R2023-138 2023-06-12DocuSign Envelope ID: BBE0B535-ADAB-44EE-88F4-91B0A63EA115
RESOLUTION NO. R2023-138
A Resolution of the City Council of the City of Pearland, Texas, amending a
professional service contract with Civic Initiatives, for on -demand
procurement support services, in the additional amount of $75,000.00 (total
contract amount of $175,000.00).
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS:
Section 1. That certain contract for on -demand procurement support services, a copy of
which is attached hereto as Exhibit "A" and made a part hereof for all purposes, is hereby amended.
Section 2. That the City Manager or his designee is hereby authorized to execute and
the City Secretary to attest an amended contract for on -demand procurement support services.
PASSED, APPROVED and ADOPTED this the 12th day of June, A.D., 2023.
DocuSigned by:
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J. KEVIN COLE
MAYOR
ATTEST:
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FRANCES AGUILAR, TRMC, MMC
CITY SECRETARY
APPROVED AS TO FORM:
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DARRIN M. COKER
CITY ATTORNEY
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STATEMENT OF WORK (SOW)
Between
Civic Initiatives ("Civic Initiatives"), a company incorporated in Texas with an address at 7000 N
Mopac Expwy, Suite 200, Austin, TX 78731
And
City of Pearland ("Client"), with an address at 3519 Liberty Drive, Pearland, TX 77581
Procurement support SOW Page 1
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1. Scope of Work
Civic Initiatives will provide on -demand procurement support services to client in support of
ongoing procurement -related projects on an as needed basis. Request for support may be
made in one of two means:
1. Informal Requests — Client will email Civic Initiatives identified Project Manager (CI -
PM) to request support for procurement -related tasks that require limited hours to
fulfill the need (e.g., provision of subject matter expertise, support for meetings,
review of documents, etc.). CI -PM will acknowledge and inform Client Project
Manager (Client PM) of the resource(s) that will fulfill the work requested.
2. Formal Requests — Client will provide a Scope of Work (SOW) to Civic Initiatives for
project -based work (e.g., projects with a clear timeline and associated deliverables).
CI -PM will acknowledge and will provide Client PM with a workplan and associated
Not -to -Exceed (NTE) project cost and once agreed Client will initiate the project with
a Notice to Proceed.
If any Formal Requests are made in conjunction with the creation of the initial SOW
they will be included in Exhibit A. If Formal Requests are made after the initial SOW,
the Notice to Proceed will be treated as an addition to Exhibit A.
2. Deliverables
2.1 Deliverables
All deliverables for work performed under this SOW will be detailed and agreed to in the
request processes outlined in Section 1 above.
2.2. Acceptance Criteria and Process
2.2.1. Initial Draft: Civic Initiatives will provide the Client PM with an Initial Draft
Version with instructions for Client to provide feedback.
2.2.2. Client Feedback: Client will have ten (10) business days to provide Civic
Initiatives with feedback.
2.2.3. Final Draft: Upon receipt of feedback from the Client. Civic Initiatives will
incorporate feedback reconciling any feedback as necessary with the
Client. Civic Initiatives will provide a Final Draft for Acceptance within
three (3) business days.
2.2.4. Acceptance: Should Civic Initiatives not receive additional feedback or the
Acceptance Document within five (5) business days, Civic Initiatives will
consider the Deliverables accepted by the Client. In any event, Civic
Initiatives and Client agree to work together on any reasonable concerns
which may arise to ensure the Deliverable meets client expectations.
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3. Pricing
Work performed under this SOW is not to exceed a total value of $50,000. All work
performed under this SOW will be billed at hourly rates provided for in the following
table.
Resource
Project Director
Project Manager
Sub ect Matter Expert III
Sub'ect Matter Expert II
Subject Matter Expert 1
Ac F uisitlon Support Specialist III
Acquisition Support Specialist II
Acquisition Support Specialist I
Anal st II
Analyst I
Contractual Recitations
Dns ite Rate
$244.08
$196.32
$222.85
$196.32
$164.49
$196.32
$164.49
$127,34
$143.26
$116.73
Oft -site Rate
$228.16
$180.41
$206.94
$180.41
$148.57
$180.41
$148.57
$111.43
$127,34
$100,81
This SOW is effective on the Execution Date (date executed by Client on Signature
Page below). Changes to this SOW will be valid only through an Amendment as
permitted and signed by both Parties.
Signatures
BY CLIENT BY CIVIC INITIATIVES
Client authorizes Contractor to provide services to
Client and agrees to pay Civic initiatives for
Deliverables as described in this SOW:
Civic Initiatives agrees to provide services and
Deliverables as described in this SOW:
Civic Initiatives Signatory (Signature)
Dustin Lanier, Principal Consultant
Client Authorized Signatory ted) Civic Initiatives Authorized Signatory (Printed)
8/29/2022
Dated (SOW Execution Date) Dated
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Exhibit A
Project 1: VPMO Initiation
Civic Initiatives will perform the following tasks to complete a rapid identification and
documentation of relevant current practices related to procurement activities toward the goal of
establishing a virtual procurement management office (VPMO) with clearly documented work
expectations, roles, responsibilities, and procurement actions to be taken.
