
Cori Power
6590-042PSA
6590-042 PSA – Amendment #4 Page 1 of 2
FOURTH AMENDMENT TO CONTRACT
BY AND BETWEEN THE CITY OF DENTON, TEXAS
AND FREESE AND NICHOLS, INC.
PSA 6590-042
THE STATE OF TEXAS §
COUNTY OF DENTON §
THIS FOURTH AMENDMENT TO CONTRACT 6590-042 (“Amendment”) by
and between the City of Denton, Texas (“City”) and Freese and Nichols, Inc. (“Engineer”);
to that certain contract executed on October 16, 2018, in the original not-to-exceed amount
of $1,200,000 (the “Original Agreement”); amended on May 14, 2020 to provide for 10%
invoice reductions (the “First Amendment”); amended on February 3, 2021 to provide the
updated Schedule of Charges (the “Second Amendment”); amended on June 22, 2021 in
the additional amount of $1,257,254 aggregating a not-to-exceed amount of $2,457,254
(the “Third Amendment”) (collectively, the Original Agreement, the First Amendment, the
Second Amendment, and Third Amendment are the “Agreement”) for services related to
on-call professional engineering services.
WHEREAS, the City deems it necessary to further expand the services provided by
Engineer to the City pursuant to the terms of the Agreement, and to provide an additional
not-to-exceed amount $42,439 with this Amendment for an aggregate not-to-exceed
amount of $2,499,693; and
FURTHERMORE, the City deems it necessary to further expand the goods/services
provided by Engineer to the City;
NOW THEREFORE, the City and Engineer (hereafter collectively referred to as the
“Parties”), in consideration of their mutual promises and covenants, as well as for other
good and valuable considerations, do hereby AGREE to the following Amendment, which
amends the following terms and conditions of the said Agreement, to wit:
1. The additional services described in Exhibit “A” of this Amendment, attached
hereto and incorporated herein for all purposes, for professional services related to
program management manual update, are hereby authorized to be performed by
Engineer. For and in consideration of the additional services to be performed by
Engineer, the City agrees to pay, based on the cost estimate detail attached as
Exhibit “A”, a total fee, including reimbursement for non-labor expenses an amount
not to exceed $42,439.
2. This Amendment modifies the Agreement amount to provide an additional $42,439
for the additional services with a revised aggregate not to exceed total of
$2,499,693.
DocuSign Envelope ID: 84A215B1-E0AE-48A0-8F75-B73D679BB7D2
6590-042 PSA – Amendment #4 Page 2 of 2
The Parties hereto agree, that except as specifically provided for by this Amendment, that
all of the terms, covenants, conditions, agreements, rights, responsibilities, and obligations
of the Parties, set forth in the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the City and the Engineer, have each executed this
Amendment electronically, 40by and through their respective duly authorized
representatives and officers on this date _________________________.
“ENGINEER”
FREESE AND NICHOLS, INC.
By:
_________________________________
AUTHORIZED SIGNOR
“CITY”
CITY OF DENTON, TEXAS
A Texas Municipal Corporation
By:
_______________________________
AUTHORIZED SIGNOR
THIS AGREEMENT HAS BEEN
BOTH REVIEWED AND APPROVED
as to financial and operational
obligations and business terms.
_______________ ________________
SIGNATURE PRINTED NAME
__________________________________
TITLE
__________________________________
DEPARTMENT
DocuSign Envelope ID: 84A215B1-E0AE-48A0-8F75-B73D679BB7D2
Rebecca Diviney
Capital Projects Engineering
Director of Capital Projects/City Engineer
1/11/2022
EXHIBIT A
Amendment 4 – PSA 6590-042 WA13
Page 1 of 4
EXHIBIT A
Amendment 4
PSA 6590-042
Work Authorization No. 13
Capital Projects / Engineering Project Management Manual Update
Scope for Professional Related Services for Project Management Manual Update
The scope set forth herein defines the work to be performed by the ENGINEER in completing the
project. Both the CITY and ENGINEER have attempted to clearly define the work to be performed
and address the needs of the Project.
1. Delete the Objective in Work Authorization No. 13 in its entirety, and replace with the
following:
OBJECTIVE
The project objective is to amend the City of Denton Capital Projects / Engineering
Project Management manual, and includes the following:
· gain input and support for use of the manual by other city departments;
· increase the functionality and improve the layout to allow the manual to
become a living document;
· manage and facilitate updates and changes to internal process and
procedures;
· include new processes and workflows included in Procore; and
· manage and facilitate the development of practical and useful tools,
templates, and checklists.
