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19-1291 & 6963 Ordinance and Amendment 1 Executed
oxDrNaNCE No. 19-1291 AN ORDINANCE OF THE CITY OF DENTON, A TEXAS HOME-RULE MUNICIPAL CORPORATION, AUTHORIZING THE APPROVAL OF A FIRST AMENDMENT TO A PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF DENTON AND GERSHMAN, BRICKNER & BRATTON, INC., AMENDING THE CONTRACT APPROVED BY PURCHASING STAFF ON DECEMBER 20, 2018, 1N THE NOT-TO-EXCEED AMOUNT OF 48,000; SAID FIRST AMENDMENT TO PROVIDE THE DESIGN, EVALUATION, AND PROCUREMENT OF AN INVENTORY MANAGEMENT AND CUSTOMER WORK ORDER MANAGEMENT SYSTEM FOR SOLID WASTE AND RECYCLING DEPARTMENTS 1N THE AMOUNT OF $38,000; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING AN EFFECTIVE DATE (FILE 6963 — PROVIDING FOR AN ADDITIONAL FIRST AMENDMENT EXPENDITURE AMOUNT NOT-TO-EXCEED $38,000, WITH THE TOTAL CONTRACT AMOUNT NOT-TO-EXCEED $86,000). WHEREAS, on December 20, 2018, the City awarded a contract to Gershman, Brickner & Bratton, Inc. ("GBB") in the amount of $48,000 for the Evaluation of Scale House Management Software; and WHEREAS, the additional fees under the proposed First Amendment are fair and reasonable and are consistent with and not higher than the recommended practices and fees applicable to the Provider's profession and such fees do not exceed the maximum provided by law; NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS: SECTION 1. The First Amendment, increasing the amount ofthe contract between the City and Gershman, Brickner & Bratton, Inc,, which is on file in the office ofthe Purchasing Agent, in the amount of Thirty Eight Thousand and 00/100 ($38,000) Dollars, is hereby approved and the expenditure of funds therefor is hereby authorized in accordance with said amendment. The total contract amount increases to $86,000. SECTION 2. This ordinance shall become effective immediately upon its passage and approval. _, r i y e i ance was mthe ordinace a a ".' r l second dbe a td ,_'"' rv. @ ci cz ci aq t•a Y+i 6 r l c; E l:w i; +aa u . '.._d Mayor Chris Watts: Gerard Hudspeth, District 1: Keely G. Briggs, District 2: Jesse Davis, District 3: John Ryan, District 4: Deb Armintor, At Large Place 5; Aye Nay Abstain Absent Paul Meltzer, At Large Place 6: '' PASSED AND APPROVED this the day of __;' , 2019. n a ; _ . v „ i I f w WATTS, MAYOR ATTEST: . M ` ROSA RIOS, CITY SECRETARY BY: ' , .:_ r + .- m r a-„W.., -.::.._.... .....W:;r _u.'u,e,' .............. .........._ APPROVED A5 TO LEGAL FORM: AARON LEAL, CITY ATTORNEY EY: ;" DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F THESTATEOFTEXAS § COUNTYOFDENTON § FIRSTAMENDMENTTOCONTRACT BYANDBETWEENTHECITYOFDENTON, TEXAS ANDGERSHMAN, BRICKNER & BRATTON, INC. CONTRACTNO. 6963 THISFIRSTAMENDMENTTOCONTRACT6963 (this between Gershman, Brickner & Bratton, Inc. Consultant toanagreementintheoriginalnot-to-exceedamountof $48,000, which wasexecutedonDecember20; WHEREAS, theAgreementprovidedforConsultant servicesrelatedto EvaluationofScaleHouseManagementSoftwareforSolidWaste asiscontainedin Contract #6963 (onfileinthePurchasingOffice); and WHEREAS, Citydeemsitnecessarytofurtherexpandtheservicesprovidedby ConsultanttotheCitytoincludethedesign, evaluation, andprocurementofaninventory managementandcustomerworkordermanagementsystem, andthisAmendmentmodifies theAgreementamounttoprovideanadditional $38,000fortheadditionalserviceswitha revisedaggregatenot-to-exceedtotalof $86,000; and NOWTHEREFORE, CityandConsultant (hereaftercollectivelyreferredtoasthe goodandvaluableconsiderations, doherebyAGREEtothefollowingAmendment, which amendsthefollowingtermsandconditionsofthesaidAgreement, towit: 1. - oftheAgreement, forprofessionalservicesrelatedtotheSolidWaste evaluationofthecurrentscalehousemanagementsoftware, arehereby authorizedtobeperformedbyConsultant. Forandinconsiderationofthe AdditionalServicestobeperformedbyConsultant, theOwneragreestopay, basedonthecostestimatedetail, atotalfee, includingreimbursementfornon- laborexpensesanamountnottoexceed $38,000. 2. ThisAmendmentmodifiestheAgreementamounttoprovideanadditional 38,000fortheAdditionalServiceswitharevisedaggregatenot-to-exceedtotal of $86,000. ThePartiesheretoagree, thatexceptasspecificallyprovidedforbythisAmendment, that alloftheterms, covenants, conditions, agreements, rights, responsibilities, andobligations oftheParties, setforthintheAgreementremaininfullforceandeffect. INWITNESSWHEREOF, theCITYandtheConsultant, haveeachexecutedthis Amendment, byandthroughtheirrespectivedulyauthorizedrepresentativesandofficers onthisdate_______________________________________. 