• Identify and document core processes relevant to procurement activities
• Identify and document roles and responsibilities for identified tasks
• Identify and document critical service level expectations for identified tasks
• Identify and document standard operating procedures for the VPMO staff, and for hand-
off points in the process (e.g., Client to VPMO, VPMO to Client, etc.)
• Identify and document process for handling changes to VPMO assignments (e.g.,
priority, schedule, addition/deletion of project, etc.)
• Initiate VPMO work to execute procurement portfolio
Deliverables
1. VPMO Client Standard Operating Procedures
Cost
$8,537.40 (60 hours)
Project 2: VPMO Procurement Portfolio Identification & Execution
Civic Initiatives will perform tasks necessary to support the Client in execution of assigned
procurement projects. Procurement projects may take one of three (3) different types under this
SOW'.
1. Turnkey Project — Civic Initiatives will be assigned work to complete a solicitation
document for a procurement need with no established specification or scope of work.
Civic Initiatives will be the project manager for the procurement project, unless otherwise
directed to work in coordination with a Client identified project manager, and will manage
all phases of work, as required for the project, from scope development through
solicitation development.
2. Fully Scoped Project — Civic Initiatives will be assigned work to complete a solicitation
document for a procurement need with a fully developed specification or scope of work.
Civic Initiatives will utilize provided templates to transition the work to date into a final
market ready solicitation document.
3. Review Only — Civic Initiatives will be assigned work to review a completed draft
solicitation document and provide feedback or identify areas to address to ensure
compliance with policy., process or funding requirements.
When a procurement project is identified by the Client, they will provide an email or utilize the
intake form provided with the following, at minimum:
• Project scope
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• Project type (see above)
• Estimated completion date
• Supporting materials
Upon receipt., Civic Initiatives staff will review the email and provided materials. If Civic
Initiatives requires more information or clarity on the project, they will seek to set a client
meeting with appropriate stakeholders to discuss. Within two (2) business days Civic Initiatives
will establish an estimated level of effort and provide that estimate in response to the client
email. Civic Initiatives will also provide an estimated start date and completion date based on
current portfolio workload if it varies from the expected timeline, Unless there is a concern
communicated by the Client regarding the estimate, Civic Initiatives will include the project in
their Client Portfolio Tracker, prioritize the work as noted by the Client and begin work as
required.
The following provides as overview of tasks Civic Initiatives will execute for any given assigned
procurement project, based on estimated scope.
Task 1: Project Setup/Kickoff
Civic Initiatives will facilitate a project kickoff meeting with project executives and Client
identified project stakeholders to execute critical planning and contract initiation functions
necessary to ensure project success. The meetings will focus on identifying the project
manager, stakeholders, validating the project scope and timeline, and reviewing key
deliverables. Civic Initiatives will also coordinate with the Client Project Manager to collect
reports, documents and data relevant to the project to begin to familiarize ourselves with key
aspects of the project.
Task 2: Current State Discovery
The Current State Discovery phase contains tasks necessary to review key aspects of the
procurement category, including any contracts currently in place to establish a baseline prior to
developing recommendations for optimization and a procurement strategy. Focus will be on the
review and assessment of all relevant data, documentation and reports, and performance of
interviews with identified stakeholders. Key tasks include:
• Identify, collect, and review additional key documents related to the contract category
• Facilitate interviews with identified stakeholders to discuss the current contract and
approach
Facilitate interviews with identified stakeholders to discuss pros and cons of the current
contract and approach
• Facilitate interviews with identified stakeholders to discuss State and Federal policies,
processes or programs impacting the contracts
• Facilitate interviews with identified stakeholders to discuss additional considerations for
current contracts
Task 3: Solution Definition & Stakeholder Engagement Workshops
Civic Initiatives will perform the following tasks to facilitate the identification of Client goals,
objectives, business requirements, and service delivery strategies toward the establishment of
clear definition of need for the project. Key tasks include:
•
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• Host a workshop with Client identified executives, management, and staff to capture and
document solicitation goals, objectives and outcomes
Host stakeholder workshops with CLIENT identified executives, management, and staff
to gather information regarding Business Requirements
• Compile information gathered from stakeholders to direct future requirements
development activities
•
Task 4: Market Research & Procurement Strategy Development
Civic Initiatives will complete tasks necessary to leverage the Current State Benchmark Briefing
and the Solution Definition to assess gaps, identify opportunities for improvement, and assess
peer and industry best practices toward the development of a procurement strategy,
incorporating opportunities for contract optimization. Tasks include, but are not limited to:
• Compare the current state findings to identified solution definition in order to identify
gaps
• Perform market research for the relevant procurement category
• Compare and contrast the contracting approach of the Client to peers
• Compare and contrast the contracts and contracting approach of the Client to applicable
leading practices
• Develop recommendations for solicitation and contract optimization/risk mitigation
strategies that seek to address identified gaps
Task 5: Requirements Development
Civic Initiatives will utilize market research performed and work performed to date to develop an
initial requirements document (e.g., Specification or Scope of Work) for feedback from Client.
