HomeMy WebLinkAboutConsulting Agreement - EnFocus - Cross Portfolio IT Management1316 COUNTY -CITY BUILDING
227 W, Jr�,,FFLitsoN BouLEVARD
Souni BEND. INDIANA 46601-1830
CITY OF Souni BEND PETE BUTTIGIEG, MAYOR
BOARD OF PUBLIC WORKS
January 23, 2018
Daniel Collins
EnFocus
Studebaker Bldg. 113
635 S. Lafayette Blvd.
South Bend, IN 46601
RE: Consulting Agreement
Dear Mr, Collins:
PHONE 574/235-9251
FAX 574/ 235-9171
The Board of Public Works, at its meeting held on. January 23, 2018, approved the above
referenced agreement for cross portfolio IT project management in the amount of $76,500.
Enclosed please find a copy of the agreement for your records.
If you have any further questions regarding this matter, please call this office at (574) 235-
925L
Sincerely,
C.,
Linda M. Martin, Clerk
Enclosure
c: Santiago Garces, Innovation & Technology
Dan O'Connor, Innovation & Techonology
Jen Hockenhull, Administration & Finance
GAizy A. GILOT SUZANNA M. FRITZBERG ELIZABE.TH A, MARADIK JAMEs A. MUELLER THERESE J. DORAU
8.1d Id.- Greater G..d,
This Consulting Agreement (the "Agreement") is entered into on January 23,
2018, by and between The City of South Bend, Indiana, a Indiana municipal
corporation, acting by and through its Board of Public Works, having its
principal offices 227 W. Jefferson Blvd,, South Bend, IN 46601 (hereinafter
referred to as "Sponsor"), and enFocus, a 501 c (3) organization, having its Consulting
principal offices at Studebaker Building 113, 635 S Lafayette Boulevard, South
Bend, IN 46601 (hereinafter referred to as "Consultant"). A(Jreernent
WHEREAS, the Sponsor desires to obtain the services of Consultant, and J Z) �1 L i ;,i ry 2 M 8
Consultant desires to provide consulting services to the Sponsor upon the
terms and conditions in this Agreement. Page
1 Of 10
�1,'\ G E E tO i',YT
I (A\n,fl_HN(:j PE'kdOD
(a) Term The Sponsor hereby retains the Consultant and Consultant
agrees to render to the Sponsor those services described in Scope of Services,
Exhibit A, incorporated by reference and attached hereto, for the period (the
"Consulting Period") commencing on January 1, 2018 and ending on
December 21, 2018.
(b) Termination - At any time, either party may terminate, without liability,
the Consulting Period for any reason, with or without cause, by giving 30 days
advance written notice to the other party. The Sponsor shall pay Consultant
for work completed as of the date of termination, provided, however, that the
Sponsor will have, no obligation to pay the Consultant for any portion of the
Consultant's work with which the Sponsor is dissatisfied, as determined in the
Sponsor's sole discretion.
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(a) Consultant hereby agrees to provide and perform for the Sponsor
those services set forth in Exhibit A.
M Consultant will execute its obligations under this Agreement in
,accordance with the prevailing professional standard of care for projects of
similar design and complexity.
SE(I". F10r,,1 C EXF1' PA\(MU,,,1T, [\[F P",,;
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(a) In consideration of the services rendered by the Consultant under this
Agreement, the Sponsor shall pay the Consultant an amount snot to exceed
Seventy -Six Thousand Five Hundred Dollars ($76,500.00) (the "Contract
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Amount"), as further specified in Exhibit A. Notwithstanding the foregoing
sentence, the Sponsor will not be required to pay any portion or installment of
the Contract Amount if the Sponsor is not satisfied with the Consultant's
performance under this Agreement or any default or breach of this Agreement
by the Consultant exists, as the Sponsor may determine in its sole discretion.
(b) Payment Terms. Invoices shall be presented as set forth in Exhibit A,
and payments are due within 30 days. C: o r i s u t i i, i g
(c) Sponsor hereby agrees to reimburse the Consultant for reasonable Agreerncn i t
business expenses incurred by Consultant in performing its work under this i uary 2018
Agreement, provided that the Sponsor will not reimburse the Consultant for
any expenses unless said expenses were approved in writing by the Sponsor
(or its representative) before being incurred by the Consultant. Page
2 of 10
(d) Benefits. Other than the compensation specified in Sections 3(a),
Consultant shall not be entitled to any direct or indirect compensation for
services performed hereunder.