1 DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F THISAGREEMENTHASBEEN BOTHREVIEWEDANDAPPROVED CITYOFDENTON, TEXASastofinancialandoperationalATexasMunicipalCorporationobligationsandbusinessterms. By: __________________________________ TODDHILEMANSIGNATUREPRINTEDNAMECITYMANAGER TITLE ATTEST: ROSARIOS, CITYSECRETARY DEPARTMENT By: __________________________________ APPROVEDASTOLEGALFORM: AARONLEAL, CITYATTORNEY By: ___________________________________ CONSULTANT GERSHMAN, BRICKNER & BRATTON, INC. By: _________________________________ AUTHORIZEDSIGNATURE, TITLE 2 DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F ATTACHMENTA May2, 2019 EthanCox DirectorofSolidWaste & Recycling CityofDenton 1525SMayhillRd, Denton, TX76208 Cc: BrianBoerner, DeputyDirectorofSolidWaste RE: ProposalforSolidWasteManagementConsultingServicesContractAmendment DearEthan, GershmanBrickner & Bratton, Inc. (“GBB”) ispleasedtoprovidethisproposaltoprovideadditional solidwastemanagementconsultingservicestotheCityofDenton, Texas (“City”) inordertoevaluate thecurrentinventorymanagementandcustomerworkordersoftware, systemsandproceduresto assesscurrentcapabilitiesforsecurity, expandabilityandcompatibilitywithotherCitysoftwareand systems. ThisproposalincludesourProjectUnderstanding, Approach, Schedule, ProposedFee, and proposedTermsandConditionsforyourreview. Asanationalsolidwastemanagementconsultingfirm, GBBhasbeenonthefrontlinesofthe industrysince1980, planningandimplementingintegratedwastemanagementprogramsthatare designedtoprovidecost-effectiveservices, protecttheenvironment, andconservenatural resources. Withitsextensiveexpertiseandconsultantswithcomplementaryexperienceand business skills, GBBisuniquelypositionedandqualifiedtoprovidecommunitieslikeyourswith valuableinsightandassistancetobetteraddressthemarketandtodevelopnewmarketsand businessopportunitiessurroundingthesolidwasteindustry. 1.Denton, Texas, ContractAmendment: InventoryManagementand CustomerWorkOrder (IMCWO) System ProjectBackground TheCityofDenton, Texas, (the “City”) hiredGBBtoassisttheDentonSolidWasteandRecycling Department (the “Department”) withtheprocurementofnewscalemanagementsystemsoftware, citingissuesoffinancial, physicalandITsecurity, aswellasimprovingthefinancialcapabilitiesofthe scalemanagementsystem, andmanagementofthecartsandcontainerinventory. TheCitywasalso interestedinanewsoftwaresystemthathastheabilitytomanagecustomerserviceinitiationsand capturedataforreporting, forexampleonaquarterlyandannualbasis. DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F GBBconductedaseriesofstakeholdermeetingsatDenton’sSolidWasteandRecyclingDepartment officeonFebruary6and7, 2019, tolearnmoreaboutthecurrentscalemanagementsystem software, a ‘VisualBasicversion’ providedbyParadigmthathasnotbeenupgradedsinceits implementationin2002. The16-year-oldsystemhasthreemodulesinuseinDenton: WeighStation, thescalehousesoftwaresystem; CompuRoute, thecustomerserviceticketandworkorder managementsoftwaresystem; andCompuWeigh, thecentraldatabasethathousesinformation relatedtocustomertransactions, customeraccounts, assets, andinventory, aswellasproduces reports. Duringthesestakeholdermeetings, itbecameapparenttheWeighStationcouldnotbereplaced withoutalsoreplacingCompuWeigh: CompuWeighcentrallystorestheinformationthatisrecalled fortransactionsinbothWeighStationandCompuRoute. Further, whileCompuWeighcould theoreticallyberetainedonlyforusewithCompuRoute, theDepartment’scurrentversionof CompuRouteisoutdatedandnolongersupportedbyParadigm, necessitatinganeventual, significant softwareupgrade. Lastly, iftheDepartmentweretoreplaceonemodulebutnottheothers, anynew additionalsoftwaresystemwouldneedtointegratewithboththeoldParadigmsoftwareand NorthStar, theCity’sutilityaccountmanagementsoftwareforsolidwaste, electricity, water, wastewater, anddrainage. Thisintegrationislikelytoproveexpensive, time-consuming, andnotfully effective. AftertheseconversationsandtheconclusionthatCompuRoute (withassociateddatain CompuWeigh) wouldrequireeventualreplacement, theDepartmentinvestigatedtheabilityof NorthStar’smCaremoduletoreplaceCompuRoute. TheCitycurrentlyusesmCaretomanagework ordersforboththewaterandelectricalutilities. SimilarlytotheCompuRoutemodule, mCarerecalls accountdatastoredinthecentralNorthStardatabasetocompleteworkordersandtransactions. However, theCityfoundthatmCarewasinsufficientfortheDepartment’sneeds. ContractAmendmentOverview TheDepartmenthasnowrequestedthatGBBassistwiththeprocurementofnewsoftwaretoreplace CompuRoute’s (andbyextension, CompuWeigh’s) inventorymanagementandcustomerworkorder IMCWO) system. Thisadditionalscopeisnotinthecurrentscopeofanyofthetasksascurrently approved, andsotheDepartmenthasdirectedGBBtoprepareanadditionalproposalforthisnew scopeofworkandresultingcontractamendment. InexpandingGBB’sscopeofwork, theDepartment’sprioritiesaretoaddresstheneedsfornewscale housemanagementsoftware, newinventoryandassetmanagementsoftware, newworkorderand customerservicemanagementsoftware, andpossibleroutingsoftwarewithon-boardvehicleand remotemobilesysteminterfaces. ItispossiblethattheDepartmentmayprocuresystemsfrommultipleproviderstomeetitsneedsas