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7723 - Amendment 3 Executed Docusign City Council Transmittal Coversheet File Name Purchasing Contact City Council Target Date Piggy Back Option Contract Expiration Ordinance DocuSign Envelope ID: 36EABCEB-D933-496C-94D7-9C84AF7DCF5B Security Consulting Services Kayla Clark PSA Not Applicable 7723 FEBRUARY 20, 2024 N/A 24-281 7723 PSA – Amendment #3 Page 1 of 2 THIRD AMENDMENT TO CONTRACT BY AND BETWEEN THE CITY OF DENTON, TEXAS AND HOWELL DESIGN GROUP LLC PSA 7723 THE STATE OF TEXAS § COUNTY OF DENTON § THIS THIRD AMENDMENT TO CONTRACT 7723 (“Amendment”) by and between the City of Denton, Texas (“City”) and Howell Design Group, LLC (“Consultant”); to that certain contract executed on May 28, 2021, in the original not-to- exceed amount of $45,000 (the “Original Agreement”); amended on November 02, 2021 in the additional amount of $75,000 aggregating a not-to-exceed amount of $120,000 (the “First Amendment”); amended on April 18, 2023 in the additional amount of $527,300 aggregating a not-to-exceed amount of $647,300 (the “Second Amendment”); (collectively, the Original Agreement, the First Amendment, and the Second Amendment are the “Agreement”) for services related to Security Consulting Services. WHEREAS, the City deems it necessary to further expand the services provided by Consultant to the City pursuant to the terms of the Agreement, and to provide an additional not-to-exceed amount $150,000 with this Amendment for an aggregate not-to-exceed amount of $797,300; and FURTHERMORE, the City deems it necessary to further expand the goods/services provided by Consultant to the City; NOW THEREFORE, the City and Consultant (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 the Security Consulting Services, are hereby authorized to be performed by Consultant. For and in consideration of the additional services to be performed by Consultant, the City agrees to pay, based on the cost estimate detail attached as Exhibit “A” to this Amendment, a total fee, including reimbursement for non-labor expenses an amount not to exceed $150,000. 2. This Amendment modifies the Agreement amount to provide an additional $150,000 for the additional services with a revised aggregate not to exceed total of $797,300. DocuSign Envelope ID: 36EABCEB-D933-496C-94D7-9C84AF7DCF5B 7723 PSA – Amendment #3 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 Consultant, have each executed this Amendment electronically, by and through their respective duly authorized representatives and officers on this date _________________________. “Consultant” HOWELL DESIGN GROUP, LLC By: _________________________________ AUTHORIZED SIGNATURE, TITLE APPROVED AS TO LEGAL FORM: MACK REINWAND, CITY ATTORNEY By: _________________________________ “CITY” CITY OF DENTON, TEXAS A Texas Municipal Corporation By: _______________________________ ATTEST: JESUS SALAZAR, CITY SECRETARY By: _________________________________ 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: 36EABCEB-D933-496C-94D7-9C84AF7DCF5B Director Facilities Tom Gramer 02/21/2024 CITYWIDE EXPEDITED CAMERA CONVERSION January 19, 2024 Mr. Tom Gramer Director, Fleet & Facilities City of Denton Tom.Gramer@cityofdenton.com (940) 349-7744 Tom, Howell Design Group (HDG) appreciates the opportunity to provide this proposal for our security consulting and design services. We understand that as part of the City of Denton’s centralized security systems for city-owned and operated facilities, HDG would need to evaluate the existing system(s) design an implementation plan to convert to Genetec, including potential upgrades, and provide oversite of the proposed implementation plan. HDG understands that during this proposed work all security recommendations must meet or exceed the requirements set forth by Facilities Security Standards. Scope of Work HDG is proposing to conduct a security system assessment of currently installed video technologies and provide a Video Surveillance Management Plan to consolidate, streamline, and upgrade the City’s video systems in concurrence with the City’s centralized security systems basis. The video system assessment will include a minimum of the following tasks: 1. Review devices currently installed at facilities managed by Facilities Management. 2. Meet with stakeholder users of the video surveillance system to determine the requirements/objectives of the centralized system. 3. Meet with Technology Services to review system architecture regarding network, routing, and connectivity and provide minimum requirements to support the video surveillance system. 