Feedback received from the Client will be reviewed and incorporated, and Civic Initiatives will
work with the Client to rectify any issues or concerns, prior to providing back a final version for
use in the solicitation.
Task 6: Solicitation Development
Civic Initiatives will develop a draft Solicitation Document aligned to the Procurement Strategy
and Requirements utilizing a Client -provided standard solicitation template to compile required
solicitation elements. Civic Initiatives will prepare and present the details of the draft solicitation
document in a meeting with the Client to provide an overview of the solicitation and solicit
feedback. Feedback from the Client will be incorporated into a final draft deliverable. Civic
Initiatives will then support Client to execute required governance and review processes and
support iteration of the document content. as required. In addition, Civic Initiatives will develop
and/or compile any required supporting forms, templates or attachments for inclusion in the
solicitation,
NOTE: It is expected that final details required to finalize a Solicitation Document and
advertise it to the market will be completed by the Client.
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Task 7: Solicitation Execution Support
Civic Initiatives will provide subject matter expertise and support to Client in the execution phase
of the acquisition event including.
• Support for responding to supplier inquiries regarding the acquisition event
• Support to draft revised solicitation content based on supplier inquiries and/or responses
(as required)
• Support to draft solicitation addenda (as required)
• Support to draft an evaluation model and supporting evaluation tools
Task 8: Solicitation Evaluation Support
Civic Initiatives will provide subject matter expertise and support in the review and evaluation of
proposals and system demonstrations to provide the evaluation team with assessment of
functlonafities, capabilities, strengths/weaknesses, Implementation methodologies, support
methodologies, and other relevant items in context of requirements and project objectives.
It should be noted, that as an SME Civic Initiatives cannot be an active scoring evaluator
of the solicitation responses.
Task 9: Contract Development & Execution Support
Civic Initiatives will provide subject matter expertise and support in the development of a
contract with the awarded contractor(s). Civic Initiatives will review the proposed contract and
provide recommended improvements in key areas to help the Client obtain the outcome it seeks
under the most favorable terms.
Task 10: Contract Initiation Support
Civic Initiatives will work with the Client and the awarded contractor(s) to perform the following
tasks to execute critical planning and contract initiation functions necessary to establish a strong
foundation to actively manage the contract and ensure that the contractor(s) perform in
accordance with the contractual provisions.
• Identify and document a contractor team definition, roles and responsibilities structure
• Identify and document a project governance structure
• Identify and document key contract management structures and process
• Identify and document a contract management communications and reporting plan
• Identify and document a contract risk management plan
• Identify and document a change management plan
• Facilitate the development and documentation of a contract implementation plan
• Identify and document key deliverables, dates, reports, etc. from the contract
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1. Deliverables
1.1. Deliverables Expectation Document (DED):
For Deliverables identified in Section 1, Civic Initiatives will provide a DED to the
Client Project Manager ("Client PM") and Executive Team. The DED will include an
outline of the form, format, structure and basic content of each deliverable. After the
Client reviews the DED, Civic Initiatives will work collaboratively with the Client to
ensure the deliverables fulfill the client's objectives. This process allows the Client to
approve the DED with a clear understanding of each deliverable and acceptance
criteria, dramatically reducing review and rework timelines.
1.2. Acceptance Criteria and Process
1.2.1. Initial Draft: Civic Initiatives will provide the Client PM and Executive
Team with an Initial Draft Version and a Consolidated Feedback
Template with instructions that provides for Client to provide consolidated
feedback.
1.2.2. Client Feedback: Client will have ten (10) business days to provide Civic
Initiatives with feedback on the Consolidated Feedback Template.
1.2.3. Final Draft: Upon receipt of the Consolidated Feedback Template from
the Client. Civic Initiatives will incorporate feedback reconciling any
feedback as necessary with the Executive Team and provide a Final Draft
for Acceptance within three (3) business days.
1.2.4. Acceptance: Should Civic Initiatives not receive additional feedback or the
Acceptance Document within five (5) business days, Civic Initiatives will
consider the Deliverables accepted by the Client. In any event, Civic
Initiatives and Client agree to work together on any reasonable concerns
which may arise to ensure the Deliverable meets client expectations.
2. Reports & Meetings
2.1. Reports
Civic Initiatives will provide the Client Project Team with access to the Client
Project Smartsheet Project Workspace providing them with project status and
updates. A report will also be provided to the Client Project Manager on a
monthly basis following the project status meeting.
2.2. Meetings
Civic Initiatives will facilitate a lot -weekly project status update meeting with the
Client PM. The Client PM can choose to include additional project stakeholders
as deemed relevant to the meeting.
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