1)'LC 6 la )i,,J /I I )fW1/',Jk
(a;) "Confidential Information" means:
(1) any information given to enFocus by Sponsor and clearly
marked, in writing as confidential; and
(2) any information given to enFocus by Sponsor orally that, at
the time given, is stated to be confidential, and such statement of
confidentiality is reduced to writing within thirty (30) days,
(b) enFocus agrees to keep Confidential Information confidential for a
period of five (5) years from date given to enFocus, not to give in any form, to
a third party, and to only give to enFocus employees who have a need to
know.
M The confidentiality, as stated in SECTION 4 (b), will not apply to
information which:
(1) is at the time of receipt public knowledge, or after receipt
becomes public knowledge through no act of omission on the part of
enFocus;
(2) was known to enFocus, as shown by written records, prior to
disclosure by Sponsor;
(3) is received by enFocus from a third party who did not obtain
the information from Sponsor; or
(4) is required by law to be disclosed.
0
Consultant hereby acknowledges and agrees that all property, including, all
books, manuals, records, reports, notes, contracts, lists, blueprints, and other
documents, or materials, or copies thereof, that is produced under this
Agreement (collectively, the "Proprietary Information"), and equipment
furnished to or prepared by Consultant in the course of or incident to
rendering of services to the Sponsor, belong to, the Sponsor and shall be
promptly returned to the Sponsor upon request.
(1111c)ns u � ti rig
(d) Consultant agrees to hold all Sponsor's Proprietary Information in Agmerner"A
strict confidence and trust for the sole benefit of the Sponsor and not to,
disclose, use, copy, publish, summarize, or remove from Sponsor's premises JanUary 2018
any Proprietary Information (or remove from the premises any other property
of the Sponsor) during the Consulting Period except (i) to the extent necessary
to carry out ConsUltant's responsibilities under this Agreement or (H) after Page
termination of the Consulting Period or (iii) when the information falls within 3 of 10
the guidelines of this Agreement.
All notices or other communications required or permitted hereunder shall be
made in writing and shall be deemed to have been duly given if delivered by
hand or mailed, postage prepaid, by certified or registered mail, return receipt
requested, and addressed to the Sponsor at:
ATTN: City of South Bend, Indiana, Board of Public Works
227 W. Jefferson Blvd.
South Bend, IN 46601
or to the Consultant at:
ATTN: Daniel Collins, Director of Operations
en Focus
Studebaker ker Building 113
635 S Lafayette Boulevard
South Bend, IN 46601
Notice of change of address shall be effective only when done in writing and
sent in accordance with the provisions of this Section.
SF"(11,TION 6 - /\M11'1�1\,JEA\/lEi\J AND
This Agreement may not be modified or amended except by an instrument in
writing, signed by a duly authorized representative of the Sponsor and the
Consultant. By an instrument in writing similarly executed, either party may
waive compliance by the other party with any provision of this Agreement that
such other party was or is obligated to comply with or perform, provided,
I
however, that such waiver shall not operate as a waiver of, or estoppel with
respect to, any other or subsequent failure. No failure to exercise and no delay
in exercising any right, remedy, or power hereunder shall operate as a waiver
thereof, nor shall any single or partial exercise of any right, remedy, or power
hereunder preclude any other or further exercise thereof or the exercise of any
other right, remedy, or power provided herein or by law or in equity.
Either party shall be excused from any delay or failure in, performance required
hereunder if caused by reason of any occurrence or contingency beyond its
reasonable control, including, but not limited to, acts of God, acts of war, fire,
insurrectiion, laws proclamations, edits, ordinances or regulations, strikes, lock-
outs or other serious labor disputes, riots, earthquakes, floods, explosions or
other acts of nature. The obligations and rights of the party so excused shall
be extended on a day-to-day basis for the time period equal to the period of
such excusable interruption. When such events have abated, the parties'
respective obligations hereunder shall resume.
(,, r '(111 H( Ei - "(1 LS,fl ""r,
If any provision of this Agreement, or the application thereof to any person,
place, or circumstance, shall be held by a court of competent jurisdiction to be
invalid, unenforceable, or void, the remainder of this Agreement and such
provisions as applied to other persons, places, and circumstances shall remain
in full force and effect.
10 Nl l''A"J"/
The validity, interpretation, enforceability, and performance of this Agreement
shall be governed by and construed in accordance with the laws of the State
of Indiana.
