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HomeMy WebLinkAboutResolution - 2023-R0028 - Agreement 17015 with Sciens Consulting 1.10.23Resolution No. 2023-R0028 Item No. 6.5 January 10, 2023 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, a Professional Services Agreement, Contract No. 17015, for consultant services for the implementation and management of the City's public safety computer aided dispatch (CAD) and records management system (RMS) project, by and between the City of Lubbock and Sciens LLC, and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on ATTEST: Reb ca Garza, City Sec t APPROVED AS TO CONTENT: (�l Brooke Witcher, Assistant City Manager APPROVED AS TO FO1&4- R a Br Like, kssist City Attorney RES.Contract No. 17015, PSA-Sciens LLC 12.7.22 January 10, 2023 Resolution No. 2023-R0028 PROFESSIONAL SERVICES AGREEMENT STATE OF TEXAS § COUNTY OF LUBBOCK § This Professional Service Agreement ("Agreement') Contract No. 17015 is entered into this Loth day of January , is by and between the City of Lubbock (the "City"), a Texas home rule municipal corporation, and Sciens LLC (the" Consultant'), a Texas corporation. WITNESSETH WHEREAS, The City desires to contract with the Consultant to provide consultant services for the implementation and management of CAD/RMS project, (the "Services"), (the "Activities"); and WHEREAS, the contract is with Sciens, LLC, of McKinney, Texas utilizing TIPS -USA Contract No. 200105 Technology Solutions Products and Services. TIPS -USA is Region 8 Education Service Center cooperative purchasing program, which offers contracts that have been established through open competition as prescribed by law in accordance with Section 791.001 of the Texas Government Code and used to obtain the benefits and efficiencies that can accrue to members of a cooperative, to comply with state bidding requirements, and to identify qualified vendors of commodities, goods, and services. WHEREAS, the Consultant has a professional staff experienced and is qualified to provide professional Consulting services related to Activities, and will provide the services, as defined below, for the price provided herein, said price stipulated by the City and the Consultant to be a fair and reasonable price; and WHEREAS, the City desires to contract with the Consultant to provide professional services related to the Activities, and Consultant desires to provide the Services related to same. NOW THEREFORE, for and in consideration of the terms, covenants and conditions set forth in this Agreement, the City and the Consultant hereby agree as follows: ARTICLE I. TERM The term of this Agreement commences on the Effective Date and continues without interruption for services as set forth in Exhibit A, attached to and incorporated herein. If the Consultant determines that additional time is required to complete the Services, the Chief of Information, may, but is not obligated to, in his or her discretion, execute an agreement to grant up to an additional six (6) months of time so long as the amount of the consideration does not increase. An amendment to this Agreement Page 1 of 11 resulting in an increase in the amount of the consideration must be approved by the City acting through its governing body. ARTICLE II. SERVICES AND COMPENSATION A. The Consultant shall conduct all activities, and within such timeframes, as set forth on Exhibit "A", attached hereto (the "Services"). B. The Consultant shall receive as consideration to be paid for the performance of the Services, an amount not to exceed $248,700, as set forth in Exhibit "A". ARTICLE III. TERMINATION A. General. The City may terminate this Agreement, for any reason or convenience, upon thirty (30) days written notice to the Consultant. In the event this Agreement is so terminated, the City shall only pay the Consultant for services actually performed by the Consultant up to the date the Consultant is deemed to have received notice of termination, as provided herein. B. Termination and Remedies. In the event the Consultant breaches any term and/or provision of this Agreement, the City shall be entitled to exercise any right or remedy available to it by this Agreement, at law, equity, or otherwise, including without limitation, termination of this Agreement and assertion of an action for damages and/or injunctive relief. The exercise of any right or remedy shall not preclude the concurrent or subsequent exercise of any right or remedy and all rights and remedies shall be cumulative. ARTICLE IV. NON - ARBITRATION Each Party reserves the right to exercise any right or remedy available to it by law, contract, equity, or otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this Agreement, this provision shall