setforthabove. However, GBBbelievesittobeintheDepartment’sbestinteresttoprocureall aspectsofthesystemfromasingleproviderinordertoavoidthecostsandrisksthatcouldresult fromeffortstointegratemultiplesystemsandinterfaces. Assuch, GBBwillseektofindasolution fortheDepartmentthateffectivelymeetsitsneedsatthebestpricepointandwithminimalneed forintegrationcustomization. Basedonthesituationdescribedabove, theCityhasrequestedthisproposalfromGBBtohelpthem considertheiroptionsandrecommendsolutionsforreplacingtheircurrentIMCWO software, systemsandprocedures; andtoassesscurrentcapabilitiesforexpandabilityandcompatibilitywith otherCitysoftwareandsystems. Weproposetoperformthisworkoverfourphasesasdescribed DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F below. 2.Approach Phase1: DataReview, IdentificationofMissingInformation, & Project Management Task1: ProjectManagement (Thistaskwilltakeplaceduringallthreephases) Objective TheobjectiveofthistaskistodevelopandmaintainclearcommunicationrelatedtotheIMCWO systemprocurementbetweentheCityandGBB, andtoensurethattheIMCWOsystemprocurement effectivelyintegrateswiththescalemanagementsystemprocurement. Inthistask, wewillalsodo thenecessaryadministrationandcoordinationonatleastamonthlybasisandmorefrequentlyas directedornecessary. Thistaskalsohastheobjectivetoputaprocessinplacethatresultsinahigh- qualityproductthatiscompletedonscheduleandonbudget. Methodology Asapartofthecurrentscopeforthescalemanagementsoftwaresystemprocurement, theCity’s ProjectManagerandGBB’sProjectManager, CorinneRico, willhaveregularlyscheduledcallsor teleconferences (intervaltobedetermined), usingatelecommunicationsoftwareofchoice (GBB typicallyutilizesSkypeforBusiness). OthermembersfromtheCity, i.e. otherrepresentativesfrom theCity’sSolidWasteDepartment, Procurement, IT, legal, aswellasothermembersoftheGBBTeam canbeinvitedtothesecallsasnecessary. ThisscopefortheIMCWOsystemincludestimefor additionaldiscussionsrelativetotheprocurementofthisadditionalsystemcomponent. Deliverables Onamonthlybasis, GBBwillsubmititsinvoiceforserviceswithsupportinginformationfortimeand expensecharges. Asnecessary, themonthlyreportingwillprovideanindicationofhowtheproject scheduleisproceedingandwhetherthereareissuesthatneedtobeaddressedrelativetoanalysis, approach, assumptions, scheduleandadministration. Additionally, theteamwillreviewtheexisting scheduleforthescalemanagementsoftwareprocurementtoensurethenewscopecanbe integratedintothesameschedule. Theteamwilladviseifanychangestothepreviousscheduleor milestonesmayberequired. Task2: DataReview & IdentificationofMissingInformation Objective TheobjectiveofthisTaskistoreviewthedatacollectedtodateforthescalemanagementsoftware procurementscopeandtoidentifyanypotentialmissinginformationrelatedtotheIMCWOsystem procurement. GBBmayrequestadditionaldataasrequiredtoassistwithfurthertasks. Methodology OnceGBBhasreceivedtheNoticetoProceed (NTP) fromtheCity, theteamwillperformathorough evaluationofallinformationreceivedfromtheCitytodateinordertoidentifyanyadditional informationthatmaybeneededrelativetotheadditionalIMCWOsystemprocurementscope. Ifthe teamidentifiesanyinformationgaps, GBB’sProjectManagerwillsubmitanInformationandData RequesttoCityStaff. WeexpecttheinformationanddatatobesuppliedtoGBBwithin DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F approximatelytwoweeks, sothattheteamcanreviewtheinformationandkeepbothaspectsofthe projectinsync. Deliverables PotentialadditionaldatarequestbasedonreviewofinformationreceivedfromtheCityto date. Phase2: ProjectEvaluation & DevelopmentofSpecifications Task3: IMCWOSystemProjectEvaluation Objective Theobjectiveofthistaskistoevaluatethecurrentsystemsandproceduresinplacewith respecttotheDepartment’sexistingIMCWOsystem. Theaimoftheevaluationisto ensurethatGBBhasafirmunderstandingofthecurrentsituationandtheCity’sIMCWO software-relatedpainpointstobestinformtheprocurementofanewsystem. An additionalobjectiveofthisphaseistohelptheCitydevelopitsprojectdirectionfor subsequentPhases3and4. Aspartofthiseffort, GBBwillidentifyaminimumof3or4 potentialsystemprovidersthatareabletomeettheCity’sneedsforbothitsscale managementsystemandIMCWOsystem. Methodology EvaluatetheCity’scurrentsystem(s) andproceduresinplaceandIdentifytheCity’sneeds withrespecttotheIMCWOsystemscurrentlyinplace; and, Identifycapabilitiesandissuesregardingphysical, IT, andfinancialsecurity, inventory management, accounting, reconciliationandinterfacewithothercitysoftwaresystemswith respecttotheIMCWOsystem, including: oWorkingwithCityITDepartmenttoidentifythetechnologyinfrastructure requiredtosupportsystemupgradetoevaluateitemssuchashardware requirementsanddatastorageoptionsincluding: Local Networked Cloudbased oEvaluatinghowCitystaffwillparticipateinsystem configuration/testing/implementation. Deliverables GBBwillincorporateitsevaluation, findings, andIMCWOsystemprocurementscope recommendations