J i J"',
The Consultant shall operate at all times as an independent contractor of the
Sponsor. No employee of the Consultant will be considered or deemed to be
an employee of the Sponsor. This Agreement does not authorize the
Consultant to act for the Sponsor as its agent or to make commitments on,
behalf of the Sponsor. The Sponsor shall not withhold payroll taxes, and
Consultant shall not be covered by health, life, disability, or worker's
compensation insurance of the Sponsor.
Each party represents and: warrants to the other party that this Agreement has
been duly authorized, executed and delivered and that the performance of its
PI., 0.1d Id.— G.M.,
G—J.
Gonsultlng
January 2018
4 of 10
M
obligations under this Agreement does not conflict with any order, law, rule or
regulation or any agreement or understanding by which such party is bound.
SE(11-1IC) r,,4 l 2 - I F,6,1 K)N ("A" LW31LFfY,,,
(a) As a professional organization, the Consultant will perform the services
described in Exhibit A to the best of their ability, striving to ensure great
quality work and minimize errors or omissions. As a result, the Consultant
shall not be liable to sponsor for any loss incurred in the performance of
his/her services hereunder unless caused by Consultant's negligence.
Notwithstanding any provision to the contrary, the limit of Consultant's liability
under this Agreement will be equal to the total amount paid by Sponsor to
Consultant under this Agreement.
(b) Sponsor agrees, at its sole cost, to indemnify and defend Consultant
from and against any damages, claims or suits by third parties against
Consultant arising from the performance of Consultant's services hereunder
unless caused by Consultant's negligence. Subject to the limitation of liability
stated in Section, 12(a), Consultant agrees, at its sole cost, to indemnify and
defend Sponsor (and its officials, employees, and agents) from and against any
damages, claims or suits by third parties against Sponsor arising from the
performance of Consultant's services hereunder unless caused by the
negligence of Sponsor (or its officials, employees, or agents).
S[-1 ION 13 - [N I iRl" A(3REE1\41E1\J1
This Agreement is the final expression of the parties' agreement with respect
to the retention of Consultant by the Sponsor for the services specified herein
and may not be contradicted by evidence of any prior or contemporaneous
agreement.
1A F-C" ) �DCv - T I- - , [) � A(,,, H 0 t, HR'/\ V
The Consultant's failure to complete the services in accordance with this
Agreement will be considered a material breach. In the event of such breach,
the Sponsor may suspend all payments to the Consultant, terminate this
Agreement, and/or pursue any and all remedies available at law or in equity.
SF"C" I lUvJ 1 E: ,, [('XJAL (")PPOR"I"UNH [Y; NK)N- D1SC'J'6PVffl\JA I K)1\11,
CUI,/�PUANU,�
The Consultant shall comply with all applicable laws and regulations in its
hiring and employment practices and policies for any activity covered by this
Agreement. The Consultant shall comply with all state, federal, and municipal
laws, regulations, and standards applicable to its activities pursuant to this
f. 0.1d id.— G—E., G-1.
Conadting
Agreernent
J a t � u a ry 2 01 B
I
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Agreement including, but not limited to, the requirements imposed by Ind.
Code 22-9-1-10 (non-discrimination), the provisions of Ind. Code 5-22-16.5
(disqualification for dealings with the government of Iran), and the provisions of
Ind. Code 22-5-1.7 (requiring E-Verify for new employees and prohibiting
employment of unauthorized aliens). Each of the foregoing provisions is
incorporated herein as if set forth in full, and the Consultant certifies that it is
in compliance with each such provision and shall remain in compliance
through the term of this Agreement. The Consultant agrees, as a condition o n 111� u n g
precedent to the effectiveness of this Agreement, that its authorized Ag I C„ E� I-r E:) Il
representative will execute and submit to the Sponsor a contractor's affidavit
in the form provided by the Sponsor. Januafy 2018
[Signature page follows,] Pa
6 of 10
I
The parties have cluhy executed this Agreement as of the date first written
above:
SPONSOR:
Name. City of South Bend, Indiana
('0r)SUffirIg
Title: Board of Public Works
Aq re e rn e n t
Signature:
January 2018
Gary Gkot, President
Page
7 of 10
Suzan Fritzberg, Member
V
.dameuelle r, Merpber
4, I I
Elizabeth Maradik, Member
Therese Dorau,Member
AT,
t,�T.,'
Lire aa Martin, Clerk
Date: January 23, 2018
CONSULTANT:
enFocus
Name: Daniel Collins
Title: Director of Operations at enFocus, Inc.