control. ARTICLE V. REPRESENTATIONS AND WARRANTIES A. Existence. The Consultant is a corporation duly organized, validly existing, and in good standing under the laws of the State of Texas and is qualified to carry on its business in the State of Texas. Page 2 of 11 B. Corporate Power. The Consultant has the corporate power to enter into and perform this Agreement and all other activities contemplated hereby. C. Authorization. Execution, delivery, and performance of this Agreement and the activities contemplated hereby have been duly and validly authorized by all the requisite corporate action on the part of the Consultant. This Agreement constitutes legal, valid, and binding obligations of the Consultant and is enforceable in accordance with the terms thereof. D. Consultant. The Consultant maintains a professional staff and employs, as needed, other qualified specialists experienced in providing the Services, and is familiar with all laws, rules, and regulations, both state and federal, including, without limitation the applicable laws, regarding the Activities contemplated hereby. E. Performance. The Consultant will and shall conduct all activities contemplated by this Agreement in accordance with the standard of care, skill and diligence normally provided by a professional person in performance of similar professional services, and comply with all applicable laws, rules, and regulations, both state and federal, relating to professional services, as contemplated hereby. F. Use of Copyrighted Material. The Consultant warrants that any materials provided by the Consultant for use by City pursuant to this Agreement shall not contain any proprietary material owned by any other party that is protected under the Copyright Act or any other law, statute, rule, order, regulation, ordinance or contractual obligation relating to the use or reproduction of materials. The Consultant shall be solely responsible for ensuring that any materials provided by the Consultant pursuant to this Agreement satisfy this requirement and the Consultant agrees to indemnify and hold City harmless from all liability or loss caused to City or to which City is exposed on account of the Consultant's failure to perform this duty. ARTICLE VI. SCOPE OF WORK The Consultant shall accomplish the following: Professional Services related to the Services, as provided in Exhibit "A", attached hereto and made a part hereof. ARTICLE VII. INDEPENDENT CONTRACTOR STATUS The Consultant and the City agree that the Consultant shall perform the duties under this Agreement as an independent contractor and shall be considered as independent contractor under this Agreement and/or in its activities hereunder for all purposes. The Consultant has the sole discretion to determine the manner in which the Services are to be performed. During the performance of the Services under this Agreement, the Consultant and the Consultant's employees and/or sub -consultants, will not be Page 3 of 11 considered, for any purpose, employees or agents of the City within the meaning or the application of any federal, state or local law or regulation, including without limitation, laws, rules or regulations regarding or related to unemployment insurance, old age benefits, workers compensation, labor, personal injury or taxes of any kind. ARTICLE VIII. INSURANCE The Consultant shall procure and carry, at its sole cost and expense through the life of this Agreement, except as otherwise provided herein, insurance protection as hereinafter specified, in form and substance satisfactory to the City, carried with an insurance company authorized to transact business in the state of Texas, covering all aspects and risks of loss of all operations in connection with this Agreement, including without limitation, the indemnity obligations set forth herein. The Consultant shall obtain and maintain in full force and effect during the term of this Agreement, and shall cause each approved subcontractor or sub -consultant of the Consultant to obtain and maintain in full force and effect during the term of this Agreement, commercial general liability, professional liability and automobile liability coverage for non -owned and hired vehicles with insurance carriers admitted to do business in the state of Texas. The insurance companies must carry a Best's Rating of A-VII or better. Except for Professional Liability, the policies will be written on an occurrence basis, subject to the following minimum limits of liability: Commercial General Liability: Per Occurrence Single Limit: $1,000,000 General Aggregate Limit: $2,000,000 Professional Liability: Combined Single Limit: $2,000,000 Automobile Liability: Combined Single Limit for any auto: $1,000,000 Per Occurrence Employer's Liability: Per Occurrence Single Limit: $1,000,000 Worker's Compensation Per Occurrence Single Limit: $500,000 The Consultant shall further cause any approved subcontractor or sub -consultant to procure and cant', during the term of this Agreement, the insurance coverage required of Consultant herein, including without limitation, Professional Liability coverage, protecting the City against losses caused by the professional negligence of the approved subcontractor or sub -consultant. The City shall be listed as a primary and noncontributory additional insured with respect to the Automobile Liability and Commercial Page 4 of 11 General Liability and shall be granted a waiver of subrogation under those policies. The Consultant shall provide a Certificate of Insurance to the City as evidence of coverage. The Certificate shall provide 30 day's notice of cancellation. A copy of the additional insured endorsement and waiver of subrogation attached to the policy shall be included in the Certificate. The Consultant shall elect to obtain worker's compensation coverage pursuant to Section 406.002 of the Texas Labor Code. Further, the Consultant shall maintain said coverage throughout the term of this Agreement and shall comply with all provisions of Title 5 of the Texas Labor Code to ensure that the Consultant maintains said coverage. The Consultant may maintain Occupational Accident and Disability Insurance in lieu of Worker's Compensation. In either event, the policy must be endorsed to include a waiver of subrogation in favor of the City. If at any time during the life of the Agreement or any extension hereof, the Consultant fails to maintain the required insurance in full force and effect, the Consultant shall be in breach hereof and all work under the Agreement shall be discontinued immediately. Notwithstanding anything contained herein to the contrary, the professional liability policy shall be maintained at the Consultant's sole cost and expense. The retroactive date shall be no later than the commencement of the performance of this Agreement and the discovery period (possibly through tail coverage) shall be no less than 10 years after the completion of the Services provided for in this Agreement. The provisions of this Article VIII shall survive the termination or expiration of this Agreement. ARTICLE IX. EMPLOYMENT OF AGENTS/RETAINING OF CONSULTANTS The Consultant may employ or retain consultants, contractors, or third parties (any of which are referred to herein as "Sub -consultant"), to perform certain duties of Consultant under this Agreement, provided that the City approves the retaining of Sub -consultants. The Consultant is at all times responsible to the City to perform the Services as provided in this Agreement and the Consultant is in no event relieved of any obligation under this Agreement upon retainage of any approved Sub -consultant. Any agent and/or Sub -consultant retained and/or employed by the Consultant shall be required by the Consultant to carry, for the protection and benefit of the City and the Consultant and naming said third parties as additional insureds, insurance as described above required to be carried by the Consultant in this Agreement. The Consultant represents that such services are either under applicable value thresholds or are otherwise exempt from notice and/or bid requirements under Texas Law. Page 5 of 11 ARTICLE X. CONFIDENTIALITY The Consultant shall retain all information received from or concerning the City and the City's business in strictest confidence and shall not reveal such information to third parties without prior written consent of the City, unless otherwise required by law. ARTICLE XI. INDEMNITY THE CONSULTANT SHALL INDEMNIFY AND SAVE HARMLESS THE CITY OF LUBBOCK AND ITS ELECTED OFFICIALS, OFFICERS, AGENTS, AND EMPLOYEES FROM ALL SUITS, ACTIONS, LOSSES, DAMAGES, CLAIMS, OR LIABILITY OF ANY KIND, CHARACTER, TYPE, OR DESCRIPTION, INCLUDING WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, ALL EXPENSES OF LITIGATION, COURT COSTS, AND ATTORNEY'S FEES, FOR INJURY OR DEATH TO ANY PERSON, OR INJURY TO ANY PROPERTY, RECEIVED OR SUSTAINED BY ANY PERSON OR PERSONS OR PROPERTY, TO THE EXTENT ARISING OUT OF, RELATED TO OR OCCASIONED BY, THE NEGLIGENT ACTS OF THE CONSULTANT, ITS AGENTS, EMPLOYEES, AND/OR SUBCONSULTANTS, RELATED TO THE PERFORMANCE, OPERATIONS OR OMISSIONS UNDER THIS AGREEMENT AND/OR THE USE OR OCCUPATION OF CITY OWNED PROPERTY. THE INDEMNITY OBLIGATION PROVIDED HEREIN SHALL SURVIVE THE EXPIRATION OR TERMINATION OF THIS AGREEMENT. ARTICLE XII. COMPLIANCE WITH APPLICABLE LAWS The Consultant shall comply with all applicable federal, state and local laws, statutes, ordinances, rules and regulations relating, in any way, manner or form, to