HomeMy WebLinkAboutAgenda_GGAF_10.25.2017Notice of Meeting for the
General Gov ernment and Finance Adv isory Board
of the City of Georgetown
October 25, 2017 at 4:30 PM
at Georgetown Communications and Technology Conference Room, located at 510 West
9th Street, Georgetown, Tx
The City o f G eo rgeto wn is committed to comp lianc e with the Americans with Dis abilities Ac t (ADA). If yo u
req uire as s is tanc e in participating at a p ublic meeting d ue to a disability, as d efined und er the ADA, reas onab le
as s is tance, ad ap tatio ns , or acc o mmo d ations will b e provid ed up o n req uest. P leas e c o ntact the City Sec retary's
Office, at leas t three (3) days prior to the sc hed uled meeting d ate, at (512) 930-3652 o r City Hall at 113 Eas t 8th
Street fo r add itional info rmation; TTY us ers ro ute through Relay Texas at 711.
Legislativ e Regular Agenda
A Review the minutes from the S ep tember 27, 2017 General Go vernment and Financ e Advis o ry Bo ard
meeting - S ab rina Poldrac k, Board Liaiso n
B Co nsideration and possible actio n fo r the approval to purchas e vehic les and eq uipment in the amount o f
$1,600,188. - S tan Ho hman, Fleet Servic es Manager
C Co nsideration and possible actio n to approve the annual contrac t fo r fac ility acc es s c o ntro l and sec urity
technic ian to be p ro vided b y Convergint Tec hno lo gies o f Aus tin, TX who is the City’s current sec urity,
vid eo surveillanc e, and acc es s c o ntro l pro vider in the amount of $83,000. - Tris h Long, F acilities
Superintendent & Eric Nuner, Assistant Parks & Recreatio n Direc tor
D Co nsideration and possible actio n to reco mmend an engagement letter and p ro fes s io nal s ervic es
agreement with Plante Mo ran, PLLC fo r c ons ulting services fo r a citywide ris k as s es s ment. - Elaine
Wilson, Controller & Leigh Wallace, Finance Director
CERTIFICATE OF POSTING
I, Shelley No wling, C ity S ecretary fo r the C ity of Geo rgeto wn, Texas , d o hereby c ertify that this Notice of
Meeting was p o s ted at City Hall, 113 E. 8th Street, a p lace read ily acc es s ible to the general p ublic at all times ,
on the ______ d ay o f __________________, 2017, at __________, and remained so p o s ted fo r at leas t 72
c o ntinuo us ho urs p receding the sc heduled time o f s aid meeting.
____________________________________
S helley No wling, City Sec retary
Page 1 of 28
City of Georgetown, Texas
Government and Finance Advisory Board
October 25, 2017
SUBJECT:
Review the minutes fro m the Septemb er 27, 2017 General Government and F inance Ad visory Board
meeting - Sabrina P o ld rack, Bo ard Liais o n
ITEM SUMMARY:
Review the minutes fro m the Septemb er 27, 2017 General Government and F inance Ad visory Board
meeting - Sabrina P o ld rack, Bo ard Liais o n
FINANCIAL IMPACT:
None
SUBMITTED BY:
Sabrina Po ldrac k
ATTACHMENTS:
Description Type
09.27.2017 Draft Minutes Backup Material
Page 2 of 28
Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, September 27, 2017 at 4:30 PM
The General Government and Finance Advisory Board met on Wednesday, September 27, 2017 at 4:30 PM at the
Georgetown Communications and Technology building (GCAT), located at 510 West 9th Street, Georgetown,
Texas.
The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you
require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable
assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary’s
Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th
Street for additional information; TTY users route through Relay Texas at 711.
Board Members Present: City Staff Present:
Tommy Gonzalez, Chair David Morgan, City Manager
Chere’ Heintzman, Secretary
John Hesser, District 3
Laurie Brewer, Assistant City Manager
Wayne Reed, Assistant City Manager
Stu McLennan Trish Long, Facilities Superintendent
James Bralski
Board Members Absent:
None
Jamie Beran, Parks Superintendent
John Sullivan, Fire Chief
Stan Hohman, Fleet Manager
Rosemary Ledesma, Purchasing Manager
Deborah Knutson, Senior Buyer
Leigh Wallace, Finance Director
Danella Elliott, Executive Assistant
Sabrina Poldrack, Finance Admin
Others Present :
Julie Herlands, TischlerBise
Legislative Regular Agenda
Tommy Gonzalez, Chair, called the meeting to order at 4:30 p.m.
A Review minutes from the July 26, 2017 General Government and Finance Advisory Board Meeting. –
Sabrina Poldrack, Board Liaison.
Board did not have any comments regarding the minutes from July 26, 2017.
Motion to approve the minutes by Stu McLennan, second by James Bralski. Approved 5-0
B Consideration and possible action to approve a contract for irrigation system services for City owned
facilities with American Irrigation of Georgetown, Texas for a period of one year with an estimated
amount of $60,000.00 with the option to renew for four additional one year periods. The estimated total
five year contract amount is not to exceed $300,000.00 – Trish Long, Facilities Superintendent & Eric
Nuner, Assistant Director Parks and Recreation
Page 3 of 28
Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, September 27, 2017 at 4:30 PM
Trish Long presented on Item B. She stated that the current contract with American Irrigation was expiring on
September 30, 2017, and the City put a new solicitation out for bids on this service. After receiving all the
responses, it was determined that American Irrigation was the lowest bidder and since the City has used this
company for the past four years, there is trust and satisfaction already established.
The money for this service comes out of the Facilities ISF Budget. Tommy Gonzalez asked if the contract was
the same price as the previous year, Trish stated there was increase in the range of $1,000 - $2,000 in total,
which is a fair increase.
John Hesser asked how the billing works with the company. The Board also asked if the $60,000 was paid
upfront to the Vendor. Trish informed them that the money is not paid upfront, the Vendor bills as services are
rendered with an itemized invoice and Trish approves each invoice.
Motion to approve this item by Stu McLennan, second by James Bralski. Approved 5-0
C Update on fiscal impact model project. This project seeks to enhance the City’s ability to calculate the
financial impact of development projects and land use policies as well as enhance long range financial
planning. – Laurie Brewer, Assistant City Manager & Wayne Reed, Assistant City Manager
Laurie Brewer gave the Board background information on the City in regards to the current population, expected
population growth, the overall rapid growth within development the City is experiencing, and will continue to
experience in years to come, and how the City’s leadership must manage all of this. Laurie stated the fiscal
model will be very useful in decision making on long-range financial planning, zoning, and land use decisions.
She informed the Board that the purpose of this item was not to get approval from the Board, but to update them
on the status of the model and to receive any feedback they may have.
Julie Herlands, with TischlerBise, presented on this item through a PowerPoint presentation. The model has
two main functions, one is considered the “City Model” function, which can help with long-term growth
projections for residential and non-residential areas, including the ETJ.
The second main function of the model is considered the “Project Model” function, which can help forecast
needs in project specific developments in and around the City, including the ETJ.