WORK TO BE PERFORMED
2. Delete Articles I in Work Authorization No. 13 in its entirety, and replace with the
following:
ARTICLE I
TASK 1. PROJECT MANAGEMENT MANUAL UPDATE
BASIC SERVICES: ENGINEER (FNI) shall provide services to assist the City of Denton
Capital Project and Engineering Department in amending (reviewing and updating) the
City’s Project Management to meet the objectives listed above.
1.1 Kickoff Meeting: FNI will meet with the City to review scope, project team, schedule
of the manual revision, and present the needs for the project. FNI will prepare and
deliver meeting minutes documenting the discussion items.
DocuSign Envelope ID: 84A215B1-E0AE-48A0-8F75-B73D679BB7D2
EXHIBIT A
Amendment 4 – PSA 6590-042 WA13
Page 2 of 4
1.2 Project Administration: FNI will provide project management services including
project coordination and communications with the City. Monthly invoices and status
reporting will be conducted.
1.3 Data Collection: FNI will coordinate with the following City Departments to obtain
and compile data to utilize in the stakeholder workshops referenced in task 1.4:
Engineering/CIP, Water & Wastewater, Parks, Streets & Drainage, Facilities &
Airport, Public Affairs, Development Services, Real Estate, DME, Purchasing, and
Finance. Relevant data to be collected includes the following:
1.3.1 City Council and Public boards, committees and commissions processes
and checklists
1.3.2 Project Manager forms, templates, tools, and checklists
1.3.3 Purchasing documents
1.3.4 Land acquisition processes
1.3.5 Workflows and processes internal to Procore
1.3.6 Other relevant documents/information as requested by the Deputy Director
of Capital Projects or designee.
FNI will gain an understanding of the processes and workflows added by the City’s
adoption of Procore to document these in the manual.
The manual will reference adopted standard operating procedures and processes
such as those for purchasing and land acquisition. However, this project does not
include reviews, updates or modifications to these previously adopted standard
procedures or separate process-specific manuals.
Deliverables: Collected data, all of which will be shared with the City of Denton.
1.4 Internal Coordination: Conduct a minimum of 4 coordination workshops with
stakeholder departments responsible for delivering projects within the city to learn
more about their challenges in delivering projects, and their wants/needs from a
functional user-friendly Project Management Manual. These workshops will focus on
each of the five (5) stages of the capital project life-cycle; Initiation, Planning &
Design, Bid/Advertise/Award, Construction, and Closeout. Workshops will be held
with the following departments: Engineering/CIP, Water & Wastewater, Parks,
Streets & Drainage, Facilities & Airport, Public Affairs, Development Services, Real
Estate, DME, Purchasing, and Finance.
Deliverables: Workshop materials, all of which will be shared with the City of
Denton.
1.5 Content Development: Coordinate with the Project Manager in Engineering/CIP to
develop topics to be discussed in each of the five sections in the manual - Initiation,
Planning & Design, Bid/Advertise/Award, Construction, Closeout.
Deliverables: Gap analysis intended to identify preliminary list of tools and
templates to complement the manual content.
1.6 Manual Update: Evaluate the current structure of the draft manual and attempt to
separate and organize the content describing city’s internal processes and
procedures from the Project Management Best Management Practices (BMP),
templates, and tools.
DocuSign Envelope ID: 84A215B1-E0AE-48A0-8F75-B73D679BB7D2
EXHIBIT A
Amendment 4 – PSA 6590-042 WA13
Page 3 of 4
The Project Management Manual is to be completely electronic and stored on a
SharePoint Site. Each of the five project stages will have a separate folder on the
SharePoint Site. Each folder will contain a MS Word file that describes processes
and procedures applicable that project stage, including the use of Procore.
Separate files (Excel, Projects, or Word) will be developed for each template, tool,
and/or checklist, and saved in one of the folders depending on which stage the tool,
template, or checklist is intended to be utilized.
The appendix will primarily contain reference material associated with key internal
processes or workflows external to Procore. FNI to manage/facilitate collaboration
across departments to assist in the development of content to be included in the
appendix, which will be a separate folder on the SharePoint Site.
Deliverables: Electronic files for the five sections of the Project Management
Manual.
1.7 Templates and Tools Development: This task includes two staff workshops to
determine and finalize the tools, templates, and checklists that will be incorporated
into the manual to improve project delivery and collaboration within different
departments in the City. FNI will assist the City with the development of tools and
templates by managing and facilitating the development of Excel-based tools, Word-
based templates, and/or Word-based checklists by working directly with key
stakeholders from each department. FNI will provide a preliminary list of templates
and tools to be included in the Manual and offer samples of select templates that
have been developed by FNI for use on internal projects. The city will nominate a
PM Manual Representative to work collaboratively with FNI and the internal team to
develop, refine, and finalize the tools and templates. Up to twenty-five (25)
templates, tools and/or checklists that will be developed to support the processes
and best management practices included in the manual.