the activities under this Agreement, and any amendments thereto. ARTICLE XIII. NOTICE A. General. Whenever notice from the Consultant to the City or the City to the Consultant is required or permitted by this Agreement and no other method of notice is provided, such notice shall be given by (1) actual delivery of the written notice to the other party by hand (in which case such notice shall be effective upon delivery); (2) facsimile (in which case such notice shall be effective upon delivery); or (3) by depositing the written notice in the United States mail, properly addressed to the other party at the address provided in this article, registered or certified mail, return receipt requested, in which case such notice shall be effective on the third business day after such notice is so deposited. Page 6 of 11 B. Consultant's Address. The Consultant's address and numbers for the purposes of notice are: Sciens LLC. ATTN: Steven Barcey Senior Manager, Sciens LLC 5900 South Lake Forest Drive, Suite 300 McKinney, Texas Telephone: (469) 424-346-6288 Email: sbarcey@sciens.com C. City's Address. The City's address and numbers for the purposes of notice are: James Brown Chief Information Officer City of Lubbock P.O. Box 2000 1314 Avenue K Lubbock, Texas 79457 Telephone: 806-775-2372 D. Change of Address. Either party may change its address or numbers for purposes of notice by giving written notice to the other party as provided herein, referring specifically to this Agreement, and setting forth such new address or numbers. The address or numbers shall become effective on the 15th day after such notice is effective. ARTICLE XIV. CITY -PROVIDED DATA AND RESPONSIBILITIES Provision of Data. The City shall furnish the Consultant non -confidential studies, reports and other available data in the possession of the City pertinent to the Consultant's Services, so long as the City is entitled to rely on such studies, reports and other data for the performance of the Consultant's Services under this Agreement (the "Provided Data"). The Consultant shall be entitled to use and rely, so long as such reliance is reasonable, upon all such Provided Data. ARTICLE XV. MISCELLANEOUS A. Captions. The captions for the articles and sections in this Agreement are inserted in this Agreement strictly for the parties' convenience in identifying the provisions to this Agreement and shall not be given any effect in construing this Agreement. B. Audit. The Consultant shall provide access to its corporate books and records to the City. The City may audit, at its expense and during normal business hours, the Consultant's books and records with respect to this Agreement between the Consultant and the City. All information obtained in an audit will be treated as confidential information and shall not be disclosed. Page 7 of 11 C. Records. The Consultant shall maintain records that are necessary to substantiate the services provided by the Consultant. D. Assignability. The Consultant may not assign this Agreement without the prior written approval of the City. E. Successor and Assigns. This Agreement binds and inures to the benefit of the City and the Consultant, and in the case of the City, its respective successors, legal representatives, and assigns, and in the case of the Consultant, its permitted successors and assigns. F. Construction and Venue. THIS AGREEMENT SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS. THIS AGREEMENT IS PERFORMABLE IN LUBBOCK COUNTY, TEXAS. THE PARTIES HERETO HEREBY IRREVOCABLY CONSENT TO THE SOLE AND EXCLUSIVE JURISDICTION AND VENUE OF THE COURTS OF COMPETENT JURISDICTION OF THE STATE OF TEXAS, COUNTY OF LUBBOCK, FOR THE PURPOSES OF ALL LEGAL PROCEEDINGS ARISING OUT OF OR RELATING TO THIS AGREEMENT OR THE ACTIONS THAT ARE CONTEMPLATED HEREBY. G. Severability. If any provision of this Agreement is ever held to be invalid or ineffective by any court of competent jurisdiction with respect to any person or circumstance, the remainder of this Agreement and the application of such provision to persons and/or circumstances other than those with respect to which it is held invalid or ineffective shall not be affected thereby. H. Amendment. No amendment, modification, or alteration of the terms of this Agreement shall be binding unless such amendment, modification, or alteration is in writing, dated subsequent to this Agreement, and duly authorized and executed by the Consultant and the City. I. Entire Agreement. This Agreement, including Exhibits "A" through "B" attached hereto, contains the entire agreement between the City and the Consultant, and there are no other written or oral promises, conditions, warranties, or representations relating to or affecting the matters contemplated herein. J. No