Each model has the capability to have extreme detail so that the City’s leadership is able to make the best
decisions for the City for years to come.
Some of the feedback from the Board included:
1. Concerns on the quality control of the model itself, which City employees will have access to change the
information within the model?
2. Where will the “Master Model” be housed and who will have access to it?
3. Can inflation be added so the City’s leadership does not under estimate future costs? The board would
rather over estimate by a reasonable amount, rather than underestimate future projects.
4. Board wants the fiscal model to be used and updated on a regular basis so the most up-to-date information
is readily available.
Page 4 of 28
Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, September 27, 2017 at 4:30 PM
5. Suggestions were made that there be several signatures, from City’s leadership, on paperwork generated by
fiscal model before being presented to Council. Future decisions about the City will be made, and
information generated by the fiscal model will be heavily relied upon to make these decisions. The Board
would like to be certain that the information has been reviewed very closely beforehand.
6. What does the $120,000.00 include and will there be a yearly cost for this model?
Julie Herlands, David Morgan, Laurie Brewer, and Wayne Reed assured the Board that a policy will be put into
place that controls the model’s usage, including where the “Master Copy” is securely stored and who has the
access to it. It was stated that only certain employees within the City will be trained on how to use the model
and that it will be updated on a continual basis, with the most up-to-date information.
The cost of the fiscal model is $108,000.00. The City owns it outright once it is purchased. The additional
$12,000 (for the total of the $120,000.00 available) will be monies used for additional maintenance on the
model, if needed. TischlerBise is available after the sale of the model for updates, creating areas for additional
information, and any other areas of concern where their services may be provided to the City.
Overall, the consensus of the Board and the City staff was that this fiscal model will be extremely helpful and
an important tool in the growth and development in the City for the years to come.
No action need from the Board.
D Consideration and possible action to approve the purchase of emergency medical supplies from Life-
Assist established through a competitive ITB process at a cost not to exceed $175,000, for the remainder
of fiscal year 2017 – 2018. – John Sullivan, Fire Chief
Stu McLennan asked Chief Sullivan if there were any issues from the “No Bid” items that were listed on the
backup paperwork for this item. (Items # 362 through 392 on Recommendation Memo) Chief Sullivan stated
there were no issues, the Fire Department is well equipped with all needed medical supplies.
No further discussion. Motion to approve this item by James Bralski, second by Chere’ Heintzman. Approved
5-0
E Consideration and possible action to approve the purchase of emergency medical supplies from Henry
Schein, Inc. established through a competitive ITB process at a cost not to exceed $75,000, for the
remainder of fiscal year 2017 – 2018. – John Sullivan, Fire Chief
No discussion. Motion to approve this item by James Bralski, second by Chere’ Heintzman. Approved 5-0
F Consideration and possible action to approve the purchase of an Aerial Ladder Truck from Siddons-
Martian Emergency Group through the Buy-Board Contract #491-15 for a cost not to exceed
$1,400,000.00 – John Sullivan, Fire Chief
Chief Sullivan explained to the Board that this is a replacement of an existing truck through the vehicle service
plan. The new truck has a longer ladder and additional enhancements that allow better maneuverability. This
will be an FY2018 purchase, and by prepaying the City saved $50,000.00 on this truck.
Page 5 of 28
Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, September 27, 2017 at 4:30 PM
Motion to approve this item by Chere’ Heintzman, second by James Bralski. Approved 5-0
G Consideration and possible action to approve the renewal for Emergency Medical Transport Billing and
Collections Services Agreement with Emergicon, LLC. – John Sullivan, Fire Chief
Only discussion on this item was in regards to the billing terms and contract terms. Vendor charges only on
collected services. This is the first year of renewing the contract with the Vendor, there in an option of three
more one-year renewals.
Motion to approve this item by Stu McLennan, second by Chere’ Heintzman. Approved 5-0
H Consideration and possible action to approve the purchase of a 2016 Dodge 5500-Diesel transitional
response vehicles (TRV’s) Demo Unit from Dallas Dodge Chrysler Jeep through the Buy-Board Contract
#492-15 purchase price not to exceed $220,000.00. – John Sullivan, Fire Chief
Chief Sullivan informed the Board that the current model the Fire Department has, has high mileage and
requires continuous maintenance to keep it running. The current model will go into a “ready reserve” status and
will be used as backup when the new model is received. The newer model will be received by late November
2017, not 2018 as stated in the original backup documentation.
Motion to approve this item by James Bralski, second by Stu McLennan. Approved 5-0
Motion to adjourn the meeting at 5:55 p.m. by Stu McLennan; second by John Hesser. Approved 5-0.
__________________________________ ____________
Tommy Gonzalez Date
Board Chair
__________________________________ ____________
Chere’ Heintzman Date
Board Secretary
__________________________________ ____________
Sabrina Poldrack Date
Board Liaison
Page 6 of 28
City of Georgetown, Texas
Government and Finance Advisory Board
October 25, 2017
SUBJECT:
Cons id eration and p o s s ib le ac tion for the ap p ro val to p urc hase vehicles and equip ment in the amo unt o f
$1,600,188. - Stan Hohman, F leet Services Manager
ITEM SUMMARY:
These vehicles will be p urc hased thro ugh a p ublic bid and cooperative p urc has ing agreements . They have
b een inc luded in the 2017/18 Annual Budget as b eing either rep lacement o f exis ting vehic les within the Fleet
o r as new add itions .
The vehicles and equip ment to be p urc hased in this item inc lude:
17 P ickups, fo ur o f whic h have gas eo us engine prep p ackages fo r the ab ility to c onvert to propane.
1 Minivan
2 Small Hyb rid SUV’s
1 Hyb rid sedan
3 Utility bed truc ks
1 Dump bed truc k
3 Und ercover Polic e Utility Vehicles
10 Marked Polic e Utility Vehicle
2 Off Ro ad vehic les
1 Trac tor with front lo ad er
2 LED traffic arro w b o ard s
1 Rear mo unted truc k w/crane
Out of the 44 units reques ting p urc hase ap proval, 29 of thes e are rep lacements and 15 are new ad d itions .
FINANCIAL IMPACT:
These vehicles were approved and bud geted fo r in the 2017/18 Fleet Bud get.