Deliverables: Post-workshop action item report and assignment of template and
tool development tasks to responsible team members.
1.8 Staff Training: Once the content, tools, templates, and checklists have been
developed, and approved by the Capital Projects / Engineering Department, two
different city-wide training sessions will be conducted to review the content in each
section of the manual and explain the appropriate use of each tool, template, and/or
checklist.
3. Delete Articles II in Work Authorization No. 13, and replace with the following:
ARTICLE II
TIME OF COMPLETION: FNI is authorized to commence work on the Project upon
execution of this agreement and agrees to complete the services in accordance with the
schedule presented in Exhibit C.
If FNI’s services are delayed through no fault of FNI, FNI shall be entitled to adjust contract
schedule consistent with the number of days of delay with prior written approval from the City
of Denton.
DocuSign Envelope ID: 84A215B1-E0AE-48A0-8F75-B73D679BB7D2
EXHIBIT A
Amendment 4 – PSA 6590-042 WA13
Page 4 of 4
DELIVERABLES: Key deliverables described in this scope of services shall be delivered in
accordance with the schedule presented in Exhibit C, and each milestone will require
written approval from the City of Denton. A summary of specific deliverables and milestone
dates is as follows:
· 2/1/2022 thru 2/11/2022 – FNI to facilitate a minimum number of 4 stakeholder
workshops to determine wants and needs
· 2/18/2022 – FNI to Submit gap analysis intended to identify preliminary list of tools
and templates to complement the manual content
· 2/21/2022 – FNI to facilitate Templates & Tools Workshop 1 with assignment of
action item tasks to responsible team members
· 3/4/2022 – FNI to facilitate Page Turn Review 1 with stakeholders to review manual
content
· 3/11/2022 – FNI to facilitate Page Turn Review 2 with stakeholders to review and
finalize manual content
· 3/21/2022 – FNI to facilitate Templates & Tools Workshop 2 to review and finalize
templates and tools
· 4/25/2022 – FNI to provide SharePoint site demo
· 5/11/2022 – FNI to submit electronic files of the Project Management Manual and
supporting tools, templates, and checklists to support the best practices and
processes described in each section of the manual.
· 5/25/2022 – FNI to facilitate Staff Training Session 1
· 5/27/2022 – FNI to facilitate Staff Training Session 2
4. Delete Articles III in Work Authorization No. 13.
5. Delete Paragraph I of Exhibit A – Compensation, and replace with the following:
Compensation
A. The ENGINEER shall be compensated a cost-plus max fee of $75,687 as
shown in Exhibit B - Detailed Cost Breakdown. Work Authorization No.13 fee is
based on and agreed upon scope of services and will be considered enough
compensation for the services described in the Scope of Services of the Work
Authorization, including all labor materials, supplies, and equipment necessary
to deliver the services. The following is a table summarizing change in
compensation represented by this amendment:
B. The ENGINEER shall be paid monthly payments as described in Section II -
Method of Payment.
Scope Item
Original
Contract
Fee
Fee
Expended
to Date
Remaining
Contract
Fee
Additional
Funding
Authorization
Requested
Amended
Contract Fee
Total
PM Manual
Update $38,760 $5,512 $33,248 $42,439 $75,687
DocuSign Envelope ID: 84A215B1-E0AE-48A0-8F75-B73D679BB7D2
Freese and Nichols, Inc.
