19-1291oxDrNaNCE 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 of the contract between the City
and Gershman, Brickner & Bratton, Inc,, which is on file in the office of the 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.� _,�
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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.
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ROSA RIOS, CITY SECRETARY
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APPROVED A5 TO LEGAL FORM:
AARON LEAL, CITY ATTORNEY
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DocuSign Envelope ID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F
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DocuSign Envelope ID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F
THE STATE OF TEXAS §
§
COUNTY OF DENTON §
FIRST AMENDMENT TO CONTRACT
BY AND BETWEEN THE CITY OF DENTON, TEXAS
AND GERSHMAN, BRICKNER & BRATTON, INC.
CONTRACT NO. 6963
THIS FIRST AMENDMENT TO CONTRACT 6963 (this
between Gershman, Brickner & Bratton, Inc.
Consultant to an agreement in the original not-to-exceed amount of $48,000, which
was executed on December 20;
WHEREAS, the Agreement provided for Consultant services related to
Evaluation of Scale House Management Software for Solid Waste as is contained in
Contract #6963 (on file in the Purchasing Office); and
WHEREAS, City deems it necessary to further expand the services provided by
Consultant to the City to include the design, evaluation, and procurement of an inventory
management and customer work order management system, and this Amendment modifies
the Agreement amount to provide an additional $38,000 for the additional services with a
revised aggregate not-to-exceed total of $86,000; and
NOW THEREFORE, City and Consultant (hereafter collectively referred to as the
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. -
of the Agreement, for professional services related to the Solid Waste
evaluation of the current scale house management software, are hereby
authorized to be performed by Consultant. For and in consideration of the
Additional Services to be performed by Consultant, the Owner agrees to pay,
based on the cost estimate detail, a total fee, including reimbursement for non-
labor expenses an amount not to exceed $38,000.
2. This Amendment modifies the Agreement amount to provide an additional
$38,000 for the Additional Services with a revised aggregate not-to-exceed total
of $86,000.
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, by and through their respective duly authorized representatives and officers
on this date_______________________________________.
1
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THIS AGREEMENT HAS BEEN
BOTH REVIEWED AND APPROVED
CITY OF DENTON, TEXAS
as to financial and operational
A Texas Municipal Corporation
obligations and business terms.
By: __________________________________
_______________ ________________
TODD HILEMAN
SIGNATURE PRINTED NAME
CITY MANAGER
__________________________________
TITLE
ATTEST:
ROSA RIOS, CITY SECRETARY
__________________________________
DEPARTMENT
By: __________________________________
APPROVED AS TO LEGAL FORM:
AARON LEAL, CITY ATTORNEY
By: ___________________________________
CONSULTANT
GERSHMAN, BRICKNER & BRATTON, INC.
By: _________________________________
AUTHORIZED SIGNATURE, TITLE
2
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ATTACHMENT A
May 2, 2019
Ethan Cox
Director of Solid Waste & Recycling
City of Denton
1525 S Mayhill Rd,
Denton, TX 76208
Cc: Brian Boerner, Deputy Director of Solid Waste
RE: Proposal for Solid Waste Management Consulting Services Contract Amendment
Dear Ethan,
Gershman Brickner & Bratton, Inc. (“GBB”) is pleased to provide this proposal to provide additional
solid waste management consulting services to the City of Denton, Texas (“City”) in order to evaluate
the current inventory management and customer work order software, systems and procedures to
assess current capabilities for security, expandability and compatibility with other City software and
systems. This proposal includes our Project Understanding, Approach, Schedule, Proposed Fee, and
proposed Terms and Conditions for your review.
As a national solid waste management consulting firm, GBB has been on the front lines of the
industry since 1980, planning and implementing integrated waste management programs that are
designed to provide cost-effective services, protect the environment, and conserve natural
resources. With its extensive expertise and consultants with complementary experience and
business skills, GBB is uniquely positioned and qualified to provide communities like yours with
valuable insight and assistance to better address the market and to develop new markets and
business opportunities surrounding the solid waste industry.
1.Denton, Texas, Contract Amendment: Inventory Management and
Customer Work Order (IMCWO) System
Project Background
The City of Denton, Texas, (the “City”) hired GBB to assist the Denton Solid Waste and Recycling
Department (the “Department”) with the procurement of new scale management system software,
citing issues of financial, physical and IT security, as well as improving the financial capabilities of the
scale management system, and management of the carts and container inventory. The City was also
interested in a new software system that has the ability to manage customer service initiations and
capture data for reporting, for example on a quarterly and annual basis.