Joint Enterprise. Nothing contained herein shall be construed to imply a joint venture, joint enterprise, partnership or principal — agent relationship between the Consultant and the City. K. Documents Owned by City. Any and all documents, drawings and specifications prepared by Consultant as part of the Services hereunder, shall become the property of the City when the Consultant Page 8 of 11 has been compensated as set forth in Article II, above. The Consultant shall make copies of any and all work products for its files. L. Notice of Waiver. A waiver by either the City or the Consultant of a breach of this Agreement must be in writing and duly authorized to be effective. In the event either party shall execute and deliver such waiver, such waiver shall not affect the waiving parry's rights with respect to any other or subsequent breach. M. Third Party Activities. Nothing in this Agreement shall be construed to provide any rights or benefits whatsoever to any party other than the City and the Consultant. N. Non -Appropriation. All funds for payment by the City under this Agreement are subject to the availability of an annual appropriation for this purpose by the City. In the event of non -appropriation of funds by the City Council of the City of Lubbock for the services provided under the Agreement, the City will terminate the Agreement, without termination charge or other liability, on the last day of the then - current fiscal year or when the appropriation made for the then -current year for the services covered by this Agreement is spent, whichever event occurs first (the "Non -Appropriation Date"). If at any time funds are not appropriated for the continuance of this Agreement, cancellation shall be accepted by the Consultant on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this Agreement beyond the Non -Appropriation Date. P. No Boycott of Israel. Pursuant to Section 2271.002 of the Texas Government Code, a) This section applies only to a contract that: (1) is between a governmental entity and a company with 10 or more full-time employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from public funds of the governmental entity. (b) A governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. Q. Texas Government Code 2274. By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the duration of the contract, have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association or (2) the verification required by Section 2274.002 of the Texas Government Code does not apply to the contract. If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and will not discriminate during the term of the contract against a firearm entity or firearm trade association. Page 9 of 11 R. Contractor represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott energy companies or (2) the verification required by Section 2274.002 of the Texas Government Code does not apply to the contract. If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Goverment Code Chapter 2274, it does not boycott energy companies; and will not boycott energy companies during the term of the Agreement. This verification is not required for an agreement where a governmental entity determines that these requirements are inconsistent with the governmental entity's constitutional or statutory duties related to the issuance, incurrence, or management of debt obligations or the deposit, custody, management, borrowing, or investment of funds. S. Texas Public Information Act. The requirements of Subchapter J, Chapter 552, Government Code, may apply to this contract and the contractor or vendor agrees that the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter. To the extent Subchapter J, Chapter 552, Government Code applies to this agreement, Contractor agrees to: (1) preserve all contracting information related to the contract as provided by the records retention requirements applicable to the governmental body for the duration of the contract; (2) promptly provide to the governmental body any contracting information related to the contract that is in the custody or possession of the entity on request of the governmental body; and (3) on completion of the contract, either: (A) provide at no cost to the governmental body all contracting information related to the contract that is in the custody or possession of the entity; or (B) preserve the contracting information related to the contract as provided by the records retention requirements applicable to the governmental body. T. Professional Responsibility. All architectural or engineering services to be performed shall be done with the professional skill and care ordinarily provided by competent architects or engineers practicing under the same or similar