HomeMy WebLinkAboutE-8 Staff Report - Govsense 3rd amendmentCONSENT ITEM
E-8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY &
LIBRARY SERVICES
DATE: JULY 18, 2022
SUBJECT: REQUEST TO APPROVE THIRD AMENDMENT TO GOVSENSE PROFESSIONAL
SERVICES AGREEMENT FOR LAND MANAGEMENT SYSTEM
BACKGROUND:
In May of 2020, City Council approved the purchase of the Land Management system from Govsense. In
April of 2021 a First Amendment to the Agreement extending the contract to April of 2022 was signed and
in April of 2022 a Second Amendment to extend the contract through December of 2022 was signed. Due
to staffing shortages causing setbacks, scope changes, and COVID delays in order to complete the project
additional hours are needed to support all of the Community Resources Department’s requirements.
RECOMMENDATIONS:
Staff recommends the City Council take the following actions:
1) Approve the Third Amendment to the Professional Service Agreement with Govsense, not to
exceed amount of $84,000; and
2) Authorize the Mayor to execute the agreement, in a form acceptable to the City Attorney.
ANALYSIS:
The Land Management System upgrade is a part of an effort to streamline the Department’s services to the
public. The system will enhance the overall approval process of projects. Staff anticipates an increase of
housing applications as a result of the California housing crisis. The Land Management System will provide
for greater efficiency when processing both housing and development projects.
APPROVED
CITY COUNCIL
7/18/2022
Third Amendment to Govsense
July 18, 2022
Page 2
Due to unanticipated staffing changes and shortages, scope changes, and additional requirements for the
system, in order to complete the project, the additional hours are needed. The revised estimate is an
additional 450 hours. Travel for on-site support for go live will be billed as incurred and an estimate is
included in the increase.
FISCAL IMPACT:
The fiscal impact for FY 22-23 associated with the recommended actions is an increase of $84,000 to the
General Fund balance. Staff is requesting a budget increase of $84,000 in account number 4849930000-
6499. Upon Council approval, staff will prepare a FY 22-23 budget amendment and increase the budget by
$84,000 under 4849930000-6499.
Prepared by: Reviewed and Approved:
Ann Graf Sergio Gonzalez
Director of Information Technology & City Manager
Library Services
Attachment:
1) Third Amendment to Govsense
45635.01000\31368292.1 -1 -
CITY OF AZUSA
THIRD AMENDMENT TO
AGREEMENT FOR PROFESSIONAL SERVICES
1.PARTIES AND DATE.
This Third Amendment to the Agreement for Professional Services (“Third Amendment”)
is entered into on the ___ day of July 2022, by and between the City of Azusa (hereinafter referred
to as the “City”) and Govsense (hereinafter referred to as the “Consultant”). City and Consultant
are sometimes collectively referred to herein as the “Parties.”
2.RECITALS.
2.1 Agreement. The Parties entered into an Agreement for Professional Services dated
May 26, 2020 (“Agreement”).
2.2 First Amendment. The Parties entered into a First Amendment to the Agreement
in order to extend the agreement through April 1, 2022 in order to complete Land Management
System Project.
2.3 Second Amendment. The Parties entered into a Second Amendment to the
Agreement in order to extend the agreement through December 31, 2022 in order to complete Land
Management System Project.
2.4 The Parties now desire to amend the Agreement in order to append the agreement
in order to complete Land Management System Project.
3.TERMS.
3.1 Scope of Services. The Agreement is hereby amended to include the scope of
services set forth in Exhibit “A,” attached hereto and incorporated herein by reference.
3.2 Compensation. The total compensation for the Services provided pursuant to this
Third Amendment shall not exceed Eighty Four Thousand Dollars ($84,000) without written
approval of the City Manager. Consultant shall receive compensation, including authorized
reimbursements, for all Services rendered under this Third Amendment at the rates set forth in
Exhibit “A” attached to the Agreement and incorporated herein by reference.
Attachment 1
45635.01000\31368292.1 - 2 -
IN WITNESS WHEREOF, the parties have executed this Third Amendment to
Agreement on this ___ day of July 2022.
CITY OF AZUSA Contractor Name
By:
Robert Gonzales Mayor
By:
Paul Cammisa CEO
ATTEST:
By:
Jeffrey Lawrence Cornejo, Jr. City Clerk
APPROVED AS TO FORM:
By:
Best Best & Krieger LLP City Attorney
EXHIBIT “A”
TO THIRD AMENDMENT TO
AGREEMENT FOR SERVICES
SCOPE OF SERVICES and COMPENSATION
Page 1 of 2
Amendment to Scope of Services
Project Name: City of Azusa GovSense Implementation
Project Stage: User Acceptance Testing Change Order Date: July 6, 2021
Summary
Description Cost
The purpose of this Change Order is to amend the total number of hours required to
complete the project.
Since kick-off, the project has managed a number of scope changes, delays, etc. – discussed
with the client project team as they have occurred. Cumulatively, the impact is reflected
here.
Per discussion with the project team, this estimate is to complete go live scope detailed in
the SOW. This includes but is not limited to the customer portal and all in scope modules.
The revised estimate to complete is +450 hours. In the spirit of partnership, GovSense will
credit Azusa 75 hours. For a total impact of +375 hours ($200/hr x 375 hours = $75,000). This
includes hours through Go Live including an onsite for three days.
Travel will be billed as incurred, at face value (no mark-up) per the original SOW. An
estimate of travel fees has been provided to Asuza. Travel fees for the completion of the
project are not to exceed $9,000.00. Actual costs may be less, dependent on the
implementation strategy and timeline agreed upon by both parties.
Project will continue to bill T&M as hours are worked. All other aspects of the original SOW
remain unchanged.
$75,000
delivery
costs
$9,000
not to
exceed
travel
costs
$84,000.00
Page 2 of 2
Signatures
By signing this document, you agree that the change order above will be implemented as described.
City of Azusa
Name Title Signature Date
GovSense
Paul Cammisa Managing Partner
Name Title Signature Date