City of Denton Project Fee Summary
Project Management Manual
Tasks Labor Total
Jeff Hammond Chuck Gilman Brent Anderson Jana Collier Ashley Bell Derek Gianan
$175 $279 $204 $191 $123 $148
DATA COLLECTION & PROJECT MANAGEMENT -$ -$ -$
1.1 Kickoff Meeting 1 2 4 7 1,552$ -$ 1,611$
1.2 Project Administration -$ -$ -$
Periodic internal meetings 2 8 8 18 4,221$ -$ 4,374$
Maintain and monitor scope / schedule / budget 4 4 818$ -$ 852$
One Page Reports / Periodic client communications 6 6 1,227$ -$ 1,278$
Corporate Support (Scheduler)3 3 369$ -$ 395$
Corporate Support (Operations Analyst, Accounting Specialist, Contract Administrator)3 3 572$ -$ 597$
Weekly Status Update and Coordiantion Meetings with City 20 20 4,089$ -$ 4,259$
1.3 Data Collection 4 8 12 2,753$ -$ 2,855$
Coordinate Data Collection 1 4 5 1,097$ -$ 1,140$
Review and Verify Existing Data w/Key Departments (6 Meetings @ 2hr each)16 16 3,271$ -$ 3,407$
Data Collection Follow-Up 2 2 409$ -$ 426$
1.4 Intenal Coordination (Workshops to determine wants and needs)-$ -$ -$
Facilitate Workshops w/ Key Departments (10 Meetings @ 1hr each)10 10 2,044$ -$ 2,129$
-$ -$ -$
PROJECT MANAGEMENT MANUAL CONTENT DEVELOPMENT PHASE -$ -$ -$
1.5 Content Development -$ -$ -$
Gap Analysis for Templates and Tools 1 8 9 1,915$ -$ 1,991$
FNI Development of PM Content 20 60 80 17,855$ -$ 18,535$
FNI Oversight and Faciliation of City-Development Content 40 8 48 9,363$ -$ 9,771$
Draft Content Page Turn Review Meetings 6 6 1,227$ -$ 1,278$
Final Content Page Turn Review Meetings 6 6 1,227$ -$ 1,278$
1.6 Manual Update -$ -$ -$
Organize Manual Content & Sharepoint Site Demo 1 8 10 19 3,397$ -$ 3,558$
1.7 Templates & Tools Development -$ -$ -$
Templates & Tools Workshop 1 (Determine Wants and Needs - 2Hr. Workshop)4 4 8 1,935$ -$ 2,003$
Support Staff in the Development of Tools, Templates, and Checklists 1 40 41 8,457$ -$ 8,805$
Templates & Tools Workshop 2 (Demo, Review and Finalize Templates and Tools)2 2 409$ -$ 426$
-$ -$ -$
STAFF TRAINING PHASE -$ -$ -$
1.8 Staff Training Sessions -$ -$ -$
Pepare for Training Sessions 1 2 3 688$ -$ 714$
Facilitate Staff Training Session 1 4 4 8 1,935$ -$ 2,003$
Facilitate Staff Training Session 2 4 4 8 1,935$ -$ 2,003$
-$ -$ -$
3 51 266 3 3 18 344
$ 525 $ 14,251 $ 54,378 $ 572 $ 369 $ 2,667 72,763$ -$ 75,687$ Total Effort
Total Sub
Effort Total Effort
Total Hours / Quantity
Total Hours Total Labor
EffortPhase Task
Basic or
Special
Total Project 75,687$ Exhibit B - Detailed Cost Breakdown
Task Description
11/24/2022 Special Services -$
Basic Services 75,687$
1 of 1 T:\WA #13 PM Manual Revision\1 Contracts\WA #13\Exhibit B - Detailed Cost Breakdown 11/24/2021
DocuSign Envelope ID: 84A215B1-E0AE-48A0-8F75-B73D679BB7D2
ID Task
Mode
Task Name Duration Start Finish
1 PROJECT MANAGEMENT MANUAL UPDATE 2022 100 days Mon 1/10/22Fri 5/27/22
2 Notice to Proceed 0 days Mon 1/10/22Mon 1/10/22
3 Data Collection & Project Management 100 days Mon 1/10/22Fri 5/27/22
4 1.1 Kickoff Meeting 0 days Mon 1/10/22Mon 1/10/22
5 1.2 Project Administration 100 days Mon 1/10/22Fri 5/27/22
6 1.3 Data Collection 15 days Mon 1/10/22Fri 1/28/22
7 1.4 Stakeholder Workshops (Wants & Needs)9 days Tue 2/1/22 Fri 2/11/22
8 Project Management Manual Content Development Phase 52 days Fri 2/11/22 Mon 4/25/22
9 1.5 Content Development 21 days Fri 2/11/22 Fri 3/11/22
10 1.5a Draft Content Page Turn Review 0 days Fri 3/4/22 Fri 3/4/22
11 1.5b Final Content Page Turn Review 0 days Fri 3/11/22 Fri 3/11/22
12 1.6 Organize Content & Deploy SharePoint Site 32 days Fri 3/11/22 Mon 4/25/22
13 1.6a SharePoint Site Demo 0 days Mon 4/25/22Mon 4/25/22
14 1.7 Templates & Tools Development 21 days Mon 2/21/22Mon 3/21/22
15 1.7a Templates & Tools Workshop 1 0 days Mon 2/21/22Mon 2/21/22
16 1.7b Templates & Tools Workshop 2 0 days Mon 3/21/22Mon 3/21/22
17 Staff Training Phase 2 days Wed 5/25/22Fri 5/27/22
18 1.8a Staff Training Session 1 0 days Wed 5/25/22Wed 5/25/22
19 1.8b Staff Training Session 2 0 days Fri 5/27/22 Fri 5/27/22
1/10
1/10
3/4
3/11
4/25
2/21
3/21
5/25
5/27
12/26 1/2 1/9 1/16 1/23 1/30 2/6 2/13 2/20 2/27 3/6 3/13 3/20 3/27 4/3 4/10 4/17 4/24 5/1 5/8 5/15 5/22 5/29
January February March April May June
Task
Split
Milestone
Summary
Project Summary
Inactive Task
Inactive Milestone
Inactive Summary
Manual Task
Duration-only
Manual Summary Rollup
Manual Summary
Start-only
Finish-only
External Tasks
External Milestone
Deadline
Progress
Manual Progress
EXHIBIT C - AMENDMENT 4 - PSA 6590-042 WA13
Page 1
Project: EXHIBIT C - PM MANU