circumstances and professional license. REMAINDER OF PAGE LEFT BLANK INTENTIONALLY Page 10 of 11 EXECUTED as of the Effective Date hereof. ATTEST: C2. ))C Rebe ca Garza, City Secre APPROVED AS TO CONTENT: 1�5- Alvws James Brown, Chief ormation Officer APPROVED AS TO FORM: Ryan Broo , Assistant City Attorney CITY OF LUB CK TRAY 714'15,MAYOR Sciens, LLC. y: & 4 &� Steven Barcey Page 11 of 21 Exhibit A kisciens November 06, 2022 City of Lubbock, Texas James Brown, Chief Information Officer ibrown@mail.ci.lubbock.tx.us 1314 Avenue K Lubbock, TX 79401 Dear James, Thank you for reaching out to us regarding project management assistance for the CentralSquare Public Safety System implementation project. We appreciate the opportunity to present the City with a Scope of Work to provide consultant services for this important project. Background The City of Lubbock is currently in the middle of contract negotiations with their new public safety system selection, CentralSquare Enterprise CAD/RMS. They contracted with Sciens to assist them in the selection process through contract signing. As such, the selected system will most likely begin implementation early next year and will take approximately 18-24 months to go -live. The City has asked Sciens to provide assistance with the project and vendor management portion of this project. Outlined below is the Scope of Work for the next phase of this project, the implementation of the CentralSquare system. Scope of Work The project is managed hand -in -hand with the City, with Sciens' support every step of the way. The phase breakdown of our methodology is shown below. r Phase 1.2 Project Implementation i Project Implementation Assessment & Planning Management Support _141t IF, ✓ Review Vendor Contract & SOW ✓ Implementation Governance Planning ✓ Phase Teams Established ✓ GIS Planning ✓ Change Management Planning ✓ Data Conversion Planning ✓ End User Training Planning ✓ Risk Mitigation Planning ✓ Vendor Project Plan Review ✓ Onsite Project Management Meetings ✓ Ongo,ng Vendor Management Support ✓ Ongoing City Management Adv,sement ✓ Business Process Ana•ys,s Recommendations ✓ Schedule and Budget Progress Track:ng ✓ Risk M:tigat,on and Resolution Guidance Sciens ERP Implementation Methodology 5900 South Lake Forest Drive I Suite 300 1 McKinney, Texas 75070 www.sciens.com bsciens C O N S U L i i r. PHASE 1.1- PROJECT IMPLEMENTATION ASSESSMENT & PLANNING In Phase 1.1, ongoing throughout the project, the Sciens team will assist the City S Project Assessment & with implementation management of the new system, including project planning t Planning and governance, vendor supervision, and expert guidance during each module's business process analysis. Review vendor Sow and GANTT Complex, technical projects are prone to failure; however, that failure is largely Implementation due to inadequate or insufficient project planning and management. While the Governance vendor typically provides a project manager, their mission is to represent the Established Project Teams interests of the vendor, not the City; and, the project typically is larger than the (Business Leads, SMEs) scope being overseen by the vendor. Sciens will work with the City to ensure that activities critical to the project's success are planned and executed well, and that GIs Planning sufficient vendor oversight is provided to ensure the project is successful and I Change Management remains on schedule and budget. Planning Data Conversion The specific tasks performed as part of this project are as follows: I Planning • Implementation Governance: Assist the City with establishment of a project End User Training steering committee that govern the implementation of the new system and Planning ensure that all stakeholders/users have a voice in the new system definition. Risk Mitigation Planning • Establish Proiect Teams: Assist the City with identification of roles to be filled Comprehensive Project on the project teams, by phase, including subject matter experts (SMEs), Implementation Plan business leads and IT leads. Provide characteristics of individuals that make Status Meeting& strong, successful team members. Reporting • GIS Planning: Sciens will work with the City to review the current state of GIS readiness for the ERP system, identify gap areas, define the timeline for closing gaps, and identify resources assigned responsibility for closing the gaps. Change Management Planning: Sciens will work with the City to plan for change management that focuses on clear communications and maintaining a positive perception of the system change for the duration of the project. • Data Conversion Planning: Sciens will work with the City and Vendor to plan for data conversion detailing data sources, resources