HomeMy WebLinkAboutE-10 Staff Report - Govsense 4th amendmentCONSENT ITEM
E-10
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY &
LIBRARY SERVICES
DATE: JANUARY 17, 2023
SUBJECT: REQUEST TO APPROVE FOURTH 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.
Subsequently, Council has approved two additional amendments. Due to staffing shortages, changes and
scope revision, in order to complete the project additional hours and time are needed to support all of the
Community Development Department’s requirements.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1) Approve the Fourth Amendment to the Professional Service Agreement with Govsense, not to
exceed amount of $90,000; 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.
Due to unanticipated staffing changes and shortages, scope changes, and additional requirements for
APPROVED
CITY COUNCIL
1/17/2023
Fourth Amendment Govsense
January 17, 2023
Page 2
the system, in order to complete the project, the additional hours are needed. The revised estimate is an
additional 450 hours.
FISCAL IMPACT:
There is no fiscal impact associated with the recommended action. Funds for this project were allocated
in the Operating Budget for Fiscal Year 2022/2023 for Govsense Optimization under account
4849930000-7142.
Prepared by: Reviewed and Approved:
Ann Graf Sergio Gonzalez
Director of Information Technology & City Manager
Library Services
Attachment:
1) Fourth Amendment to Govsense
45635.01000\31368292.1 -1 -
CITY OF AZUSA
FOURTH AMENDMENT TO
AGREEMENT FOR PROFESSIONAL SERVICES
1.PARTIES AND DATE.
This Fourth Amendment to the Agreement for Professional Services (“Fourth
Amendment”) is entered into on the ___ day of January 2023, 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 Third Amendment. The Parties entered into a Third Amendment to the Agreement
in order to amend the total compensation by $84,000 in order to complete Land Management
System Project.
2.5 The Parties now desire to amend the Agreement in order to extend through July 1,
2023; supplement the scope of services to be provided by Consultant; to increase the total
compensation under the Agreement, by $90,000 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
Fourth Amendment shall not exceed Ninety Thousand Dollars ($90,000) without written approval
of the City Manager. Consultant shall receive compensation, including authorized
reimbursements, for all Services rendered under this Fourth 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 Fourth Amendment to
Agreement on this ___ day of January, 2023.
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 FOURTH AMENDMENT TO
AGREEMENT FOR SERVICES
SCOPE OF SERVICES and COMPENSATION
Page 1 of 2
Change Order
Project Name: City of Azusa GovSense Implementation
Project Stage: Configuration Change Order Date: 01 December 2022
Change Order Summary
Change 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.
The revised estimate to complete is 450 hours ($200/hr x 450 hours = $90,000)
Project will continue to bill T&M as hours are worked. All other aspects of the original SOW
(add document name) remain unchanged.
Tasks Hours Dollar Amount
Planning 150 $30,000
Building 150 $30,000
Data Conversion 50 $10,000
Project Management 50 $10,000
GIS Integration 50 $10,000
Total 450 $90,000
$90,000
$90,000
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