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GBB conducted a series of stakeholder meetings at Denton’s Solid Waste and Recycling Department
office on February 6 and 7, 2019, to learn more about the current scale management system
software, a ‘Visual Basic version’ provided by Paradigm that has not been upgraded since its
implementation in 2002. The 16-year-old system has three modules in use in Denton: WeighStation,
the scale house software system; CompuRoute, the customer service ticket and work order
management software system; and CompuWeigh, the central database that houses information
related to customer transactions, customer accounts, assets, and inventory, as well as produces
reports.
During these stakeholder meetings, it became apparent the WeighStation could not be replaced
without also replacing CompuWeigh: CompuWeigh centrally stores the information that is recalled
for transactions in both WeighStation and CompuRoute. Further, while CompuWeigh could
theoretically be retained only for use with CompuRoute, the Department’s current version of
CompuRoute is outdated and no longer supported by Paradigm, necessitating an eventual, significant
software upgrade. Lastly, if the Department were to replace one module but not the others, any new
additional software system would need to integrate with both the old Paradigm software and
NorthStar, the City’s utility account management software for solid waste, electricity, water,
wastewater, and drainage. This integration is likely to prove expensive, time-consuming, and not fully
effective.
After these conversations and the conclusion that CompuRoute (with associated data in
CompuWeigh) would require eventual replacement, the Department investigated the ability of
NorthStar’s mCare module to replace CompuRoute. The City currently uses mCare to manage work
orders for both the water and electrical utilities. Similarly to the CompuRoute module, mCare recalls
account data stored in the central NorthStar database to complete work orders and transactions.
However, the City found that mCare was insufficient for the Department’s needs.
Contract Amendment Overview
The Department has now requested that GBB assist with the procurement of new software to replace
CompuRoute’s (and by extension, CompuWeigh’s) inventory management and customer work order
(IMCWO) system. This additional scope is not in the current scope of any of the tasks as currently
approved, and so the Department has directed GBB to prepare an additional proposal for this new
scope of work and resulting contract amendment.
In expanding GBB’s scope of work, the Department’s priorities are to address the needs for new scale
house management software, new inventory and asset management software, new work order and
customer service management software, and possible routing software with on-board vehicle and
remote mobile system interfaces.
It is possible that the Department may procure systems from multiple providers to meet its needs as
set forth above. However, GBB believes it to be in the Department’s best interest to procure all
aspects of the system from a single provider in order to avoid the costs and risks that could result
from efforts to integrate multiple systems and interfaces. As such, GBB will seek to find a solution
for the Department that effectively meets its needs at the best price point and with minimal need
for integration customization.
Based on the situation described above, the City has requested this proposal from GBB to help them
consider their options and recommend solutions for replacing their current IMCWO software,
systems and procedures; and to assess current capabilities for expandability and compatibility with
other City software and systems. We propose to perform this work over four phases as described
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below.
2.Approach
Phase 1: Data Review, Identification of Missing Information, & Project
Management
Task 1: Project Management (This task will take place during all three phases)
Objective
The objective of this task is to develop and maintain clear communication related to the IMCWO
system procurement between the City and GBB, and to ensure that the IMCWO system procurement
effectively integrates with the scale management system procurement. In this task, we will also do
the necessary administration and coordination on at least a monthly basis and more frequently as
directed or necessary. This task also has the objective to put a process in place that results in a high-
quality product that is completed on schedule and on budget.
Methodology
As a part of the current scope for the scale management software system procurement, the City’s
Project Manager and GBB’s Project Manager, Corinne Rico, will have regularly scheduled calls or
teleconferences (interval to be determined), using a telecommunication software of choice (GBB
typically utilizes Skype for Business). Other members from the City, i.e. other representatives from
the City’s Solid Waste Department, Procurement, IT, legal, as well as other members of the GBB Team
can be invited to these calls as necessary. This scope for the IMCWO system includes time for
additional discussions relative to the procurement of this additional system component.
Deliverables
On a monthly basis, GBB will submit its invoice for services with supporting information for time and
expense charges. As necessary, the monthly reporting will provide an indication of how the project
schedule is proceeding and whether there are issues that need to be addressed relative to analysis,
approach, assumptions, schedule and administration. Additionally, the team will review the existing
schedule for the scale management software procurement to ensure the new scope can be
integrated into the same schedule. The team will advise if any changes to the previous schedule or
milestones may be required.