Fund Imp acts :
F leet Replac ement ISF $662,890.49
P ublic Safety $477,787.83
Airp o rt $33,463.60
Electric $27,470.47
General Fund $310,901.12
Jo int Servic es $28,798.47
Water $58,875.07
Page 7 of 28
SUBMITTED BY:
Stan Hohman, Fleet S ervic es Manager - SP
ATTACHMENTS:
Description Type
Vehicles and Equipment 2018 Summary Backup Material
2018 Vehicle Bid Tab Form Final Backup Material
Page 8 of 28
10/16/2017 2018 Vehicle/Equipment Purchase
Vendor Description Unit Replacing Department Purchasing Contract Budgeted Price Fund Account line Disposition
Silsbee 110-05 Water Public Bid $27,500.00 $25,561.90 Fleet ISF 520-5-0351-52-700 Auction
$2,000
Silsbee 112-19 Water Public Bid $27,500.00 $25,561.90 Fleet ISF 520-5-0351-52-700 Auction
$2,500
Silsbee 112-21 Water Public Bid $27,500.00 $25,561.90 Fleet ISF 520-5-0351-52-700 Auction
$2,500
Silsbee 115-48 Technical Services Public Bid $27,500.00 $22,520.47 Fleet ISF 520-5-0351-52-700 Auction
$2,500
Silsbee 736-20 Parks Public Bid $25,000.00 $22,520.47 Fleet ISF 520-5-0351-52-700 Auction
$2,500
Silsbee 737-04 Recreation Public Bid $25,000.00 $22,520.47 Fleet ISF 520-5-0351-52-700 Auction
$2,000
Silsbee Additional Recreation Public Bid $26,000.00 $22,520.47 General 520-5-0351-52-713 New Addition
Silsbee Additional Technical Services Public Bid $25,000.00 $22,520.47 Electric 520-5-0351-52-712 New Addition
Silsbee Additional Water Public Bid $25,000.00 $22,520.47 Water 520-5-0351-52-717 New Addition
Rockdale Country Ford 602-05 CIP Public Bid $26,000.00 $24,934.00 Fleet ISF 520-5-0351-52-700 Auction
$1,500
Silsbee 435-02 Facilities Public Bid $40,000.00 $25,415.47 Fleet ISF 520-5-0351-52-700 Auction
$2,000
Silsbee 551-12 Code enforcement Public Bid $27,000.00 $20,577.17 Fleet ISF 520-5-0351-52-700 Auction
$1,500
Silsbee 736-06 Parks Public Bid $26,000.00 $23,693.47 Fleet ISF 520-5-0351-52-700 Fleet Pool
Silsbee Additional Engineering Public Bid $28,000.00 $28,798.47 Joint Services 520-5-0351-52-714 New Addition
Cowboy Dodge 925-03 IT BuyBoard Contract #521-16 $26,000.00 $22,523.00 Fleet ISF 520-5-0351-52-700 Fleet Pool
Silsbee 138-05 Meter Readers BuyBoard Contract #521-16 $29,000.00 $28,666.00 Fleet ISF 520-5-0351-52-700 Auction
$2,500
Silsbee 138-11 Meter Readers BuyBoard Contract #521-16 $29,000.00 $28,666.00 Fleet ISF 520-5-0351-52-700 Auction
$2,500
Rockdale Country Ford Sedan Hybrid (Ford Fusion)Additional Parks (Garey Park)Buyboard contract # 521-16 $23,000.00 $23,781.00 General 520-5-0351-52-713 New Addition
Half ton, regular cab, short bed pickup w/gaseous engine
prep package
Half ton, 4 door cab, short bed pickup 4WD w/gaseous
engine prep package
Minivan (Dodge Grand Caravan)
Small SUV Hybrid (Toyota RAV4)
Small SUV Hybrid (Toyota RAV4)
Half ton, regular cab, long bed pickup
Half ton, ext. cab, short bed pickup 4WD
Half ton, ext. cab, short bed pickup 4WD
Half ton, ext. cab, short bed pickup 4WD
Half ton, ext. cab, short bed pickup
Half ton, ext. cab, short bed pickup
Half ton, ext. cab, short bed pickup
Half ton, ext. cab, short bed pickup
Half ton, ext. cab, short bed pickup
Half ton, ext. cab, short bed pickup
Half ton, ext. cab, short bed pickup w/gaseous engine prep
package
Half ton, ext. cab, long bed pickup w/gaseous engine prep
package
Page 9 of 28
Vendor Description Unit Replacing Department Purchasing Contract Budgeted Price Account line Disposition
Silsbee Three quarter ton, utility bed truck and overhead rack Additional Airport HGAC contract VE11-15 $37,000.00 $33,463.60 Airport 520-5-0351-52-711 New Addition
Rockdale Country Ford One ton, ext. cab, dual rear wheel with dump bed Additional Parks (Garey Park)Buyboard contract # 521-16 $45,000.00 $51,318.00 General 520-5-0351-52-713 New Addition
Silsbee One ton, regular cab, utility bed, single rear wheel truck, Additional Water HGAC contract VE11-15 $37,000.00 $36,354.60 Water 520-5-0351-52-717 New Addition
w/cab window guard
Silsbee One ton, regular cab, utility bed, single rear wheel truck, 108-04 Water HGAC contract VE11-15 $40,000.00 $36,354.60 Fleet ISF 520-5-0351-52-700 Auction
w/cab window guard $2,500
Silsbee Half ton, 4 door cab, short bed pickup 550-11 Fire HGAC contract VE11-15 $45,000.00 $25,041.40 Fleet ISF 520-5-0351-52-700 Auction
$1,500
Silsbee Half ton, 4 door cab, short bed pickup 550-42 Fire HGAC contract VE11-15 $45,000.00 $25,041.40 Fleet ISF 520-5-0351-52-700 Auction
$1,500
Silsbee Half ton, 4 door cab, short bed pickup 550-43 Fire HGAC contract VE11-15 $45,000.00 $25,041.40 Fleet ISF 520-5-0351-52-700 Auction
$1,500
Rockdale Country Ford Police Interceptor utility undercover vehicles 864-111 Police Buyboard contract # 521-16 $38,000.00 $37,012.25 Bond 520-5-0351-52-705 Auction/Pool
(2) units 864-112 $38,000.00 $37,012.25 Bond 520-5-0351-52-706 Auction/Pool
863-120 $38,000.00 $37,012.25 Bond 520-5-0351-52-707 Auction/Pool
Rockdale Country Ford Police Interceptor utility marked vehicles Additional Police Buyboard contract # 521-16 $59,500.00 $52,417.71 General 520-5-0351-52-713 N/A
(10) units Additional $59,500.00 $52,417.71 General 520-5-0351-52-714 N/A
Additional $59,500.00 $52,417.71 General 520-5-0351-52-715 N/A
864-04 Totaled $55,000.00 $52,417.71 Bond 520-5-0351-52-705 Totaled
864-14 $55,000.00 $52,417.71 Bond 520-5-0351-52-706 Auction/Pool
864-18 $55,000.00 $52,417.71 Bond 520-5-0351-52-707 Auction/Pool
864-21 $55,000.00 $52,417.71 Bond 520-5-0351-52-708 Auction/Pool
Split seat 864-25 $55,000.00 $52,360.08 Bond 520-5-0351-52-709 Auction/Pool
Split seat 864-30 $55,000.00 $52,360.08 Bond 520-5-0351-52-710 Auction/Pool
Split seat 864-65 $55,000.00 $52,360.08 Bond 520-5-0351-52-711 Auction/Pool
Kubota RTV off road vehicle Additional Parks (Garey Park)Buyboard contract # 529-17 $17,000.00 $16,092.90 General 520-5-0351-52-713 New Addition
Kubota RTV off road vehicle 439-44 Fleet Buyboard contract # 529-17 $15,000.00 $16,092.90 Fleet ISF 520-5-0351-52-700 Fleet Pool
Kubota Tractor with front loader (Kubota M6060HD)Additional Parks (Garey Park)Buyboard contract # 529-17 $41,500.00 $34,985.62 General 520-5-0351-52-713 New Addition
Central Texas Equipment Solar Tech LED Arrow Board Additional Streets Buyboard contract # 515-16 $4,600.00 $4,950.00 General 520-5-0351-52-713 New Addition