intotheweb-basedbriefingnotedintheexistingscopeforthescale managementsystemprocurement. GBBwillpresentthebriefingviateleconferenceorwebbriefingwithCityStaff in conjunctionwiththebriefingnotedintheexistingscopeforthescalemanagement systemprocurement. DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F Task4: DevelopmentofSpecificationsforProcurementofNewIMCWOSoftwareSystem Objective TheobjectiveofthistaskistodevelopthespecificationsfornewIMCWOSoftwareSystem(s) that aredeterminedtobenecessarybeforeproceedingwiththeprocurementofboththenewscale housesoftwaresystemandthenewIMCWOsoftwaresystem. ThistaskwilldirectlyimpactPhase3. Methodology GBBwillworkwiththeCityofDenton’sProcurementandLegalDepartmentstodevelopsystem specificationsthataddressallfinancial, security, reconciliation, customer-trackingissuesforthe IMCWOsoftwarebeforeproceedingwiththeprocurementspecification. Deliverables GBBwilldeliver: RecommendedspecificationstotheCityintheformofaprocurementscopeorspecification forthesystem(s) deliveredinMSWordformatandpresentedviateleconference. GBBwillattendmeetingsasnecessaryviaphone, emailandtele/videoconferenceand suggestsoneOptionaltripduringthisphasetoinvestigate, review, andmeetwiththeclient toreviewthecombinedscaleandIMCWOsoftwaresystemspecification. Ifdesired, thistrip willbecombinedduringthetripnotedintheexistingscopeforthescalemanagement systemsoftwareandmaybelengthenedto accommodateadditionalmeetingsor discussion. Phase3: Procurement Task5 – DevelopRequestForProposals Objective TheobjectiveofthisTaskistodevelopacomprehensiveprocurementdocumentforanIMCWO softwaresystemthatmeettheCity’sneedsdescribedabove. Methodology Utilizingtheworkcompletedinprevioustwophases, GBBwilldevelopasinglecomprehensiveand detailedRequestforProposal (RFP), withtheassistanceoftheCity’sprocurementdepartment, for boththescalemanagementsoftwaresystemfromtheexistingscopeaswellastheIMCWOsoftware system. ThecombinedsolicitationwillbereleasedthroughtheCity’sprocurementdepartment. Workassociatedwiththeprocurementprocesswillincludethefollowing: AugmentthedraftRFPscopeandspecificationfromthescalemanagementsoftwaresystem projectwiththerequirementsfortheIMCWOsystemforintegrationintotheCity’s predefinedRFPformatforreviewandapprovalbeforefinalization; Developproject-specificproposalformsasrequiredfortheIMCWOsystemadditiontothe RFP; Developmailinglistofcapablesystemproposersthatcouldeffectivelyprovideallaspectsof thescalemanagementandIMCWOsoftwaresystems; DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F WorkwithCityprocurementrepresentativestoassuretheIMCWOadditiontotheRFPhas thenecessaryprocurementtermsandconditions; CoordinateissuingsinglecombinedRFPreleasewithCityprocurementdepartment; Deliverables Asingle, comprehensivefinalRFPScopedocumentforboththeexistingscalemanagement softwarescopeandthenewIMCWOsoftwarescope, deliveredtotheCity’sProcurement DepartmentalongwithamailinglisttowhomtheRFPshouldbesent, inadditiontoother announcement(s) theCitydeemstobeappropriateforthisproject. Task6Pre-proposalMeetingandInterviews Asakeypartofanyprocurementprocess, itisimportanttohaveconstructiveandinformative interactionswithprospectivesuppliersofthesoftwaresystemsbeingsolicited, bothpriortoand afterthesubmittalofproposals. Thetwoeventswithdirectsupplierparticipationintheprocess arethepre-proposalmeetingandtheproposerinterviews. Theseprovideclarityandacommon comprehensionoftheCity’sneedsandrequirements, aswellastheCity’sthorough understandingofsupplierqualificationsandofferings. Task6APre-proposalMeeting Objective TheobjectiveofthisTaskistoorganizeandholdapre-proposalmeetingattheCity’sofficesforall interestedRFPrecipients. Methodology GBBwillassisttheCityinorganizingandhostingapre-proposalmeetingforallProposersinterested intheCity’sRFPforscalemanagementandIMCWOsystemsoftwareandprovidetheopportunity forProposerstoseetheCity’soperationsandfacilitiesandaskquestions. Withtheassistanceofthe City’sprocurementdepartment, GBBwillprepareameetingagendaandanyassociatedmeeting materialsforthepre-proposalmeeting, whosepurposeistofurtherexplainthetechnicaldetailsof theRFPscopedocumentandtheCity’sneedsandexpectations. Inpreparationforthemeeting, GBB willcompileanyrequestsforclarificationsreceivedontheRFPpriortothemeetingandprovide responsesasapplicable. GBBwillattendthemeetinginperson, assisttheCityinrunningthemeeting asdesired) andintakingnotesofallquestionsaskedandansweredduringthemeetingfor distribution, throughanRFPaddendum, totherecipientsafterthemeetinghasconcluded. Deliverables ProvideassistancetotheCityinpreparingapre-proposalmeetingagendaand associatedmeetingmaterials (e.g., pre-proposalmeetingsign-insheet, etc.) Documentationofallrequestedclarificationsandresponsesreceivedpriortothepre- proposalmeeting In-personattendanceat, andassistancewithconducting, thepre-proposalmeeting Documentationofpre-proposalmeetingminutes, includingallquestionsaskedand