Task 2: Data Review & Identification of Missing Information
Objective
The objective of this Task is to review the data collected to date for the scale management software
procurement scope and to identify any potential missing information related to the IMCWO system
procurement. GBB may request additional data as required to assist with further tasks.
Methodology
Once GBB has received the Notice to Proceed (NTP) from the City, the team will perform a thorough
evaluation of all information received from the City to date in order to identify any additional
information that may be needed relative to the additional IMCWO system procurement scope. If the
team identifies any information gaps, GBB’s Project Manager will submit an Information and Data
Request to City Staff. We expect the information and data to be supplied to GBB within
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approximately two weeks, so that the team can review the information and keep both aspects of the
project in sync.
Deliverables
Potential additional data request based on review of information received from the City to
date.
Phase 2: Project Evaluation & Development of Specifications
Task 3: IMCWO System Project Evaluation
Objective
The objective of this task is to evaluate the current systems and procedures in place with
respect to the Department’s existing IMCWO system. The aim of the evaluation is to
ensure that GBB has a firm understanding of the current situation and the City’s IMCWO
software-related pain points to best inform the procurement of a new system. An
additional objective of this phase is to help the City develop its project direction for
subsequent Phases 3 and 4. As part of this effort, GBB will identify a minimum of 3 or 4
potential system providers that are able to meet the City’s needs for both its scale
management system and IMCWO system.
Methodology
Evaluate the City’s current system(s) and procedures in place and Identify the City’s needs
with respect to the IMCWO systems currently in place; and,
Identify capabilities and issues regarding physical, IT, and financial security, inventory
management, accounting, reconciliation and interface with other city software systems with
respect to the IMCWO system, including:
o Working with City IT Department to identify the technology infrastructure
required to support system upgrade to evaluate items such as hardware
requirements and data storage options including:
Local
Networked
Cloud based
o Evaluating how City staff will participate in system
configuration/testing/implementation.
Deliverables
GBB will incorporate its evaluation, findings, and IMCWO system procurement scope
recommendations into the web-based briefing noted in the existing scope for the scale
management system procurement.
GBB will present the briefing via teleconference or web briefing with City Staff in
conjunction with the briefing noted in the existing scope for the scale management
system procurement.
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Task 4: Development of Specifications for Procurement of New IMCWO Software System
Objective
The objective of this task is to develop the specifications for new IMCWO Software System(s) that
are determined to be necessary before proceeding with the procurement of both the new scale
house software system and the new IMCWO software system. This task will directly impact Phase 3.
Methodology
GBB will work with the City of Denton’s Procurement and Legal Departments to develop system
specifications that address all financial, security, reconciliation, customer-tracking issues for the
IMCWO software before proceeding with the procurement specification.
Deliverables
GBB will deliver:
Recommended specifications to the City in the form of a procurement scope or specification
for the system(s) delivered in MS Word format and presented via teleconference.
GBB will attend meetings as necessary via phone, email and tele/videoconference and
suggests one Optional trip during this phase to investigate, review, and meet with the client
to review the combined scale and IMCWO software system specification. If desired, this trip
will be combined during the trip noted in the existing scope for the scale management
system software and may be lengthened to accommodate additional meetings or
discussion.
Phase 3: Procurement
Task 5 – Develop Request For Proposals
Objective
The objective of this Task is to develop a comprehensive procurement document for an IMCWO
software system that meet the City’s needs described above.
Methodology
Utilizing the work completed in previous two phases, GBB will develop a single comprehensive and
detailed Request for Proposal (RFP), with the assistance of the City’s procurement department, for
both the scale management software system from the existing scope as well as the IMCWO software
system. The combined solicitation will be released through the City’s procurement department.
Work associated with the procurement process will include the following:
Augment the draft RFP scope and specification from the scale management software system
project with the requirements for the IMCWO system for integration into the City’s
predefined RFP format for review and approval before finalization;
Develop project-specific proposal forms as required for the IMCWO system addition to the
RFP;
Develop mailing list of capable system proposers that could effectively provide all aspects of
the scale management and IMCWO software systems;
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Work with City procurement representatives to assure the IMCWO addition to the RFP has
the necessary procurement terms and conditions;
Coordinate issuing single combined RFP release with City procurement department;
Deliverables
A single, comprehensive final RFP Scope document for both the existing scale management
software scope and the new IMCWO software scope, delivered to the City’s Procurement
Department along with a mailing list to whom the RFP should be sent, in addition to other
announcement(s) the City deems to be appropriate for this project.