Central Texas Equipment Solar Tech LED Arrow Board Additional Electric Buyboard contract # 515-16 $4,600.00 $4,950.00 Electric 520-5-0351-52-712 New Addition
Central Texas Equipment Rear mounted crane (Manitex 1770)110-13 Water Buyboard contract # 471-14 $300,000.00 $216,596.57 Fleet ISF 520-5-0351-52-700 Auction
Fund Budgeted Cost Difference
Fleet ISF $853,000.00 $662,890.49 $190,109.51
Public Safety $499,000.00 $477,787.83 $21,212.17
Airport $37,000.00 $33,463.60 $3,536.40
Electric $29,600.00 $27,470.47 $2,129.53
General Fund $335,600.00 $310,901.12 $24,698.88
Joint Services $28,000.00 $28,798.47 -$798.47
Water $62,000.00 $58,875.07 $3,124.93
Totals $1,844,200.00 $1,600,187.05 $244,012.95
Page 10 of 28
201753
Fleet
13-Oct-17
ITEM#Caldwell County Ext. Cost Silsbee Ext. Cost
V
e
n
d
o
r
C
1) 1/2 ton ext cab short bed 4 x4 p/u $26,154.00 $78,462.00 $25,561.90 $76,685.70
2) 1/2 ton ext cab short bed p/u $23,261.00 $139,566.00 $22,520.00 $135,120.00
3) 1/2 ton ext cab short bed p/u $24,934.00 $24,934.00 $25,112.47 $25,112.47
w/gaseous engine prep package
4) 1/2 ton ext cab long bed p/u $26,265.00 $26,265.00 $25,415.47 $25,415.47
w/gaseous engine prep package
5) 1/2 ton regular cab long bed p/u $22,094.00 $22,094.00 $20,577.17 $20,577.17
6) 1/2 ton regular cab short bed p/u $24,827.00 $24,827.00 $23,693.47 $23,693.47
w/gaseous engine prep package
7) 1/2 ton 4 x 4 4 door cab short bed p/u $30,049.00 $30,049.00 $28,798.47 $28,798.47
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
SHIPPING CHGS
TOTAL $177,584.00 $346,197.00 $171,678.95 $335,402.75
TERMS
FOB
DEL
FOR REFERENCE ONLY - This document summarizes responses received and information noted after a brief
examination and is not intended to replace a complete detailed evaluation of each response
Bid Invitation/RFP/RFQ No.:
Division:
Bid Opening/Due Date:
Page 11 of 28
City of Georgetown, Texas
Government and Finance Advisory Board
October 25, 2017
SUBJECT:
Cons id eration and p o s s ib le ac tion to approve the annual c o ntract for facility ac c es s control and s ecurity
tec hnician to b e provid ed by Co nvergint Tec hnologies of Austin, TX who is the C ity’s c urrent s ecurity,
video s urveillanc e, and ac cess control p ro vid er in the amo unt o f $83,000. - Tris h Lo ng, Fac ilities
Sup erintendent & Eric Nuner, As s is tant Parks & Rec reation Directo r
ITEM SUMMARY:
Convergint Tec hno lo gies is the City’s s ecurity, video s urveillanc e, and acc es s c ontrol p ro vider. For the
p as t two years , C o nvergint has p ro vided a c ertified technic ian to facilitate C ity-wide facility s ecurity
s ervic e, p reventative maintenanc e, and installatio n work. This person is an employee of Convergint
Tec hno lo gies, with d ed icated time to the City. Our tec hnician is familiar with the C ity’s c urrent s ecurity
s ystems and will p ro vide all preventive and c urrent maintenance needs.
Over the past two years , s taff has s een ad vantages to the City includ ing fas ter res p o nse times and
inc reas ed servic e levels , as the tec hnician has an intimate awarenes s of each o f the s ecurity items , lo cations ,
and p ro cesses .
The tec hnician is res pons ib le for the overall management of thes e exis ting s ys tems :
· Lenel OnGuard Sys tem (build ing ac cess control)
o S ystem Pro gramming
o Co mp letion of outs tanding s ervic e wo rk o rd ers
o Interfac e with Lenel (With c urrent SUSP in p lac e)
o Issues regular s ys tem s tatus updates
o As s is ts with coord inatio n effo rts o f service o uts ide o f regularly sc heduled days
o P reventative Maintenanc e on Lenel Acc es s Co ntrol Sys tem
o Work with loc al s taff to d es ign and enhance s ec urity s ys tem
o S ystem start-up and c heck out
o Overall c o mmis s ion of the sys tem
o As s is t with coord inatio n o f as-built d o cumentatio n
· Avigilo n Vid eo Management S ystem
o S ystem Pro gramming
o Regular review of c amera s tatus within the Software
o Revision and upgrad e as s is tanc e on the latest vers ion of Avigilon S o ftware
o Will verify s erver c o nfiguratio n with the City’s IT department
o As s is t with camera and c lient c o nfiguratio n as needed fo r remote us e
· Preventative Maintenanc e Ins pec tions /S ervic es
o Camera ins p ections to includ e alignment and cleaning
o Acc es s Co ntro l field hard ware s ervic e
o Ins p ectio n o f Ac c es s C o ntro l Do o r hard ware (elec tric s trikes, readers, and
ac cessories)
o As s is t with s ervic e c alls that are c reated b y the c us tomer, Convergint
Co o rd inato r, or Tec h
Page 12 of 28
o P ro vide s ummary o f weekly ac tivity to the City F ac ilities S uperintend ent
o Maintain availability fo r projec t review with the C ity and Co nvergint to ensure
ins tall s tand ard s
o As s is t with id entific ation and planning o f quarterly s ervic e wo rk
o P ro vide d irect ins tallation wo rk as reques ted and approved by the City
o Maintain c usto mer p urc has ed s ervic e replac ement p arts as approved
Staff is recommending Convergint Technolo gies p ro vide the City with an emb ed d ed technic ian in the
amo unt o f $83,000.
FINANCIAL IMPACT:
The emb ed ded tec hnician was approved in the F Y18 b udget p ro cess in the Fac ilities ISF S ecurity System
acc o unt. Convergint Tec hno lo gies is a Department o f Info rmation Res o urc es (DIR ) vendor.
SUBMITTED BY:
Trish Lo ng, F ac ilities S uperintend ent & Eric Nuner, As st. Direc tor Parks and Rec reation
ATTACHMENTS:
Description Type
Quote - Convergint Technologies Backup Material
Page 13 of 28
10535 Boyer Blvd., Austin,Texas 78758
Phone 512-428-8496 Mobile 512-689-1990
richard.wright@convergint.com
UNITED STATES • CANADA • ASIA PACIFIC • EUROPE
Prepared For:
City of Georgetown
September 21, 2017 Parks and Rec Admin
Quotation: RW00071375P 1101 N. College Street Georgetown, Texas
78626
RFP or WO Number: Attention: Trish Long
Reference: City of Georgetown PT Embedded
Technician 2018
Scope of Work
The pricing below is based on DIR contract number DIR-TSO-3537
This Embedded Technician pricing is based on dates of 01/01/2018 to 12/31/2018 and is provided based on business
days every Monday, Tuesday, and every other Wednesday, with work hours 8 - 5 pm and does not include after-hours,
weekends or holidays.
