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:________________________________