required, validation and testing methods, schedules. ■ End User Training Planning: Sciens will work with the City and Vendor to plan for training detailing (a) required training by user group, (b) timing, and (c) logistical requirements. • Risk Mitigation Planning: Sciens will work with the City to identify Vendor -dependent (e.g., data conversion) and non -Vendor -dependent (e.g., City resources availability) project risks. Create a project risk register which the Project Management team will use to identify the probability of risks occurring, potential impact on the project (including dependencies), mitigation actions to be taken, and assignment of resources responsible for mitigation. • Comprehensive Proiect Implementation Planning: Sciens will work with the City and the Vendor to conduct upfront project planning and define the Vendor's Project Plan. This will include a review of materials, conference calls and onsite participation in the kickoff and negotiation of the Vendor's plan. The plan and GANTT should include both vendor activity (e.g., system installation, configuration, data conversion, training) and non -vendor activity (e.g., change management, infrastructure setup, risk management planning, disaster recovery planning) required to make the project successful. 5900 South Lake Forest Drive I Suite 300 1 McKinney, Texas 75070 www.sciens.com bTsciens 0 N S U L PHASE 1.2 DROJECT IMPLEMENTATION MANAGEMENT SUPPORT In Phase 1.2, the Sciens team will assist the City with implementation Project Implementation management of the project, including project plan and GANTT execution and c Management Support vendor supervision. Phase 1.2 will be executed through onsite project management meetings occurring three times per year (on average); and, offsite Onsite ProjMeetingsect project management activities, including regular weekly conference calls with Management the City's Project Management Team and separate calls with the Vendor. ongoing vendor Management Support Specifically, this includes: Onsite Proiect Management Meetings: Regular Onsite Reviews, coordinated with both the City and the Vendor, to monitor execution of the Project Plan, do a comprehensive review of tasks (from the GANTT) completed during the preceding period, identify changes in practices required moving forward, and the upcoming tasks and assignments to ensure success. Ongoing Remote Project Management Support: Assist the City in active management of the vendor and its execution of the project over the project implementation by actively participating in weekly Vendor Management Calls for the duration of the project to assist with keeping tasks and resources on schedule; includes review of the overall project, progress against both schedule and budget, and review of Risk Register and Change Management requests. The organization will need to assign a project analyst/coordinator to manage this project internally for the City and act as principal contact for CentralSquare and Sciens. Sciens will work directly with this individual to ensure that activities critical to the project's success are planned and executed well, and that sufficient vendor oversight is provided to ensure the project is successful and remains on schedule and budget. Project Team and Cost Schedule Project Team The Sciens team will be led by Steven Graves with advisory oversight from Steven Barcey and Ernest Pages. Project Timeframe It is expected that the CentralSquare CAD/RMS implementation will take between 18 to 24 months to complete. Subsequently, Sciens will provide ongoing vendor management support for the duration of the project. Costs We will perform the Project Phases as outlined below: Phase Activity Hours Fees Expenses Total CentralSquare CAD/RMS System Implementation Support 1.2A Onsite Project Management Meetings (Billed per Trip) 24 $5,400 $1,500 $6,900 1.213 Ongoing Remote Project Management Support 32 $7,200 $0 $7,200 (8 Hours/Week, Billed Monthly) 5900 South Lake Forest Drive I Suite 300 1 McKinney, Texas 75070 www.sciens.com Tsciens O N S U l T • N G Monthly Billing Estimates Sciens' monthly billing schedule for these services is detailed below for an estimated 24-month project. These are estimates as to when onsite meetings would occur. MONTH• Ongoing Project Implementation Assessment and Planning $0 1 March 2023 • Onsite Project Review Meetings (Week 1) • Onsite Project Review Meetings (Week 2) • Ongoing Remote Project Management Support $6,900 $6,900 $7,200 2 April 2023 • Onsite Project Review Meetings (Week 1) • Onsite Project Review Meetings Week (2) • Ongoing Remote Project Management Support $6,900 $6,900 $7,200 3 May 2023 • Onsite Project Review Meetings (Week 1) • Onsite Project Review Meetings (Week 2) • Ongoing Remote