This proposal would provide a half-time Technician for the length of 12 month unless otherwise arranged in writing.
The billing for this can be billed in advance on a quarterly basis, or in total.
This position will provide all service assistance for Lenel OnGuard for access control: including door hardware, panel
hardware and lock coordination. Avigilon and Cameras will be serviced to include all repairs and some installs as
needed. Please note this price is for labor only and does not include parts.
Qty
Reg
Qty
OT Description Extended Price
0.00 0.00 Project Manager
1,040.
00 0.00 Specialist - Programming $83,000.00
0.00 0.00 Specialist - Testing
0.00 0.00 Installation - Foreman
0.00 0.00 Installation - Installer
0.00 0.00 Professional Services Group
0.00 0.00 Engineering
0.00 0.00 Drafting/CAD
Other Costs $0.00
Subcontractors $0.00
Travel & Per Diem $0.00
Line Qty Part Description Extended Price
Labor and Other Costs Total $ 83,000.00
Equipment Total $ 0.00
Freight $ 0.00
Warranty if Applicable $0.00
Tax if Applicable $ 0.00
Signature Total Project Price $ 83,000.00
Please Return to richard.wright@convergint.com
Page 14 of 28
City of Georgetown, Texas
Government and Finance Advisory Board
October 25, 2017
SUBJECT:
Cons id eration and p o s s ib le ac tion to rec o mmend an engagement letter and profes s ional services agreement
with Plante Moran, PLLC for cons ulting servic es for a c itywide ris k as s es s ment. - Elaine Wilson, Controller
& Leigh Wallace, Finance Director
ITEM SUMMARY:
The Fisc al and Budgetary P o licies es tablish the C ity’s internal c o ntro ls , inc lud ing an internal aud it p ro gram.
This p res entatio n will p ro vide an o verview of the s c o p e of work for contrac ted s ervices fo r an internal
audit risk asses s ment.
The City Attorney’s Office is reviewing the Servic es Agreement. A final agreement will b e ready prior to
Counc il appro val.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Elaine Wils o n, Controller & Leigh Wallace, Financ e Directo r - SP
ATTACHMENTS:
Description Type
Overview Pres entation Pres entation
Engagement Letter & Scope of Work Backup Material
Page 15 of 28
FY2017 Annual Budget
GGAF October 25, 2017
Internal Audit Program
Risk Assessment Services
1Page 16 of 28
FY2017 Annual Budget
Purpose
•Fiscal and Budgetary Policies establish internal
controls including internal audit functions
•Three main areas of activity include:
•Departmental audits of processes and controls
•Transaction reviews –petty cash, credit cards, payroll, travel
•Annual audit plan –for broader, deeper issues
2Page 17 of 28
FY2017 Annual Budget
History
•FY 2017 -$75,000 approved in budget for internal
audit services
•Jan –May 2017 -$48,000 used for Phase I internal
controls study for new Customer Information System –
cash collections across City
•FY 2018 -$50,000 approved in budget for Phase II
internal controls study for new Customer
Information System –integration mapping with ERP
•FY 2018 -$75,000 approved in budget for internal
audit services –risk assessment
3Page 18 of 28
FY2017 Annual Budget
Process
•Audit and accounting services are considered a
professional service under state law
•Purchasing issued Request for Qualifications
•Selected firm based on best qualifications, negotiate price
•Recommending Plante Moran, PLLC
•One of the largest and most experienced accounting firms in
north America
•Highly satisfied with firm’s performance consulting on ERP
project
•Negotiated fee of $69,000 based on hourly rate and travel
expenses
4Page 19 of 28
FY2017 Annual Budget
Statement of Work
•Provide the City with an assessment of risk areas in
Finance and other departments
•Areas of testing:
•Internal control procedures
•Key IT applications
•Interviews with staff across the City
•Deliverable –report for City staff used to guide the
priority of further study and actions to improve internal
controls over the next few years
•Timeline –Start in December. Finalize report in XXXXX?
5Page 20 of 28
October 10, 2017
Ms. Elaine S. Wilson, CTP
Controller
City of Georgetown, Texas
113 E. 8th Street
Georgetown, Texas 78626
Dear Elaine:
Thank you for your selection of Plante & Moran, PLLC to assist you. This letter and the
accompanying Professional Services Agreement, which is hereby incorporated as part of this
engagement letter, confirms our understanding of the nature, limitations, and terms of the
services Plante & Moran, PLLC (PM) will provide to City of Georgetown, Texas ("City").
Scope of Services
Our consulting services will consist of the following:
See Appendix A for detail scope of services
Fees and Payment Terms
Our fee for this engagement, subject to the terms and conditions of the accompanying
Professional Services Agreement, will be based on the value of the services we provide. We
estimate that our fee for this engagement will be approximately $69,000. Fee estimates are
calculated using a blended hourly rate of $230 per hour, which includes out of pocket costs such
as travel expense, multiplied by the number of hours worked by our consultants. Should
circumstances that may impact our estimate of fees become available, we will immediately
review these with you and agree on a mutually agreeable solution. Our travel time will be billed
at 50 percent of the hourly rates stated in this agreement.
As you probably realize, our primary cost is salaries that are paid currently. Accordingly, our
invoices, which will be rendered as services are provided, are due when received. In the event
an invoice is not paid timely, a late charge in the amount of 1.25 percent per month will be
added, beginning 30 days after the date of the invoice.
ELECTRONIC PAYMENT
For your convenience, payments can be made via domestic wire or ACH to the following account:
Domestic Wire
Bank of America
100 West 33rd Street
New York, NY 10001
Account No. 9890996003
Routing/ABA No. 026009593
Account Name: Plante & Moran, PLLC
Account Address: 27400 Northwestern Hwy.
Southfield, MI 48034
ACH
Bank of America
100 West 33rd Street
New York, NY 10001
Account No. 9890996003
Routing/ABA No. 071000039
Account Name: Plante & Moran, PLLC
Account Address 27400 Northwestern Hwy.
Southfield, MI 48034
Page 21 of 28
Ms. Elaine S. Wilson, CTP 2
City of Georgetown, Texas October 10, 2017
If you are in agreement with our understanding of this engagement, as set forth in this
engagement letter and the accompanying Professional Services Agreement, please sign the
enclosed copy of this letter and return it to us with the accompanying Professional Services
Agreement.
Thank you for the opportunity to serve you.
Very truly yours,
Plante & Moran, PLLC
Doug Farmer, MBA, CICA
Engagement Partner
Agreed and Accepted
We accept this engagement letter and the accompanying Professional Services Agreement, which
set forth the entire agreement between City of Georgetown, Texas and Plante & Moran, PLLC with
respect to the services specified in the “Scope of Services” section of this engagement letter.
