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Item 4EM E M O R A N D U M To: Shana Yelverton, City Manager From: Jim C. Blagg, Assistant City Manager/Director of Public Safety Subject: Approve Second Amendment to Agreement with Maximus, Inc. for Software Implementation and Data Conversion Services Action Requested: Approve Second Amendment to Agreement with Maximus, Inc. for Software Implementation and Data Conversion Services Background Information: In November, 2006 the City retained Maximus, Inc., to assist the City in support of the implementation of land and asset management software, including project management support and data conversion services. The initial proposal and budget provided project management support for an assumed 6 months for the implementation of the land and asset management system, including project management support, change management, process review and redesign and training support. After the selection of the final land and asset management vendor (Accela), the final adopted project plan adopted by the City and the land and asset management software vendor outlined an implementation plan in excess of 11 months. This is almost double the amount of time originally thought necessary for the implementation. The City has reduced the required level of data conversion necessary for the land and asset management system and the City desires to reallocate data conversion cost savings in order to extend Maximus’ involvement in certain implementation project support activities. This reallocation of the available funds will not affect the total cost of the agreement to the City. Financial Considerations: There is no change in the original total cost of the contract with Maximus, Inc. for Section 4 (d) in the amount of $490,000. Citizen Input/ Board Review: N/A Legal Review: The amendment has been review by TOASE. Alternatives: Do not approve the amendment and the City will have to divert staff time to provide the services originally contracted for with Maximus. Supporting Documents: Amendment to contract Staff Recommendation: Approve Second Amendment to Agreement with Maximus, Inc. for Software Implementation and Data Conversion Services SECOND AMENDMENT TO AGREEMENT TO PROVIDE CONSULTING SERVICES THIS SECOND AMENDMENT , entered into this _15_ day of July, 2008, amends the Agreement to Provide Consulting Services dated 22 November, 2006 (“Agreement”), between MAXIMUS, Inc., a Virginia corporation ("CONSULTANT") and THE CITY OF SOUTHLAKE, TEXAS ("CITY") as amended by the First Amendment to Agreement to Provide Consulting Services, dated February 2, 2007. WHEREAS, CITY retained CONSULTANT to assist CITY to support the implementation of land and asset management software, including project management support and data conversion services; and, WHEREAS, the initial budget provided project management support for an assumed 6 months for the implementation of the land and asset management system, including project management support, change management, process review and redesign and training support; and, WHEREAS, The adopted project plan by the CITY, in keeping with the requirements of the land and asset management software vendor, requires an implementation plan in excess of 11 months; and, WHEREAS, CITY has reduced the required level of data conversion necessary for the land and asset management system; and, WHEREAS, both CITY and CONSULTANT desire to reallocate data conversion cost savings to extend CONSULTANT’s involvement in land and asset management project support activities; and, WHEREAS, such budget reallocation will not affect the total cost of the Agreement to CITY NOW, THEREFORE, the CITY and CONSULTANT agree as follows: Revised Scope of Work for Land and Asset Management Software (1) Implementation Support Services and Data Conversion. (a) CONSULTANT will reallocate consulting resources originally intended for the conversion of land and asset data to extend the time of performance for land and asset management implementation project management support. (b) The scope of the project will be adjusted to include project management and issues resolution support for the land and asset management solution and data conversion for only the following items: asset master, address/parcel/owner support, registered contractors, and building permits. (c) CONSULTANT will dedicate up to 20 hours per week to implementation project through the earlier of the land management “go live” date or November 30, 2008. (d) Direct provision of change management, process improvement, and training support will be eliminated from the scope of the project management support services and limited to review, comment and general advice on vendor and/or city provided deliverables related to these matters. Budget Reallocation / Compensation. (2) (a) Section 4 of the Agreement is amended to the extent necessary to incorporate the compensation provisions of this Second Amendment. Specifically, Section 4(d) of the Agreement is hereby replaced with the following: The CITY agrees to pay the CONSULTANT a fee for application implementation management for the public services software, and for data conversion for that software as described in Exhibits "A" and "B" attached hereto, not to exceed Four Hundred Ninety Thousand dollars ($490,000), with Four Hundred and Five Thousand dollars ($405,000) being allocated to software implementation management and Eighty Five Thousand dollars ($85,000) being allocated to data conversion; the parties agree that this portion of the services will not be performed nor will payment be authorized or made unless and until the City Council authorizes sufficient funds for those services in the CITY’s FY 2008 annual budget. No Other Modifications. (4) Except as specifically amended by this Second Amendment, the Agreement shall remain in full force and effect in accordance with the terms and conditions stated therein. IN WITNESS WHEREOF, CITY and the CONSULTANT have executed this Second Amendment as of the date first written above. CITY OF SOUTHLAKE, TEXAS _____________________________________ ____________________, ________________ Date: ________________________________ ATTEST: _______________________________ City Secretary MAXIMUS, INC. _____________________________________ Steven J. Esposito Division President Date:________________________________