Date: Wed 11/24/21
DocuSign Envelope ID: 84A215B1-E0AE-48A0-8F75-B73D679BB7D2
Certificate Of Completion
Envelope Id: 84A215B1E0AE48A08F75B73D679BB7D2 Status: Completed
Subject: ***Purchasing Approval*** 6590-042 - On-Call Professional Engineering Services - Amendment #4
Source Envelope:
Document Pages: 9 Signatures: 3 Envelope Originator:
Certificate Pages: 6 Initials: 1 Cori Power
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Time Zone: (UTC-06:00) Central Time (US & Canada)
901B Texas Street
Denton, TX 76209
cori.power@cityofdenton.com
IP Address: 198.49.140.104
Record Tracking
Status: Original
1/6/2022 11:30:52 AM
Holder: Cori Power
cori.power@cityofdenton.com
Location: DocuSign
Signer Events Signature Timestamp
Cori Power
cori.power@cityofdenton.com
Senior Buyer
City of Denton
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(None)
Completed
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Lori Hewell
lori.hewell@cityofdenton.com
Purchasing Manager
City of Denton
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Thomas Haster
th@freese.com
Vice President
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Rebecca Diviney
Rebecca.Diviney@cityofdenton.com
Director of Capital Projects/City Engineer
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Cori Power
cori.power@cityofdenton.com
Senior Buyer
City of Denton
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(None)
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Cheyenne Defee
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Contract Administrator
City of Denton
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Carol Roberts
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City of Denton
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Rachel Wood
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Deputy Director of Facilitation
City of Denton
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Electronic Record and Signature Disclosure created on: 7/21/2017 3:59:03 PM
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must state your e-mail, full name, IS Postal Address, telephone number, and account
number. We do not need any other information from you to withdraw consent.. The
consequences of your withdrawing consent for online documents will be that transactions
may take a longer time to process..
Required hardware and software
Operating Systems: Windows2000? or WindowsXP?
Browsers (for SENDERS): Internet Explorer 6.0? or above
Browsers (for SIGNERS): Internet Explorer 6.0?, Mozilla FireFox 1.0,
NetScape 7.2 (or above)
Email: Access to a valid email account
Screen Resolution: 800 x 600 minimum
Enabled Security Settings:
•Allow per session cookies
•Users accessing the internet behind a Proxy
Server must enable HTTP 1.1 settings via
proxy connection
** These minimum requirements are subject to change. If these requirements change, we will
provide you with an email message at the email address we have on file for you at that time
providing you with the revised hardware and software requirements, at which time you will
have the right to withdraw your consent.
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To confirm to us that you can access this information electronically, which will be similar to
other electronic notices and disclosures that we will provide to you, please verify that you
were able to read this electronic disclosure and that you also were able to print on paper or
electronically save this page for your future reference and access or that you were able to
e-mail this disclosure and consent to an address where you will be able to print on paper or
save it for your future reference and access. Further, if you consent to receiving notices and
disclosures exclusively in electronic format on the terms and conditions described above,
please let us know by clicking the 'I agree' button below.
By checking the 'I Agree' box, I confirm that:
• I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF
ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and
• I can print on paper the disclosure or save or send the disclosure to a place where I can
print it, for future reference and access; and
• Until or unless I notify City of Denton as described above, I consent to receive from
exclusively through electronic means all notices, disclosures, authorizations,
acknowledgements, and other documents that are required to be provided or made
available to me by City of Denton during the course of my relationship with you.