Project Management Support $6,900 $6,900 $7,200 4 June 2023 Ongoing Remote Project Management Support $7,200 5 July 2023 Ongoing Remote Project Management Support $7,200 6 August 2023 Ongoing Remote Project Management Support $7,200 7 September 2023 • Onsite Project Review Meetings 0 Ongoing Remote Project Management Support $6,900 $7,200 FY 2022-23 Total $98,700 8 October 2023 Ongoing Remote Project Management Support $7,200 9 November 2023 Ongoing Remote Project Management Support $7,200 10 December 2023 Ongoing Remote Project Management Support $7,200 11 January 2024 • Onsite Project Review Meetings • Ongoing Remote Project Management Support $6,900 $7,200 12 February 2024 Ongoing Remote Project Management Support $7,200 13 March 2024 Ongoing Remote Project Management Support $7,200 14 April 2024 Ongoing Remote Project Management Support $7,200 15 May 2024 • Onsite Project Review Meetings • Ongoing Remote Project Management Support $6,900 $7,200 16 June 2024 Ongoing Remote Project Management Support $7,200 17 July 2024 Ongoing Remote Project Management Support $7,200 18 August 2024 Ongoing Remote Project Management Support $7,200 19 September 2024 • Onsite Project Review Meetings • Ongoing Remote Project Management Support $6,900 $7,200 FY 2023-24 Total $107,100 20 October 2024 Ongoing Remote Project Management Support $7,200 21 November 2024 Ongoing Remote Project Management Support $7,200 22 December 2024 Ongoing Remote Project Management Support $7,200 23 January 2025 Ongoing Remote Project Management Support $7,200 24 February 2025 . Onsite Project Review Meetings • Ongoing Remote Project Management Support $6,900 $7,200 FY 2024-25 Total 1 $42,900 5900 South Lake Forest Drive I Suite 300 ( McKinney, Texas 75070 www.sciens.com kisciens TIPS PURCHASING COOPERATIVE Sciens Consulting's services can be purchased through the following Purchasing Cooperative: TIPS -USA. Our contract number is 200105 for Technology Solutions Products and Services. More information can be found at: https://www.tips-usa.com/vendorProfile.cfm?RecordlD=70CB96CA6605A6BB13BOFFD8BF237334 On behalf of the Sciens team, we look forward to working with you on this important project. If there is any other information you might require, please do not hesitate to reach out to me at sbarcev@sciens.com or (469) 346-6288. Sincerely, STEVEN BARCEY Senior Manager, Sciens LLC 5900 South Lake Forest Drive, Suite 300 McKinney, Texas 75070 Direct phone: (469) 346-6288 sbarcev@sciens.com 5900 South Lake Forest Drive I Suite 300 1 McKinney, Texas 75070 www.sciens.com CERTIFICATE OF INTERESTED PARTIES FORM 1295 1 of 1 Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos.1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2022-957958 Sciens LLC McKinney, TX United States Date Filed: 11/22/2022 2 Name of govemmental entity or state agency that is a party to the contract for which the form is being filed. City of Lubbock Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 17015 Project Management Services 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling I Intermediary Barcey, Steven McKinney, TX United States X Pages, Ernest McKinney, TX United States X 5 Check only if there is NO Interested Party. 6 UNSWORN DECLARATION My name is Steven Barcey and my date of birth is My address is 5900 South Lake Forest Drive McKinney TX 75070 USA (street) (city) (state) (zip code) (country) declare under penalty of perjury that the foregoing is true and correct. Executed in Collin County, State of Texas on the 7 day of December 2D 22 (month) (year) Signature of authorized agent of contracting business entity (Declarant) r-orms proviaea Dy I exas ttnlcs t;ommisslon www.etnlcs.state.tx.us Version V3.5.1.eb87ef42 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1of1 Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos.1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 2022-957958 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. Sciens LLC McKinney, TX United States Date Filed: 11/22/2022 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Lubbock Date Acknowledged: 12/08/2022 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 17015 Project Management Services 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling Intermediary Barcey, Steven McKinney, TX United States X Pages, Ernest McKinney, TX United States X 5 Check only if there is NO Interested Party. 6 UNSWORN DECLARATION My name is and my date of birth is My address is (street) (city) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in County, State of on the day of , 20 (month) (year) Signature of authorized agent of contracting business entity (Declarant) rurrns prvviaeo by t exas t_tnics commission www.ethics.state.tx.us Version V3.5.1.eb87ef42