This agreement may be amended by written agreement between Plante & Moran, PLLC and City of
Georgetown, Texas.
City of Georgetown, Texas
Ms. Elaine S. Wilson, CTP Date
Controller
Page 22 of 28
Ms. Elaine S. Wilson, CTP 3
City of Georgetown, Texas October 10, 2017
Appendix A – Statement of Work
Partner Sr Mgrs Cons 1 Total
1
Planning and scoping interviews on‐site with Management. Create
risk universe, understand management risk tolerance and limits,
document risk owners and schedule interviews.
16 32 ‐ 48
(1 day ‐
Henson/
Farmer, 2 days ‐
Wright, Brown)
Planning Documents,
Project Plan, Status
Reporting Protocol,
Communication plan,
Interview Schedule
2
An evaluation is to be made of the systems of internal controls,
including the control environment, accounting systems and
specific control procedures, to assess the extent to which the
controls can be relied upon to ensure accurate information, to
ensure compliance with the law and regulations, and to provide
for efficient and effective operations; See footnote (A) 27
departments @ 1 hour prep, interview and documentation. = 81
total hours
‐ 27 54 81
(8 hours
Henson, 27
hours Wright,
54 hours
O'Neill)
Internal Control
Questionnaires, Control
Design Evaluation,
Summary of Control
Deficiencies (SOCD)
3
An evaluation is to be made of the City’s computer environment to
ensure (a) the proper development, acquisition and
implementation of applications, (b) the integrity of program and
data files, (c) the completeness and accuracy of the records, and
(d) the integrity of computer operations (physical security, backup
and recovery, network security, etc.). Senior Manager and IT
Security staff will test CITY applications in 3 phases: 1) Centrally
Managed Applications, 2) Vendor Managed Applications, and 3)
Dept. Supported or Custom Developed Softward. Each phase is 10
hours (Senior Mgr and Staff) for 60 Total Hours.
‐ 30 30 60
(30 hours
Brown, 30
hours
Grossman)
IT Internal Control
Questionnaires, Control
Design Evaluation, SOCD
4
The Proposer will report the following information:
a) Specific comments in the above areas for the City’s major
computer systems;
b) Overall conditions of internal controls in the computer
environment
c) Any material or significant weakness in internal controls of
electronic data processing operations; See footnote (A) 27
departments @ 2 hours per department to write report. Typically
the staff writes the findings the workpapers and the manager
reviews and writes report. = 54 hours
‐ 27 27 54
(27 hours
Wright/ Brown,
27 hours
O'Neill)
SOCD Matrix, IT Findings,
Overall conditions of the
computer environment,
material or significant
weaknesses reports,
Draft report to
Management
4
Other risk areas of the City including:
a) Overall risks associated with payroll, accounts payable, accounts
receivable
(sales tax, hotel occupancy tax, property tax), procurement, capital
programs, and other areas that are identified during the risk
assessment;
b) Compliance with various State and Federal requirements
16 16 19 51
(16 hours
Henson/
Farmer, 16
hours Wright/
Brown, 19
hours O'Neill)
Internal Control
Questionnaires, Control
Design Evaluation,
5 Audit Presentation 2 4 ‐ 6 Final Report and
Recommendations
Total 34 136 130 300
Blended Hourly Rate including Travel 230$
Total Estimated Fees 69,000$
1 Airport 15 Georgetown Utility Systems
2 Animal Services 16 GUS Systems Engineering/ Mapping & GIS
3 City Attorney’s Office 17 Housing/ Planning
4 City Manager’s Office 18 Human Resources
5 City Secretary’s Office/ Records Management 19 Information Technology
6 Code Enforcement 20 Inspection Services (Permits)
7 Communications Department 21 Library
8 Conservation Services/ Water Services 22 Municipal Court
9 Convention & Visitors Bureau 23 Parks & Recreation/ Urban Forestry
10 Customer Care 24 Police Services
11 Economic Development/ Main Street Program Office 25 Purchasing
12 Energy Services 26 Solid Waste & Recycling
13 Finance & Administration 27 Transportation
14 Fire Department
(A) In Scope Departments
DeliverablesHours DistributionPhase Work Breakdown Structure (WBS) Effort
Page 23 of 28
Page 1 of 5
Professional Services Agreement – Consulting Services
Addendum to Plante & Moran, PLLC Engagement Letter
This Professional Services Agreement is part of the engagement letter for our consulting services dated October 10,
2017 between Plante & Moran, PLLC (referred to herein as “PM”) and City of Georgetown, Texas (referred to herein
as “City”).
1. Management Responsibilities – The consulting services PM will provide are inherently advisory in nature. PM
has no responsibility for any management decisions or management functions in connection with its engagement
to provide these services. Further, City acknowledges that City is responsible for all such management decisions
and management functions; for evaluating the adequacy and results of the services PM will provide and accepting
responsibility for the results of those services; and for establishing and maintaining internal controls, including
monitoring ongoing activities, in connection with PM’s engagement. City has designated Ms. Elaine S. Wilson,
CTP, Controller, to oversee the services PM will provide.
2. Nature of Services – PM’s project activities will be applied to information and records provided to PM by City. PM
will rely on such underlying information and records and the project activities will not include audit or verification of
the information and records provided to PM in connection with the project activities.
The project activities PM will perform will not constitute an examination or audit of any City financial statements or
any other items, including City’s internal controls. This engagement also will not include preparation or review of
any tax returns or consulting regarding tax matters. If City requires financial statements or other financial
information for third-party use, or if City requires tax preparation or consulting services, a separate engagement
letter will be required. Accordingly, City agrees not to associate or make reference to PM in connection with any
financial statements or other financial information of City. In addition, PM’s engagement is not designed and cannot
be relied upon to disclose errors, fraud or illegal acts that may exist. However, PM will inform you of any such
matters that come to PM’s attention.
3. Use of Report – At the conclusion of PM’s project activities, PM will provide City with a written report as described
in this engagement letter. PM’s report will be restricted solely to use by management of City and City agrees that
PM’s report will not be distributed to any outside parties for any purpose other than to carry out legal responsibilities
of City. PM will have no responsibility to update PM’s report for any events or circumstances that occur or become
known subsequent to the date of that report.
4. Interactive Analyses and Visualizations – In instances where PM expressly agrees in the accompanying
engagement letter to provide interactive analyses or visualization tools (collectively, “Electronic Documents”) to
City, such Electronic Documents will be provided in a format determined to be acceptable to PM. City
acknowledges and agrees that City’s ability to access such Electronic Documents requires software programs
which PM does not develop, license, distribute, support, or sell, and City shall be solely responsible for the costs
to obtain, use, or support any such required software. PM makes no representation or warranty with respect to
such software or the continuing functionality of such software relative to the Electronic Documents and disclaims
any and all express or implied warranties if any, associated with such software, its merchantability, and/or its fitness
for any particular use by City.