answeredduringthemeeting DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F Task6B – ProposerInterviews, Demonstrations, & PotentialSiteVisits Objective TheobjectiveofthistaskistoreviewsubmissionsinresponsetotheCity’sRequestforProposals, answeranyoutstandingquestionsrelatedtotheIMCWOaspectofthesoftwaresystem, hold interviewswithshortlistedproposers, organizeandattendsoftwaresystemdemonstrationsfor theshortlistedproposers, andpotentiallyperformin-personvisitstoshortlistedproposers’ implementationsites. Methodology FollowingCityproceduresforinitialevaluationandinterviewingshortlistedproposers, GBBwill assistinorganizingandconductingtheinterviews. GBBwillattendinterview(s) withsupplier(s) whomaketheshortlist (notedintheexistingscopeforthescalemanagementsoftware procurement). GBBadvisesthatonlysuppliersthatcanprovideboththescalemanagementand theIMCWOaspectsbeshortlistedforinterviews. Inthisway, interviewsforbothaspectsmaybe streamlined. Forthistask, wehaveassumedGBBwillattendtheinterviewsvirtuallybutpropose asanOptionsendingtwo (2) GBBConsultantsforonetotwo (1to2) days (tobedeterminedwith City) toattendmultipleinterviewsandmeetingswiththeCityinperson. Attendingtheinterviews virtuallywillhelptheCitytominimizecosts, butGBBstronglyrecommendsthattheteamattend inpersontoassistinthesemandatorymeetingsandsubsequentsystemsupplierevaluations. Uponcompletionoftheinterviews, GBBwillassisttheCityinorganizingdemonstrationsofeach oftheshortlistedproposers’ systems. Thesedemonstrationswillbecriticaltotheteam’s evaluationofeachsystemtoensurethatthedemonstratedfunctionalitymeetstheCity’sneeds. Forthistask, wehaveassumedGBBwillattendthedemonstrationvirtuallybutproposeasan Optionsendingtwo (2) GBBConsultantsforonetotwo (1to2) days (tobedeterminedwithCity) toattendmultiplesoftwareproductdemonstrationswiththeCityinperson. Aswiththeinterview process, attendingthedemonstrationvirtuallywillhelptheCitytominimizecosts, butGBB stronglyrecommendsthattheteamattendinpersontobetterexperiencethedemonstrations andsystemcapabilitiesandconsequentlybetterassisttheCitywithitssystemsupplier evaluations. Additionally, theCitymayelecttoperformsitevisitstolocationswheretheshort-listedsuppliers’ systemshavebeensuccessfullyimplemented. Thesesitevisitswilldemonstratethetrue functionalityofthesystemsinareal-lifeimplementation. IftheCitydecidestoconductsitevisits, GBBstronglyrecommendsin-personattendanceatthesitevisits. However, asthesevisitsareas- yetuncertainandunknown, GBBisnotyetabletoestimatetheassociatedtimeandcostsforthe sitevisits. GBBwillprovideacostestimatetotheCityuponrequestonceithasmadethisdecision. Deliverables 1AssisttheCity’sprocurementrepresentativeswithproposalevaluationandadvisethe Cityonwhichproposersto1) askadditionalquestionsand2) toshortlist, basedonthe 1GBBwillprovideguidance, asanon-votingparticipant, totheCity’sprojectteam, including procurementandlegalrepresentativesinaccordancewithCity’sprocurementandevaluation procedures. DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F addedrequirementsoftheIMCWOsystemprocurement ProvideassistancetotheCityinpreparinganagendaforeachoftheinterviewswithan outlineoftopicsandquestionsthatneedtobeaddressedbythesupplierfortheCityto developadetailedunderstandingofthevendor’soffering Virtualattendance, withoptionalin-personattendance, atshortlistedsuppliers’ interviewsanddemonstrations Documentationofinterviewminutes, includingallrequestedclarificationsand responsesreceivedattheinterviews Followingtheinterviews, coordinationofdemonstrationsofproposedsupplier softwarespecifictoIMCWOtasks DocumentationofproductdemonstrationnotesforCityreviewandrecord Aftershort-listinterviewsandproductdemonstrations, assisttheCitywiththefinal rankingofproposersandtherecommendationforselectionofavendorfornegotiations. Potentialin-personsitevisitstoshort-listedproposers’ implementationlocations (not currentlyincludedincostestimate) Task7 – Negotiations Objective TheobjectiveofthisTaskistoassisttheCityinnegotiatingandestablishingasuccessfulcontractfor theIMCWOaspectsoftheprocuredsystem(s) thatmeettheCity’sneedsdescribedabove. Methodology ReviewofthedraftandfinalcontractspertainingtotheIMCWOsystem. AssisttheCitywithfinalnegotiationswiththeselectedsoftwaresupplier(s), withafocuson successfuldeliveryoftheIMCWOsystem. Deliverables GBBhasassumednegotiationofonecomprehensivecontractthatincludesboththescale managementandtheIMCWOsoftwaresystems. GBB’sscopeforTask7oftheIMCWOportion includesadditionaltimerelatedtothisadditionalscopeandrelateddiscussions, reviewand negotiationspertainingtothisscope, althoughthedeliverablesarethesameasthoselistedinthe existingscopeforthescalemanagementsystem. GBBdoesnotassumeadditionalmeetingsand negotiations, ratheradditionaltimeassociatedwiththeexistingmeetingsandnegotiations. GBB’s scopedoesnotassumethenegotiationofasecond, separatecontractfortheIMCWOportion. Attendteleconferencemeetingsasnecessary. Provide “redline” commentsonthedraftcontractandreviewofthefinalcontractwiththe selectedsoftwarecontractor. AttendFinalNegotiationswithSupplier(s) viatele- orweb-conference oForthistask, weproposeasanOptionsendingtwo (2) GBBConsultantfortwoto three (2to3) days (tobedeterminedwiththeCity) toattendmultipleinterviews andmeetingswiththeCity. Phase4: Implementation DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F Task8: ImplementationofNewSoftwareSystem(s) Objective TheobjectiveofthistaskistoassistwiththeimplementationoftheIMCWOsoftwaresystem. Methodology Uponfinalizationofthecontractfornewsoftwaresolution(s), thistaskwillincludeworkingwith representativesfromtheCity’sSolidWasteandRecyclingDepartment, includingcollectionand landfilloperations, andtheCity’sTechnologyServices (IT) resourcestoassistwiththe implementationoftheIMCWOsoftwaresystem. MonitorinstallationofanddatatransitiontonewIMCWOsystem IMCWOSystemimplementationplanningandschedulecoordinationwithexistingscope forscalemanagementsoftwareprocurement Managesystemintegrationandtestingandcoordinatewiththatforexistingscopefor scalemanagementsoftwareprocurement Deliverables GBBhasassumedthatasinglevendorwillimplementboththescalemanagementandtheIMCWO softwaresystems. GBB’sscopeforTask8oftheIMCWOportionincludesadditionaltimerelatedto thisadditionalscopeandrelateddiscussions, review, updates, andschedulecoordinationpertaining tothisscope, althoughthedeliverablesarethesameasthoselistedintheexistingscopeforthescale managementsystem. GBBdoesnotassumeadditionalmeetingsandupdates, ratheradditionaltime associatedwiththeexistingmeetingsandupdates. GBB’sscopedoesnotassumethatasecond, separatevendorwillbeimplementingtheIMCWOportionofthesoftwaresystem. Attendregularmeetingswiththeselectedsoftwarevendor andtheCity duringthe implementationprocessandprovidemeetingminuteswithinareasonableamountoftime., anticipatedtobelessthanoneweek. Forthistask, weanticipatesendingtwo (2) GBBConsultantsfortwotothree (2to3) days tobedeterminedwithCity) toattendmultipleinterviewsandmeetingswiththeCity. ProvideupdatestotheCityonaregularbasis; intervaltobedeterminedwiththeCity. ProvidetheCitywithsystemimplementationmilestonechartforintegrationandtesting. 3.Meetings Basedonourestimatesofmeetingtimerequired, wehaveincludedinourFeeuptothefollowing numberofMeetings. VirtualMeetingsareassumedtobeteleconferencesconductedviaSkypefor Business, orotherweb-basedconferencingapplicationortelephone, andPhysicalMeetingsare assumedtobeconductedinDenton, Texas. Additionalmeetingsandtravelrequestedwillbebilled onatimeandexpensesbasis – theneedforadditionalmeetingsandtravelwillbediscussedat variouspointsthroughouttheproject; additionalmeetingsandtravelmaybebilledseparately. Estimated # ofVirtualMeetings* PhysicalMeetingsPhase 21. ProjectKickoff, DataRequest, Initial Completedwithexisting1alreadycompletedwithexistingscope) Meeting & ProjectManagement scope) 2 Optional: 2GBBStaffforup2. Evaluation & DevelopmentofSpecifications incombinationwithexistingscope) to2days DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F 3. Procurement 1 2GBBStaffforupto1dayPre-proposalMeeting 1 Optional: 2GBBStaffforupAttendInterviewsincombinationwithexistingscope) to2days Optional: 2GBBStaffforup1SoftwareSystemDemonstrationsto2days Unknown UnknownPotentialSiteVisits 1 Optional: 2GBBStaffforupNegotiationsincombinationwithexistingscope) to2days 2GBBStaffforupto3days1incombinationwith4. Implementation incombinationwithexistingscope) existingscope) AdditionalTravelandMeetings Intheeventthatmoretravelandmeetingtimeisrequiredthanstatedabove, ormorethanthe statednumberofGBBemployeesarerequiredtoattendthephysicalmeetings, thefeeandexpenses associatedwithtravelwillbebilledonatimeandexpensebasisperAttachmentA, COMPENSATION RATEANDFEESCHEDULE. 4.Timetable Atthistime, GBBestimatesthisProjectwilltakeapproximately9to12monthsfromNoticeto Proceed, dependingonthecomplexityofthesystemspecificationandequipmentupgradesrequired. TheschedulefortheIMCWOsoftwarescopeisintendedtorunparalleltothatofthescale managementsoftwarescope. 5.FeesandPaymentTerms Fortheservicesdescribedherein, weproposethefollowingamountsforourFees, exclusiveof reimbursableexpenses. Wewillperformthisworkonanhourlybasis. Please refertofeesand expensesscheduleinAttachmentAforthebasisuponwhichthefollowingfeesweredeveloped. GBB’sfeeforprovidingtheservicesoutlinedabovewillbeintheorderof $38,000dependingonthe finallevelofeffortandtimetableassociatedwiththescopeofwork. Thisfeeincludestravelexpenses forGBBtoconductthephysicalon-sitemeetingsasnotedinSection3above. Additionalphysicalon- sitemeetingsareestimatedatapproximately $5,000perinstancenotedaboveas “Optional.” The proposedfeedoesnotincludethecostsforthese “Optional” physicalmeetingsoranyadditional fieldwork. Thoseexpenseswouldbeinvoicedseparatelyfollowingcompensationaccordingtothe