Task 6 Pre-proposal Meeting and Interviews
As a key part of any procurement process, it is important to have constructive and informative
interactions with prospective suppliers of the software systems being solicited, both prior to and
after the submittal of proposals. The two events with direct supplier participation in the process
are the pre-proposal meeting and the proposer interviews. These provide clarity and a common
comprehension of the City’s needs and requirements, as well as the City’s thorough
understanding of supplier qualifications and offerings.
Task 6A Pre-proposal Meeting
Objective
The objective of this Task is to organize and hold a pre-proposal meeting at the City’s offices for all
interested RFP recipients.
Methodology
GBB will assist the City in organizing and hosting a pre-proposal meeting for all Proposers interested
in the City’s RFP for scale management and IMCWO system software and provide the opportunity
for Proposers to see the City’s operations and facilities and ask questions. With the assistance of the
City’s procurement department, GBB will prepare a meeting agenda and any associated meeting
materials for the pre-proposal meeting, whose purpose is to further explain the technical details of
the RFP scope document and the City’s needs and expectations. In preparation for the meeting, GBB
will compile any requests for clarifications received on the RFP prior to the meeting and provide
responses as applicable. GBB will attend the meeting in person, assist the City in running the meeting
(as desired) and in taking notes of all questions asked and answered during the meeting for
distribution, through an RFP addendum, to the recipients after the meeting has concluded.
Deliverables
Provide assistance to the City in preparing a pre-proposal meeting agenda and
associated meeting materials (e.g., pre-proposal meeting sign-in sheet, etc.)
Documentation of all requested clarifications and responses received prior to the pre-
proposal meeting
In-person attendance at, and assistance with conducting, the pre-proposal meeting
Documentation of pre-proposal meeting minutes, including all questions asked and
answered during the meeting
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Task 6B – Proposer Interviews, Demonstrations, & Potential Site Visits
Objective
The objective of this task is to review submissions in response to the City’s Request for Proposals,
answer any outstanding questions related to the IMCWO aspect of the software system, hold
interviews with shortlisted proposers, organize and attend software system demonstrations for
the shortlisted proposers, and potentially perform in-person visits to shortlisted proposers’
implementation sites.
Methodology
Following City procedures for initial evaluation and interviewing shortlisted proposers, GBB will
assist in organizing and conducting the interviews. GBB will attend interview(s) with supplier(s)
who make the shortlist (noted in the existing scope for the scale management software
procurement). GBB advises that only suppliers that can provide both the scale management and
the IMCWO aspects be shortlisted for interviews. In this way, interviews for both aspects may be
streamlined. For this task, we have assumed GBB will attend the interviews virtually but propose
as an Option sending two (2) GBB Consultants for one to two (1 to 2) days (to be determined with
City) to attend multiple interviews and meetings with the City in person. Attending the interviews
virtually will help the City to minimize costs, but GBB strongly recommends that the team attend
in person to assist in these mandatory meetings and subsequent system supplier evaluations.
Upon completion of the interviews, GBB will assist the City in organizing demonstrations of each
of the shortlisted proposers’ systems. These demonstrations will be critical to the team’s
evaluation of each system to ensure that the demonstrated functionality meets the City’s needs.
For this task, we have assumed GBB will attend the demonstration virtually but propose as an
Option sending two (2) GBB Consultants for one to two (1 to 2) days (to be determined with City)
to attend multiple software product demonstrations with the City in person. As with the interview
process, attending the demonstration virtually will help the City to minimize costs, but GBB
strongly recommends that the team attend in person to better experience the demonstrations
and system capabilities and consequently better assist the City with its system supplier
evaluations.
Additionally, the City may elect to perform site visits to locations where the short-listed suppliers’
systems have been successfully implemented. These site visits will demonstrate the true
functionality of the systems in a real-life implementation. If the City decides to conduct site visits,
GBB strongly recommends in-person attendance at the site visits. However, as these visits are as-
yet uncertain and unknown, GBB is not yet able to estimate the associated time and costs for the
site visits. GBB will provide a cost estimate to the City upon request once it has made this decision.
Deliverables
1
Assist the City’s procurement representatives with proposal evaluation and advise the
City on which proposers to 1) ask additional questions and 2) to shortlist, based on the
1
GBB will provide guidance, as a non-voting participant, to the City’s project team, including
procurement and legal representatives in accordance with City’s procurement and evaluation
procedures.