If and to the extent provided by PM, Electronic Documents are provided solely for the purpose of supporting the
written report and are to be used only as expressly described in and authorized by the written report. PM disclaims
any responsibility for any use of the Electronic Documents that is not expressly provided for in and authorized by
the written report. Further, City acknowledges that City is solely responsible for evaluating the adequacy and
accuracy of any results generated through the use of Electronic Documents. PM will have no responsibility to
support or update the Electric Documents for any events or circumstances that occur or become known subsequent
to the date of their corresponding written report.
City acknowledges that PM may utilize proprietary works of authorship that have not been created specifically for
City and were conceived, created, or developed prior to, or independent of, this engagement including, without
limitation, computer programs, methodologies, algorithms, models, templates, software configurations, flowcharts,
architecture designs, tools, specifications, drawings, sketches, models, samples, records, and documentation
(collectively, “PM Intellectual Property”). City agrees and acknowledges that PM Intellectual Property is and shall
remain solely and exclusively the property of PM.
Upon payment for the engaged services, to the extent that PM incorporates PM Intellectual Property into the
Electronic Documents (which PM shall do only as expressly provided for in the accompanying engagement letter),
PM grants to City a limited royalty-free, nonexclusive, right and license to use such incorporated PM Intellectual
Property for internal purposes only and in the original format. City agrees not to copy, publish, modify, disclose,
Page 24 of 28
Professional Services Agreement – Consulting Services
Page 2 of 5
distribute, decompile, reverse engineer, or create derivative works based on PM Intellectual Property.
Notwithstanding the foregoing, in no event will PM be precluded from developing for itself or for others, works of
authorship which are similar to those included in the written report.
If and to the extent PM shares information obtained from third-party data sources with City, City agrees not to (i)
disclose or redistribute any such third-party data to third parties without the express written consent of PM; or (ii)
attempt to extract, manipulate, or copy any embedded or aggregated third-party data from the Electronic
Documents for any purpose.
5. Confidentiality, Ownership and Retention of Workpapers – During the course of this engagement, PM and PM
staff may have access to proprietary information of City, including, but not limited to, information regarding trade
secrets, business methods, plans, or projects. PM acknowledges that such information, regardless of its form, is
confidential and proprietary to City, and PM will not use such information for any purpose other than its consulting
engagement or disclose such information to any other person or entity without the prior written consent of City.
In the interest of facilitating PM’s services to City, PM may communicate or exchange data by internet, e-mail,
facsimile transmission or other electronic methods. While PM will use its best efforts to keep such communications
and transmissions secure in accordance with PM’s obligations under applicable laws and professional standards,
City recognizes and accepts that PM has no control over the unauthorized interception of these communications
or transmissions once they have been sent, and consents to PM’s use of these electronic devices during this
engagement.
Professional standards require that PM create and retain certain workpapers for engagements of this nature. All
workpapers created in the course of this engagement are and shall remain the property of PM. PM will maintain
the confidentiality of all such workpapers as long as they remain in PM’s possession.
Both City and PM acknowledge, however, that PM may be required to make its workpapers available to regulatory
authorities or by court order or subpoena in a legal, administrative, arbitration, or similar proceeding in which PM
is not a party. Disclosure of confidential information in accordance with requirements of regulatory authorities or
pursuant to court order or subpoena shall not constitute a breach of the provisions of this agreement. In the event
that a request for any confidential information or workpapers covered by this agreement is made by regulatory
authorities or pursuant to a court order or subpoena, PM agrees to inform City in a timely manner of such request
and to cooperate with City should City attempt, at City’s cost, to limit such access. This provision will survive the
termination of this agreement. PM’s efforts in complying with such requests will be deemed billable to City as a
separate engagement. PM shall be entitled to compensation for its time and reasonable reimbursement of its
expenses (including legal fees) in complying with the request.
PM reserves the right to destroy, and it is understood that PM will destroy, workpapers created in the course of
this engagement in accordance with PM’s record retention and destruction policies, which are designed to meet
all relevant regulatory requirements for retention of workpapers. PM has no obligation to maintain workpapers
other than for its own purposes or to meet those regulatory requirements.
Upon City’s written request, PM may, at its sole discretion, allow others to view any workpapers remaining in its
possession if there is a specific business purpose for such a review. PM will evaluate each written request
independently. City acknowledges and agrees that PM will have no obligation to provide such access or to provide
copies of PM’s workpapers, without regard to whether access had been granted with respect to any prior requests..
6. Consent to Disclosures to Service Providers – In some circumstances, PM may use third-party service
providers to assist with an engagement. In those circumstances, PM will require any such third-party service
provider to: (i) maintain the confidentiality of any information furnished; and (ii) not use any information for any
purpose unrelated to assisting with PM’s services for City. In order to enable these service providers to assist PM
in this capacity, City, by its duly authorized signature on the accompanying engagement letter, consents to PM’s
disclosure of all or any portion of City’s information to such service providers to the extent such information is
relevant to the services the third-party service provider may provide and agrees that PM’s disclosure of such
information for such purposes shall not constitute a breach of the provisions of this agreement. City’s consent shall
be continuing until the services provided for this engagement agreement are completed.
7. Third-Party Data – PM may reference third-party data sources in performing the services described in this
engagement letter. Third-party data may include publicly-available data, commercially-available data licensed to
PM, or information obtained from other sources. PM will use its judgment, discretion, best efforts and good faith
in evaluating the use of third-party data sources, but does not warrant or guarantee the accuracy, completeness,
or timeliness of any data obtained from third-party data sources and disclaims any liability arising out of or relating
to the use of data from third-party data sources. City acknowledges that any commercially-available third-party
Page 25 of 28
Professional Services Agreement – Consulting Services
Page 3 of 5
data sources referenced by PM are licensed to PM and PM’s ability to share information obtained from
commercially available third-party data sources is often restricted by the terms of use granted to PM by the licensor
and, unless expressly set forth in the accompanying engagement letter, PM makes no representation or warranty
that City will have access to data obtained from third-party data sources. If and to the extent PM shares information
obtained from third-party data sources with City, City agrees not to disclose or redistribute any such third-party
data to third parties without the express written consent of PM. This agreement does not convey to City a
sublicense to any third-party data source unless expressly agreed to in writing and signed by a duly authorized
representative of PM. However, nothing herein shall prevent City from directly contracting with or obtaining a
license from any third-party data source if City determines, in its sole discretion, that any such direct contract or
license to be in its best interest.
8. Fee Quotes – In any circumstance where PM has provided estimated fees, fixed fees or not-to-exceed fees (“Fee
Quotes”), these Fee Quotes are based on City personnel providing PM staff the assistance necessary to satisfy
City responsibilities under the scope of services. This assistance includes availability and cooperation of those City
personnel relevant to PM’s project activities and providing needed information to PM in a timely and orderly
manner. In the event that undisclosed or unforeseeable facts regarding these matters causes the actual work
required for this engagement to vary from PM’s Fee Quotes, those Fee Quotes will be adjusted for the additional
time PM incurs as a result.