ratescheduleattached. Paymentforreimbursementwillbeexpected15daysfromreceiptofa properlydocumentedinvoice. GBBprefersallpaymentsbemadeelectronically. SeeAttachmentB forGBB’swiringinstructions. Intheeventthatadditionalworkorphysicalmeetingsareagreedupon, GBBwilleitherproposean additionalfeequoteorinvoiceinaccordancewiththeattachedcompensationrateandfeeschedule AttachmentA), whichGBBwillnotbesubjecttoadjustmentthroughDecember31, 2019. Our invoiceswillbeaddressedtoyoureferencingthismatter. DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F SummaryofEstimatedFees Phase Fee ($USD) 1.ProjectKickoff, DataRequest, InitialMeeting & ProjectManagement 7,150 2.Evaluation & DevelopmentofSpecifications 7,200 3.Procurement 13,650 4.Implementation 10,000 TotalFees: $38,000 6.ApprovalofServicesAgreement Thisproposalreliesonthefullcooperationoftheteamtoinformusofanychangesmadeduring and/orafterphasesofthework. ThisincludesprovidingGBBwithalldocumentationandinformation thatwillaffectourwork. Feesarebasedontheprojectrequirementsandschedulepresentedatthis time. Delaysoraccelerationintheprojectschedulemayresultinclaimsforadditionalfee. Invoicesaredueandpayableuponreceipt. GBBmaintainsprofessionalandpublicliabilityinsurance withappropriatelimitsaccordingtotheworkprovided. WecanprovideEvidenceofCoverageif requestedbytheCity. Timerecordsandreimbursableexpenserecordsaremaintainedonagenerally recognizedaccountingbasis. AlldataandinformationcontainedhereinandprovidedbyGBBinresponsetoarequestfora proposalisconsideredconfidentialandproprietary. Weareconfidentthatwecanprovideavaluable service, andwelookforwardtoyourconsiderationofourresources. Ifyouhaveanyquestionsor needadditionalinformation, pleasedonothesitatetocontactme. Sincerely, Gershman, Brickner & Bratton, Inc. TomReardon, SeniorVicePresident Attachments: A.GBB2018CompensationandRateSchedule B.WiringInstructions ClientApproval DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F Ifthisproposalagreeswithyourunderstandingoftheproject, andyouagreewiththeproposed termsunderwhichwillperformservices, wearewillingforthisProposaltoserveasaWorkOrder byplacingyoursignaturebelow. AuthorizedBy Date ForCityofDenton DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F AttachmentA 2018 - GERSHMAN, BRICKNER & BRATTON, INC. 1, 2, 3, 4, 5) COMPENSATIONRATEANDFEESCHEDULE POSITION HourlyRates ($USD) President 270.00 SpecialPrincipalExecutiveAssociate 265.00 FounderAssociate 255.00 Sr. VicePresident 230.00 VicePresident 200.00 SpecialPrincipalAssociate 189.00 PrincipalAssociateEngineer 185.00 PrincipalAssociate 175.00 Sr. ProjectManager/Sr. ProjectEngineer/Sr. AssociateEngineer 170.00 ProjectManager/Sr. Associate 153.00 ProjectEngineer/Sr. Consultant/SupportDirector 137.00 ConsultantII/EngineerII/ContractAdministrator 117.00 ConsultantI/EngineerI/MarketingCoordinator 95.00 AdministrativeSupport 71.00 Clerical/SupportStaff/ResearchAssistant/GraphicsCoordinator 59.00 TECHNOLOGYFEE Afeeof3% oflaborchargeswillbeincludedtocoverallcostsassociatedwithcomputers, software, phones, miscellaneousreproduction. 3) EXPENSES CHARGE 4) PersonalCar/CompanyCar CurrentIRSRatespermile or $81.75/day + fuel, whicheverisless) LocalTravelExpenses (tolls, parking) AsIncurred RoomandBoard AsIncurred 5) Airfare CoachClass, DiscountFaresWhenAvailable CarRental DiscountRate LongDistanceTelephone AsIncurred Graphics, PrintingandArt AsIncurred MessengerandDeliveryService AsIncurred Subcontractors AsIncurred FacsimileCommunicationsOutbound $0.50perpage 1) stEffectiveJanuary1, 2018throughDecember31, 2018. SubjecttoJanuary1annualincreasebasedonCPI. 2) Forpaymentsnotreceivedwithin30daysofinvoicingdate, interestchargeof1.00 % permonthwillbeapplied. 3) AFeeof10percentappliedtoexpenses, includingsubcontractors. 4) SubjecttoadjustmentperIRSguidelines (or $81.75/day + fuel-whicheverisless). 5) Whengate-to-gatetravelofovereight (8) hrs. isrequired, BusinessClassAirfarewillbepurchasedand50percentofgate-to-gatetravel timewillcharged. PleaseprovideGBBatleast3weeks’ priornoticeforschedulingairfare. DocuSignEnvelopeID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F AttachmentB WiringInstructions IffundsarebeingtransferredfromaUSbank: BankAccountName: Gershman, Brickner & Bratton, Inc., GeneralAccount FirstVirginiaCommunityBankLocalBranchAddress: 11325RandomHillsRoad, Suite240, Fairfax, VA22030 BankAccountNumber: 123794 BankRoutingNumberforincomingwires 056009505 Ifthefundsarebeingtransferredfromaforeignbank: ViaSwiftFormatMT103 Field56AIntermediaryInstitution: PacificCoastBankers’ Bank SanFrancisco, CA94104 ABA: 121042484 SWIFTCODE – PCBBUS66 Field57DBeneficiaryBank: FirstVirginiaCommunityBank Address: 11325RandomHillsRoad Fairfax, VA 22030 Acct # withPacificCoastBankers’ Bank: 056009505 Field59BeneficiaryCustomer: Name: Gershman, Brickner & Bratton, Inc. Address: 2010CorporateRidge, Suite510 McLean, VA 22102 AccountNumber: **US056009505123794 CertificateOfCompletion EnvelopeId: 1C692FE58D3D46DC9F2015DA3AC4B81FStatus: Completed Subject: PleaseDocuSign: CityCouncilContract6963GBBConsultantsAmendment1 SourceEnvelope: DocumentPages: 17Signatures: 5EnvelopeOriginator: CertificatePages: 6Initials: 1JamieCogdell AutoNav: Enabled901BTexasStreet EnvelopeIdStamping: EnabledDenton, TX 76209 TimeZone: (UTC-06:00) CentralTime (US & Canada)Jamie.Cogdell@cityofdenton.com IPAddress: 129.120.6.150 RecordTracking Status: OriginalHolder: JamieCogdellLocation: DocuSign 5/10/20199:23:39AM Jamie.Cogdell@cityofdenton.com SignerEventsSignatureTimestamp JamieCogdellSent: 5/10/20199:27:12AMCompletedjamie.cogdell@cityofdenton.comViewed: 5/10/20199:27:20AM SeniorBuyerSigned: 5/10/20199:29:12AM UsingIPAddress: 129.120.6.150CityOfDenton SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign LoriHewellSent: 5/10/20199:29:15AM lori.hewell@cityofdenton.comViewed: 5/10/20199:29:32AM PurchasingManagerSigned: 5/10/20199:29:58AM CityofDenton SignatureAdoption: Pre-selectedStyleSecurityLevel: Email, AccountAuthentication UsingIPAddress: 129.120.6.150None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign MackReinwandSent: 5/10/20199:30:00AM mack.reinwand@cityofdenton.comViewed: 5/14/20198:45:10AM CityofDentonSigned: 5/14/20198:47:29AM SecurityLevel: Email, AccountAuthentication SignatureAdoption: Pre-selectedStyleNone) UsingIPAddress: 129.120.6.150 ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign TomReardonSent: 5/14/20198:47:31AM treardon@gbbinc.comResent: 5/16/201911:16:48AM SeniorVicePresidentViewed: 5/28/201910:20:22AM SecurityLevel: Email, AccountAuthentication Signed: 5/28/201910:21:04AMSignatureAdoption: Pre-selectedStyleNone) UsingIPAddress: 168.235.183.154 ElectronicRecordandSignatureDisclosure: Accepted: 5/28/201910:20:22AM ID: 69a60b15-372c-400d-96af-b4e948e3808b SignerEventsSignatureTimestamp ethancoxSent: 5/28/201910:21:06AM ethan.cox@cityofdenton.comViewed: 5/28/201912:35:49PM DirectorofPublicWorksSigned: 5/28/201912:36:12PM SecurityLevel: Email, AccountAuthentication SignatureAdoption: Pre-selectedStyleNone) UsingIPAddress: 129.120.6.150 ElectronicRecordandSignatureDisclosure: Accepted: 8/7/20184:24:18PM ID: feebacc3-151e-47bb-af6d-be8889ffcb35 TabithaMillsopSent: 5/28/201912:36:14PMCompleted tabitha.millsop@cityofdenton.comViewed: 6/19/20192:52:22PM CityofDentonSigned: 6/19/20192:53:19PM UsingIPAddress: 129.120.6.150SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign ToddHilemanSent: 6/19/20192:53:23PM Todd.Hileman@cityofdenton.comViewed: 6/19/20193:01:39PM CityManagerSigned: 6/19/20193:01:45PM CityofDenton SignatureAdoption: Pre-selectedStyleSecurityLevel: Email, AccountAuthentication UsingIPAddress: 129.120.6.150None) ElectronicRecordandSignatureDisclosure: Accepted: 7/25/201711:02:14AM ID: 57619fbf-2aec-4b1f-805d-6bd7d9966f21 RosaRiosSent: 6/19/20193:01:47PM rosa.rios@cityofdenton.comViewed: 6/19/20193:58:51PM SecurityLevel: Email, AccountAuthentication Signed: 6/19/20193:59:56PM None) SignatureAdoption: Pre-selectedStyle UsingIPAddress: 129.120.6.150 ElectronicRecordandSignatureDisclosure: Accepted: 6/19/20193:58:51PM ID: 068f7a6b-e2ef-477f-9085-0302f84c3fd1 InPersonSignerEventsSignatureTimestamp EditorDeliveryEventsStatusTimestamp AgentDeliveryEventsStatusTimestamp IntermediaryDeliveryEventsStatusTimestamp CertifiedDeliveryEventsStatusTimestamp CarbonCopyEventsStatusTimestamp TabithaMillsopSent: 5/10/20199:29:14AM tabitha.millsop@cityofdenton.com CityofDenton SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign CarbonCopyEventsStatusTimestamp SherriThurmanSent: 5/10/20199:29:15AM sherri.thurman@cityofdenton.com CityofDenton SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign JaneRichardsonSent: 6/19/20192:53:22PM jane.richardson@cityofdenton.com AssistantCitySecretary CityofDenton SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign JaneRichardsonSent: 6/19/20193:59:59PM jane.richardson@cityofdenton.comViewed: 6/20/201911:54:29AM AssistantCitySecretary CityofDenton SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign BrianBoernerSent: 6/19/20194:00:00PM brian.boerner@cityofdenton.comViewed: 6/20/20198:07:55AM DirectorofSolidWaste SecurityLevel: Email, AccountAuthentication None) ElectronicRecordandSignatureDisclosure: NotOfferedviaDocuSign WitnessEventsSignatureTimestamp NotaryEventsSignatureTimestamp EnvelopeSummaryEventsStatusTimestamps EnvelopeSentHashed/Encrypted6/19/20194:00:00PM CertifiedDeliveredSecurityChecked6/19/20194:00:00PM SigningCompleteSecurityChecked6/19/20194:00:00PM CompletedSecurityChecked6/19/20194:00:00PM PaymentEventsStatusTimestamps ElectronicRecordandSignatureDisclosure ELECTRONICRECORDANDSIGNATUREDISCLOSURE Fromtimetotime, CityofDenton (we, usorCompany) mayberequiredbylawtoprovideto youcertainwrittennoticesordisclosures. 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