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added requirements of the IMCWO system procurement
Provide assistance to the City in preparing an agenda for each of the interviews with an
outline of topics and questions that need to be addressed by the supplier for the City to
develop a detailed understanding of the vendor’s offering
Virtual attendance, with optional in-person attendance, at shortlisted suppliers’
interviews and demonstrations
Documentation of interview minutes, including all requested clarifications and
responses received at the interviews
Following the interviews, coordination of demonstrations of proposed supplier
software specific to IMCWO tasks
Documentation of product demonstration notes for City review and record
After short-list interviews and product demonstrations, assist the City with the final
ranking of proposers and the recommendation for selection of a vendor for negotiations.
Potential in-person site visits to short-listed proposers’ implementation locations (not
currently included in cost estimate)
Task 7 – Negotiations
Objective
The objective of this Task is to assist the City in negotiating and establishing a successful contract for
the IMCWO aspects of the procured system(s) that meet the City’s needs described above.
Methodology
Review of the draft and final contracts pertaining to the IMCWO system.
Assist the City with final negotiations with the selected software supplier(s), with a focus on
successful delivery of the IMCWO system.
Deliverables
GBB has assumed negotiation of one comprehensive contract that includes both the scale
management and the IMCWO software systems. GBB’s scope for Task 7 of the IMCWO portion
includes additional time related to this additional scope and related discussions, review and
negotiations pertaining to this scope, although the deliverables are the same as those listed in the
existing scope for the scale management system. GBB does not assume additional meetings and
negotiations, rather additional time associated with the existing meetings and negotiations. GBB’s
scope does not assume the negotiation of a second, separate contract for the IMCWO portion.
Attend teleconference meetings as necessary.
Provide “redline” comments on the draft contract and review of the final contract with the
selected software contractor.
Attend Final Negotiations with Supplier(s) via tele- or web-conference
o For this task, we propose as an Option sending two (2) GBB Consultant for two to
three (2 to 3) days (to be determined with the City) to attend multiple interviews
and meetings with the City.
Phase 4: Implementation
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Task 8: Implementation of New Software System(s)
Objective
The objective of this task is to assist with the implementation of the IMCWO software system.
Methodology
Upon finalization of the contract for new software solution(s), this task will include working with
representatives from the City’s Solid Waste and Recycling Department, including collection and
landfill operations, and the City’s Technology Services (IT) resources to assist with the
implementation of the IMCWO software system.
Monitor installation of and data transition to new IMCWO system
IMCWO System implementation planning and schedule coordination with existing scope
for scale management software procurement
Manage system integration and testing and coordinate with that for existing scope for
scale management software procurement
Deliverables
GBB has assumed that a single vendor will implement both the scale management and the IMCWO
software systems. GBB’s scope for Task 8 of the IMCWO portion includes additional time related to
this additional scope and related discussions, review, updates, and schedule coordination pertaining
to this scope, although the deliverables are the same as those listed in the existing scope for the scale
management system. GBB does not assume additional meetings and updates, rather additional time
associated with the existing meetings and updates. GBB’s scope does not assume that a second,
separate vendor will be implementing the IMCWO portion of the software system.
Attend regular meetings with the selected software vendor and the City during the
implementation process and provide meeting minutes within a reasonable amount of time.,
anticipated to be less than one week.
For this task, we anticipate sending two (2) GBB Consultants for two to three (2 to 3) days
(to be determined with City) to attend multiple interviews and meetings with the City.
Provide updates to the City on a regular basis; interval to be determined with the City.
Provide the City with system implementation milestone chart for integration and testing.
3.Meetings
Based on our estimates of meeting time required, we have included in our Fee up to the following
number of Meetings. Virtual Meetings are assumed to be teleconferences conducted via Skype for
Business, or other web-based conferencing application or telephone, and Physical Meetings are
assumed to be conducted in Denton, Texas. Additional meetings and travel requested will be billed
on a time and expenses basis – the need for additional meetings and travel will be discussed at
various points throughout the project; additional meetings and travel may be billed separately.