4. Review current project plans to determine the capacity expansion of the Genetec system. The implementation plan design will include a minimum of the following tasks: 1. Analyze the list of requirements as determined by the assessment. EXHIBIT A DocuSign Envelope ID: 36EABCEB-D933-496C-94D7-9C84AF7DCF5B CITYWIDE EXPEDITED CAMERA CONVERSION 2. Review analysis and recommendations with the stakeholders of the system to move into implementation. 3. Develop an implementation plan based on parameters identified during the review with stakeholders. In an effort to expedite the aforementioned tasks, to conclude the video conversion by March 1, 2024 HDG will take the active project management role. 1. Identify a Test site to convert. (Facilities and Fleet Service) 2. Clean the data HDG received from Tech Services for the test site. a. We understand the information provided by Tech Services does not contain information for the Water and DME Cameras and will need to be sourced separately. 3. Ensure CoD has purchased licenses through FSG for the conversion. 4. HDG to provide FSG with the site and the clean data. a. Clean data: • IP address • Camera Name • Camera Username • Camera Password. 5. FSG to program bulk import based on the excel list given to them by HDG. 6. HDG to customize Genetec for CoD use: a. Assign Partitions b. Place devices on floor plans c. Create username/passwords for video access 7. HDG will update the template of clean data from lessons learned from the test convert. 8. HDG Clean the data for the next round of conversions. 9. HDG to send data to FSG as gathered for conversions in the sequential order listed. 10. The plan is that HDG will stay as far ahead of FSG as possible, but not less than (2) sites ahead of FSG bulk data imports. 11. HDG will have two crews: a. the first is cleaning data and customizing cameras within Genetec b. the second is physically walking each site to confirm all physical cameras were successfully converted into Genetec, and identifying any corrections we will need FSG to troubleshoot/replace. 12. If any camera does not convert then we will have two FSG personnel at a minimum ready for deployment with tools, ladders, and cameras to troubleshoot or change out that particular camera so it stays within each conversion. DocuSign Envelope ID: 36EABCEB-D933-496C-94D7-9C84AF7DCF5B CITYWIDE EXPEDITED CAMERA CONVERSION There are some unknowns on the cameras within the current Water and DME networks, which will require additional support from those Departments and Tech Services. Deliverables The deliverables to be expected from this scope of work are: 1. The Video Surveillance System Assessment a. This is a narrative format assessment detailing the existing camera systems and capabilities. b. This also lists the requirements needed to convert to Genetec, the centralized security and video system. 2. The Implementation Plan a. This is a narrative-style plan that includes a few illustrations and tables. b. This will include concepts and sequential order of modifications based on criteria established during stakeholder reviews. 3. The Implementation Oversite a. HDG will provide support to the City of Denton, and their camera vendor during the transition period. Proposed Fee: HDG is proposing to use a fixed fee basis for this project: Proposed Fee for the scope of work and deliverables as listed in this proposal: $150,000 Schedule: HDG is proposing to begin upon the approval of this proposal and receipt of Purchase Order. Clarifications: To manage the expectations of this project the following clarifications apply: 1. Any work for projects other than those listed is considered outside the scope of this project and must be agreed upon in writing by both parties prior to any work beginning. 2. This proposal does not include the design of the system for the implementation of the centralized system. 3. Terms are NET30 unless otherwise agreed upon by both parties. DocuSign Envelope ID: 36EABCEB-D933-496C-94D7-9C84AF7DCF5B CITYWIDE EXPEDITED CAMERA CONVERSION 4. Invoicing will be done monthly on a percentage of completion basis unless otherwise noted. If the City of Denton agrees to this proposal and wishes HDG to begin working on the scope of services, please sign the below signature as approval for this proposal and notice to proceed with authorization to bill for services rendered. City of Denton Print Name: ______________________________ Date: ___ / ___ / ___ Signature: _______________________________ Title: ___________________________________ Howell Design Group Print Name: Charlie Howell Date: 1/22/23 