In any circumstance where PM’s work is rescheduled, PM offers no guarantee, express or implied, that PM will be
able to meet any previously established deadline related to the completion of PM’s work. Because rescheduling
its work imposes additional costs on PM, in any circumstance where PM has provided Fee Quotes, those Fee
Quotes may be adjusted for additional time PM incurs as a result of rescheduling its work.
PM will advise City in the event these circumstances occur, however it is acknowledged that the exact impact on
the Fee Quote may not be determinable until the conclusion of the engagement. Such fee adjustments will be
determined in accordance with the Fee Adjustments provision of this agreement.
9. Payment Terms – PM invoices for professional services are due upon receipt unless otherwise specified in this
engagement letter. In the event any of PM’s invoices are not paid in accordance with the terms of this agreement,
PM may elect, at PM’s sole discretion, to suspend work until PM receives payment in full for all amounts due or
terminate this engagement. In the event that work is suspended, for nonpayment or other reasons, and
subsequently resumed, PM offers no guarantee, express or implied, that PM will be able to meet any previously
established deadlines related to the completion of PM’s consulting work or issuance of PM’s consulting report upon
resumption of PM’s work. City agrees that in the event that work is suspended, for non-payment or other reasons,
PM shall not be liable for any damages that occur as a result of PM ceasing to render services.
10. Fee Adjustments – Any fee adjustments for reasons described in this agreement will be determined based on the
actual time expended by PM staff at the hourly rates stated in this agreement, plus related costs PM incurs, and
included as an adjustment to PM’s invoices related to this engagement. City acknowledges and agrees that
payment for all such fee adjustments will be made in accordance with the payment terms provided in this
agreement.
11. Force Majeure – Neither party shall be deemed to be in breach of this engagement agreement as a result of any
delays or non-performance directly or indirectly resulting from circumstances or causes beyond its reasonable
control, including, without limitation, fire or other casualty, acts of God, war or other violence, or epidemic (each
individually a “Force Majeure Event”). City acknowledges and agrees that a Force Majeure Event shall not excuse
any payment obligation relating to fees or costs incurred prior to any such Force Majeure Event.
12. Exclusion of Certain Damages – Except to the extent finally determined to have resulted from PM’s gross
negligence or willful misconduct, City agrees to limit the liability of PM and any of PM’s officers, directors, partners,
members, managers, employees, affiliated, parent or subsidiary entities, and approved allied third party service
providers (collectively, “PM Persons”) for any and all claims, losses, costs, and damages of any nature whatsoever
so that the total aggregate liability of the PM and/or the PM Persons to City shall not exceed the total fees paid by
City to PM for the services provided in connection with this engagement agreement. City and PM agree that these
limitations on PM’s and the PM Persons’ maximum liability are reasonable in view of, among other things, the
scope of the services PM is to provide, City’s responsibility for the management functions associated with PM’s
consulting services, and the fees PM is to receive under this engagement. In no event shall the PM or the PM
Persons be liable to City, whether a claim be in tort, contract, or otherwise, for any consequential, indirect, lost
profit, punitive, exemplary, or other special damages. PM and City agree that these limitations apply to any and
all liabilities or causes of action against PM, however alleged or arising, unless to the extent otherwise prohibited
by law. This provision shall survive the termination of this engagement.
Page 26 of 28
Professional Services Agreement – Consulting Services
Page 4 of 5
In the event this engagement agreement expressly identifies multiple phases of services, the total aggregate
liability of PM to City shall be limited to no more than the total amount of fees paid by City for the particular phase
of services alleged to have given rise to any such liability.
13. Defense, Indemnification, and Hold Harmless – As a condition of PM’s willingness to perform the services
provided for in the engagement letter, City agrees to defend, indemnify and hold PM and the PM Persons harmless
against any claims by third parties for losses, claims, damages, or liabilities, to which PM or the PM Persons may
become subject in connection with or related to the services performed in the engagement, unless a court having
jurisdiction shall have determined in a final judgment that such loss, claim, damage, or liability resulted primarily
from the willful misconduct or gross negligence of PM, or one of the PM Persons. This defense, indemnity and hold
harmless obligation includes the obligation to reimburse PM and/or the PM Persons for any legal or other expenses
incurred by PM or the PM Persons, as incurred, in connection with investigating or defending any such losses,
claims, damages, or liabilities.
14. Receipt of Legal Process – In the event PM is required to respond to a subpoena, court order, or other legal
process (in a matter involving City but not PM) for the production of documents and/or testimony relative to
information PM obtained and/or prepared during the course of this engagement, City agrees to compensate PM
for the affected PM staff’s time at such staff’s current hourly rates, and to reimburse PM for all of PM’s out-of-
pocket costs incurred associated with PM’s response unless otherwise reimbursed by a third party.
15. Termination of Engagement – This agreement may be terminated by either party upon written notice. Upon
notification of termination, PM’s services will cease and PM’s engagement will be deemed to have been completed.
City will be obligated to compensate PM for all time expended and to reimburse PM for related costs PM incurs
through the date of termination of this engagement.
16. Time Limits – Except for actions to enforce payment of PM’s invoices and without limiting any claims for
indemnification hereunder, any claim or cause of action arising under or otherwise relating to this engagement
must be filed within two years from the completion of the engagement without regard to any statutory provision to
the contrary.
17. Entire Agreement – This engagement agreement is contractual in nature, and includes all of the relevant terms
that will govern the engagement for which it has been prepared. The terms of this letter supersede any prior oral
or written representations or commitments by or between the parties regarding the subject matter hereof. Any
material changes or additions to the terms set forth in this letter will only become effective if evidenced by a written
amendment to this agreement, signed by all of the parties.
18. Severability – If any provision of this engagement agreement (in whole or part) is held to be invalid or otherwise
unenforceable, the other provisions shall remain in full force and effect.
19. Conflicts of Interest – PM’s engagement acceptance procedures include a check as to whether any conflicts of
interest exists that would prevent acceptance of this engagement. No such conflicts have been identified. City
understands and acknowledges that PM may be engaged to provide professional services, now or in the future,
unrelated to this engagement to parties whose interests may not be consistent with interests of City.
Page 27 of 28
Professional Services Agreement – Consulting Services
Page 5 of 5
20. Agreement Not to Influence – City and PM each agree that each respective organization and its employees will
not endeavor to influence the other’s employees to seek any employment or other contractual arrangement with it,
during this engagement or for a period of one year after termination of the engagement. City agrees that PM
employees are not “contract for hire.” PM may release City from these restrictions if City agrees to reimburse PM
for its recruiting, training, and administrative investment in the applicable employee. In such event, the
reimbursement amount shall be equal to two hundred hours of billings at the hourly rate stated in this agreement
for the PM employee.
21. Signatures – Any electronic signature transmitted through DocuSign or manual signature on this engagement
letter transmitted by facsimile or by electronic mail in portable document format may be considered an original
signature.
22. Governing Law – This agreement shall be governed by and construed in accordance with the laws of the State
of Illinois, and jurisdiction over any action to enforce this agreement, or any dispute arising from or relating to this
agreement shall reside exclusively within the State of Illinois.
End of Professional Services Agreement – Consulting Services
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