Estimated # of Virtual Meetings* Physical Meetings
Phase
2
1. Project Kickoff, Data Request, Initial
(Completed with existing
(1 already completed with existing
scope)
Meeting & Project Management
scope)
2 Optional: 2 GBB Staff for up
2. Evaluation & Development of Specifications
(in combination with existing scope) to 2 days
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3. Procurement
1 2 GBB Staff for up to 1 day
Pre-proposal Meeting
1 Optional: 2 GBB Staff for up
Attend Interviews
(in combination with existing scope) to 2 days
Optional: 2 GBB Staff for up
1
Software System Demonstrations
to 2 days
Unknown Unknown
Potential Site Visits
1 Optional: 2 GBB Staff for up
Negotiations
(in combination with existing scope) to 2 days
2 GBB Staff for up to 3 days
1
(in combination with
4. Implementation
(in combination with existing scope)
existing scope)
Additional Travel and Meetings
In the event that more travel and meeting time is required than stated above, or more than the
stated number of GBB employees are required to attend the physical meetings, the fee and expenses
associated with travel will be billed on a time and expense basis per Attachment A, COMPENSATION
RATE AND FEE SCHEDULE.
4.Timetable
At this time, GBB estimates this Project will take approximately 9 to 12 months from Notice to
Proceed, depending on the complexity of the system specification and equipment upgrades required.
The schedule for the IMCWO software scope is intended to run parallel to that of the scale
management software scope.
5.Fees and Payment Terms
For the services described herein, we propose the following amounts for our Fees, exclusive of
reimbursable expenses. We will perform this work on an hourly basis. Please refer to fees and
expenses schedule in Attachment A for the basis upon which the following fees were developed.
GBB’s fee for providing the services outlined above will be in the order of $38,000 depending on the
final level of effort and timetable associated with the scope of work. This fee includes travel expenses
for GBB to conduct the physical on-site meetings as noted in Section 3 above. Additional physical on-
site meetings are estimated at approximately $5,000 per instance noted above as “Optional.” The
proposed fee does not include the costs for these “Optional” physical meetings or any additional
fieldwork. Those expenses would be invoiced separately following compensation according to the
rate schedule attached. Payment for reimbursement will be expected 15 days from receipt of a
properly documented invoice. GBB prefers all payments be made electronically. See Attachment B
for GBB’s wiring instructions.
In the event that additional work or physical meetings are agreed upon, GBB will either propose an
additional fee quote or invoice in accordance with the attached compensation rate and fee schedule
(Attachment A), which GBB will not be subject to adjustment through December 31, 2019. Our
invoices will be addressed to you referencing this matter.
DocuSign Envelope ID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F
Summary of Estimated Fees
Phase Fee ($USD)
1.Project Kickoff, Data Request, Initial Meeting & Project Management
$7,150
2.Evaluation & Development of Specifications
$7,200
3.Procurement
$13,650
4.Implementation
$10,000
Total Fees: $38,000
6.Approval of Services Agreement
This proposal relies on the full cooperation of the team to inform us of any changes made during
and/or after phases of the work. This includes providing GBB with all documentation and information
that will affect our work. Fees are based on the project requirements and schedule presented at this
time. Delays or acceleration in the project schedule may result in claims for additional fee.
Invoices are due and payable upon receipt. GBB maintains professional and public liability insurance
with appropriate limits according to the work provided. We can provide Evidence of Coverage if
requested by the City. Time records and reimbursable expense records are maintained on a generally
recognized accounting basis.
All data and information contained herein and provided by GBB in response to a request for a
proposal is considered confidential and proprietary. We are confident that we can provide a valuable
service, and we look forward to your consideration of our resources. If you have any questions or
need additional information, please do not hesitate to contact me.
Sincerely,
Gershman, Brickner & Bratton, Inc.
Tom Reardon, Senior Vice President
Attachments:
A.GBB 2018 Compensation and Rate Schedule
B.Wiring Instructions
Client Approval
DocuSign Envelope ID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F
If this proposal agrees with your understanding of the project, and you agree with the proposed
terms under which will perform services, we are willing for this Proposal to serve as a Work Order
by placing your signature below.
Authorized By Date
For City of Denton
DocuSign Envelope ID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F
Attachment A
2018 - GERSHMAN, BRICKNER & BRATTON, INC.