Signature: _______________________________ Title: Principal Contact information: 916-716-0782 l Email:Chowell@howelldg.com DocuSign Envelope ID: 36EABCEB-D933-496C-94D7-9C84AF7DCF5B Certificate Of Completion Envelope Id: 36EABCEBD933496C94D79C84AF7DCF5B Status: Completed Subject: Please DocuSign: City Council Contract PSA 7723- Security Consulting Services Source Envelope: Document Pages: 7 Signatures: 5 Envelope Originator: Certificate Pages: 6 Initials: 1 Kayla Clark AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 901B Texas Street Denton, TX 76209 kayla.clark@cityofdenton.com IP Address: 198.49.140.10 Record Tracking Status: Original 2/2/2024 6:54:31 AM Holder: Kayla Clark kayla.clark@cityofdenton.com Location: DocuSign Signer Events Signature Timestamp Kayla Clark kayla.clark@cityofdenton.com Buyer Security Level: Email, Account Authentication (None) Completed Using IP Address: 198.49.140.10 Sent: 2/2/2024 6:59:36 AM Viewed: 2/2/2024 6:59:57 AM Signed: 2/2/2024 7:00:11 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Christa Christian Christa.Christian@cityofdenton.com Purchasing Supervisor City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.104 Sent: 2/2/2024 7:00:13 AM Resent: 2/2/2024 7:23:28 AM Viewed: 2/2/2024 8:04:26 AM Signed: 2/2/2024 8:06:57 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Marcella Lunn marcella.lunn@cityofdenton.com Senior Deptuy City Attorney City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 73.76.104.36 Sent: 2/2/2024 8:06:58 AM Viewed: 2/2/2024 9:17:07 AM Signed: 2/2/2024 9:23:02 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Charlie Howell Chowell@howelldg.com Principal Howell Design Group, LLC Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 166.199.242.43 Signed using mobile Sent: 2/2/2024 9:23:05 AM Viewed: 2/2/2024 9:29:00 AM Signed: 2/2/2024 9:29:27 AM Electronic Record and Signature Disclosure: Accepted: 5/28/2021 10:34:19 AM ID: d266d832-2159-4c3d-b2b8-7364ccdb4168 Signer Events Signature Timestamp Tom Gramer Tom.Gramer@cityofdenton.com Director Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 174.224.19.191 Signed using mobile Sent: 2/2/2024 9:29:29 AM Viewed: 2/2/2024 9:29:53 AM Signed: 2/2/2024 9:30:11 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Cheyenne Defee cheyenne.defee@cityofdenton.com Procurement Administration Supervisor City of Denton Security Level: Email, Account Authentication (None) Completed Using IP Address: 198.49.140.10 Sent: 2/2/2024 9:30:14 AM Viewed: 2/21/2024 6:40:10 AM Signed: 2/21/2024 6:40:36 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Sara Hensley sara.hensley@cityofdenton.com City Manager City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 47.190.47.120 Signed using mobile Sent: 2/21/2024 6:40:38 AM Viewed: 2/21/2024 7:07:08 AM Signed: 2/21/2024 7:07:17 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Jesus Salazar jesus.salazar@cityofdenton.com Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Sent: 2/21/2024 7:07:19 AM Viewed: 2/21/2024 8:59:40 AM Signed: 2/21/2024 9:01:46 AM Electronic Record and Signature Disclosure: Accepted: 2/21/2024 8:59:40 AM ID: d4c750ca-55be-48fe-ac92-d29d84f8468a In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Cheyenne Defee cheyenne.defee@cityofdenton.com Procurement Administration Supervisor City of Denton Security Level: Email, Account Authentication (None) Sent: 2/2/2024 7:00:13 AM Viewed: 2/2/2024 7:11:43 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Carbon Copy Events Status Timestamp Gretna Jones gretna.jones@cityofdenton.com Legal Secretary City of Denton Security Level: Email, Account Authentication (None) Sent: 2/2/2024 9:30:13 AM Viewed: 2/2/2024 12:05:46 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign City Secretary Office citysecretary@cityofdenton.com Security Level: Email, Account Authentication (None) Sent: 2/21/2024 9:01:48 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Hailey Payne Hailey.Payne@cityofdenton.com Administration Manager City of Denton Security Level: Email, Account Authentication (None) Sent: 2/21/2024 9:01:49 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 2/2/2024 6:59:36 AM Envelope Updated Security Checked 2/2/2024 7:23:27 AM Envelope Updated Security Checked 2/2/2024 7:23:27 AM Certified Delivered Security Checked 2/21/2024 8:59:40 AM Signing Complete Security Checked 2/21/2024 9:01:46 AM Completed Security Checked 2/21/2024 9:01:49 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Denton (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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