(1, 2, 3, 4, 5)
COMPENSATION RATE AND FEE SCHEDULE
POSITION Hourly Rates ($USD)
President 270.00
Special Principal Executive Associate 265.00
Founder Associate 255.00
Sr. Vice President 230.00
Vice President 200.00
Special Principal Associate 189.00
Principal Associate Engineer 185.00
Principal Associate 175.00
Sr. Project Manager/Sr. Project Engineer/Sr. Associate Engineer 170.00
Project Manager/Sr. Associate 153.00
Project Engineer/Sr. Consultant/Support Director 137.00
Consultant II/Engineer II/Contract Administrator 117.00
Consultant I/Engineer I/Marketing Coordinator 95.00
Administrative Support 71.00
Clerical/Support Staff/Research Assistant/Graphics Coordinator 59.00
TECHNOLOGY FEE
A fee of 3% of labor charges will be included to cover all costs associated with computers, software,
phones, miscellaneous reproduction.
(3)
EXPENSES CHARGE
(4)
Personal Car/Company Car Current IRS Rates per mile
(or $81.75/day + fuel, whichever is less)
Local Travel Expenses (tolls, parking) As Incurred
Room and Board As Incurred
(5)
Airfare Coach Class, Discount Fares When Available
Car Rental Discount Rate
Long Distance Telephone As Incurred
Graphics, Printing and Art As Incurred
Messenger and Delivery Service As Incurred
Subcontractors As Incurred
Facsimile Communications Outbound $0.50 per page
__________________
(1) st
Effective January 1, 2018 through December 31, 2018. Subject to January 1 annual increase based on CPI.
(2)
For payments not received within 30 days of invoicing date, interest charge of 1.00 % per month will be applied.
(3)
A Fee of 10 percent applied to expenses, including subcontractors.
(4)
Subject to adjustmentper IRS guidelines (or $81.75/day + fuel-whichever is less).
(5)
When gate-to-gate travel of over eight (8) hrs. is required, Business Class Airfare will be purchased and 50 percent of gate-to-gate travel
time will charged. Please provide GBB at least 3 weeks’ prior notice for scheduling airfare.
DocuSign Envelope ID: 1C692FE5-8D3D-46DC-9F20-15DA3AC4B81F
Attachment B
Wiring Instructions
If funds are being transferred from a US bank:
Bank Account Name: Gershman, Brickner & Bratton, Inc., General Account
First Virginia Community Bank
Local Branch Address:
11325 Random Hills Road, Suite 240, Fairfax, VA 22030
Bank Account Number: 123794
Bank Routing Number for incoming wires 056 009 505
If the funds are being transferred from a foreign bank:
Via Swift Format MT103
Field 56A Intermediary Institution:
Pacific Coast Bankers’ Bank
San Francisco, CA 94104
ABA: 121042484
SWIFT CODE – PCBBUS66
Field 57D Beneficiary Bank: First Virginia Community Bank
Address: 11325 Random Hills Road
Fairfax, VA 22030
Acct # with Pacific Coast Bankers’ Bank: 056009505
*Field 59 Beneficiary Customer:
Name: Gershman, Brickner & Bratton, Inc.
Address: 2010 Corporate Ridge, Suite 510
McLean, VA 22102
Account Number: **US056009505123794
Certificate Of Completion
Envelope Id: 1C692FE58D3D46DC9F2015DA3AC4B81FStatus: Completed
Subject: Please DocuSign: City Council Contract 6963 GBB Consultants Amendment 1
Source Envelope:
Document Pages: 17Signatures: 5Envelope Originator:
Certificate Pages: 6Initials: 1Jamie Cogdell
AutoNav: Enabled901B Texas Street
EnvelopeId Stamping: EnabledDenton, TX 76209
Time Zone: (UTC-06:00) Central Time (US & Canada)Jamie.Cogdell@cityofdenton.com
IP Address: 129.120.6.150
Record Tracking
Status: OriginalHolder: Jamie CogdellLocation: DocuSign
5/10/2019 9:23:39 AM Jamie.Cogdell@cityofdenton.com
Signer EventsSignatureTimestamp
Jamie CogdellSent: 5/10/2019 9:27:12 AM
Completed
jamie.cogdell@cityofdenton.comViewed: 5/10/2019 9:27:20 AM
Senior BuyerSigned: 5/10/2019 9:29:12 AM
Using IP Address: 129.120.6.150
City Of Denton
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Lori HewellSent: 5/10/2019 9:29:15 AM
lori.hewell@cityofdenton.comViewed: 5/10/2019 9:29:32 AM
Purchasing ManagerSigned: 5/10/2019 9:29:58 AM
City of Denton
Signature Adoption: Pre-selected Style
Security Level: Email, Account Authentication
Using IP Address: 129.120.6.150
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Mack ReinwandSent: 5/10/2019 9:30:00 AM
mack.reinwand@cityofdenton.comViewed: 5/14/2019 8:45:10 AM
City of DentonSigned: 5/14/2019 8:47:29 AM
Security Level: Email, Account Authentication
Signature Adoption: Pre-selected Style
(None)
Using IP Address: 129.120.6.150
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Tom ReardonSent: 5/14/2019 8:47:31 AM
treardon@gbbinc.comResent: 5/16/2019 11:16:48 AM
Senior Vice PresidentViewed: 5/28/2019 10:20:22 AM
Security Level: Email, Account Authentication Signed: 5/28/2019 10:21:04 AM
Signature Adoption: Pre-selected Style
(None)
Using IP Address: 168.235.183.154
Electronic Record and Signature Disclosure:
Accepted: 5/28/2019 10:20:22 AM
ID: 69a60b15-372c-400d-96af-b4e948e3808b
Signer EventsSignatureTimestamp
ethan coxSent: 5/28/2019 10:21:06 AM
ethan.cox@cityofdenton.comViewed: 5/28/2019 12:35:49 PM
Director of Public WorksSigned: 5/28/2019 12:36:12 PM
Security Level: Email, Account Authentication
Signature Adoption: Pre-selected Style
(None)
Using IP Address: 129.120.6.150
Electronic Record and Signature Disclosure:
Accepted: 8/7/2018 4:24:18 PM
ID: feebacc3-151e-47bb-af6d-be8889ffcb35
Tabitha MillsopSent: 5/28/2019 12:36:14 PM
Completed
tabitha.millsop@cityofdenton.comViewed: 6/19/2019 2:52:22 PM
City of DentonSigned: 6/19/2019 2:53:19 PM
Using IP Address: 129.120.6.150
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Todd HilemanSent: 6/19/2019 2:53:23 PM
Todd.Hileman@cityofdenton.comViewed: 6/19/2019 3:01:39 PM
City ManagerSigned: 6/19/2019 3:01:45 PM
City of Denton
Signature Adoption: Pre-selected Style
Security Level: Email, Account Authentication
Using IP Address: 129.120.6.150
(None)
Electronic Record and Signature Disclosure:
Accepted: 7/25/2017 11:02:14 AM
ID: 57619fbf-2aec-4b1f-805d-6bd7d9966f21
Rosa RiosSent: 6/19/2019 3:01:47 PM
rosa.rios@cityofdenton.comViewed: 6/19/2019 3:58:51 PM
Security Level: Email, Account Authentication Signed: 6/19/2019 3:59:56 PM
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 129.120.6.150
Electronic Record and Signature Disclosure:
Accepted: 6/19/2019 3:58:51 PM
ID: 068f7a6b-e2ef-477f-9085-0302f84c3fd1
In Person Signer EventsSignatureTimestamp
Editor Delivery EventsStatusTimestamp
Agent Delivery EventsStatusTimestamp
Intermediary Delivery EventsStatusTimestamp
Certified Delivery EventsStatusTimestamp
Carbon Copy EventsStatusTimestamp
Tabitha MillsopSent: 5/10/2019 9:29:14 AM
tabitha.millsop@cityofdenton.com
City of Denton
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Carbon Copy EventsStatusTimestamp
Sherri ThurmanSent: 5/10/2019 9:29:15 AM
sherri.thurman@cityofdenton.com
City of Denton
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Jane RichardsonSent: 6/19/2019 2:53:22 PM
jane.richardson@cityofdenton.com
Assistant City Secretary
City of Denton
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Jane RichardsonSent: 6/19/2019 3:59:59 PM
jane.richardson@cityofdenton.comViewed: 6/20/2019 11:54:29 AM
Assistant City Secretary
City of Denton
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Brian BoernerSent: 6/19/2019 4:00:00 PM
brian.boerner@cityofdenton.comViewed: 6/20/2019 8:07:55 AM
Director of Solid Waste
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness EventsSignatureTimestamp
Notary EventsSignatureTimestamp
Envelope Summary EventsStatusTimestamps
Envelope SentHashed/Encrypted6/19/2019 4:00:00 PM
Certified DeliveredSecurity Checked6/19/2019 4:00:00 PM
Signing CompleteSecurity Checked6/19/2019 4:00:00 PM
CompletedSecurity Checked6/19/2019 4:00:00 PM
Payment EventsStatusTimestamps
Electronic Record and Signature Disclosure
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