Signature:
Date:
7
•
en Focus Engagement
DoIT Project Portfolio Management through
Business Analysis Services 2018
c
The City of South Bend (City) has supported enFocus through project
engagements since the Fall of 2012. enFocus has placed the highest
value on this relationship and this has resulted in technology and
innovation -based projects for the City.
( ) v (-, a I V o n \J'p
This document details the proposed shape of a 2018 embedded model
engagement. This model will focus on innovation through seamless
strategic technology implementation by using enFocus as internal,
value-added project capacity.
The embedded project model places enFocus resources into the City's
Department of innovation and Technology (DoIT) operations to
facilitate communication and swift technology implementation and
business analysis. Real-time communication Ilies at the core of this
model and is essential to fast -paced technology solutions due to the
pivoting nature of such projects.
enFocus shall insert a Client Lead (Daniel Collins, Director of
Operations) into the DoIT. He will follow the leadership and guidance
of the Project Champions to align City resources and enable project
implementation. He will operate as an independent enFocus employee
operating under the enFocus employee handbook, wages, benefits,
working conditions and any/all other enFocus policies.
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8 of 10
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The engagement process structure for the embedded model shall offer a
minimum, but effective, set of guidelines that set expectations for all
parties.
• Agreement on project focus areas
• Establishment of project plans to be, developed in collaboration
with the Project Champions Consulting
ro c" c ucus� Arew,
The Client Lead will be responsible for managing the project portfolio
of DoIT and assisting with business analysis projects. They will work
collaboratively with members of all divisions in the DoIT, other City
employees, and community stakeholders to complete projects and
maintain programs. These projects include scoping and assessing
current techinology and processes, assisting with the procurement of
appropriate technology, and implementing technology in a way that
optimizes business processes. Responsibilities may include:
• Maintain project portfolio, identifying required resources,
defining capacity, and ensuring status reporting.
• Collaborate with business owners, to define scopes for projects
that feed into the project portfolio.
• Establish creative solutions, enabling collaboration that
advances public safety, infrastructure, neighborhoods, and
other priorities for residents.
• Develop and implement methodology to ensure best practices
in project manageirnent, business analysis, and operations,
• Work with multiclisciplinary project teams to use the results of
business analyses to plan and execute process improvement
and technology implementation projects to improve efficiency
and effectiveness of operations.
At enFocus, we place value on our entrepreneurial focus and approach
to projects. We have had historicail success for clients when we reserve
the option to initiate conversation with the client for a project pivot
when we see a better path or opportunity to pursue that can lead to
greater success. This is not meant to mitigate enFocus of project
responsibility but rather to create a scenario that wild produce the most
valued outcome for the Cityr
Agreernerit
January 2018
Page
9 of 10
11-f E�
The fee for this engagement is $51 per hour for up to 1,500 hours i.e.
up to $76,500. Hours will be recorded for each month and invoiced on
the last day of the month.
,kupla,duld We- G—te,
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Ameern(� nt
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• Initiate engagement on January 1, 2018
• End engagement on December 21, 2018 Januai y 2018
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The Client Lead will spend approximately 32 hours per week 10 of 10
onsite
o This will equate to approximately 1,500 hours over the
course of the engagement after holidays (7), and
vacation/sick/personal days (15) are excluded
The stakeholders from the City are recognized to be:
1) Santiago Garces, Chief Innovation Officer, City of South Bend
2) Dan O'Connor, Chief Technology Officer, City of South Bend
In client engagements, enFocus identifies a champion on the client side
to ensure seamless project execution. The client champion will be
responsible for project communication and billing clearance. Note:
Throughout this Agreement we have referred to Santiago Garces and
Dan O'Connor as the Project Champions,
enFocus places great value on the relationship with the City. Please let
us know how we can continue to support the City and its initiatives.
We are very excited to participate in whatever way we can to create the
highest degree of success for the City.
3000.0000004 50312497.005
When the prospective Contractor is unable to certify to any of the statements below, it shall attach an explanation to this Affidavit.
CONTRACTOR'S NON -COLLUSION AND NON -DEBARMENT AFFIDAVIT,
CERTIFICATION REGARDING INVESTMENT WITH IRAN, EMPLOYMENT ELIGIBILITY
VERIFICATION, NON-DISCRIMINATION COMMITMENT AND CERTIFICATION OF USE
OF UNITED STATES STEEL PRODUCTS OR FOUNDRY PRODUCTS
(Must be completed for all quotes and bids. Please type or print)
STATE OF A
) SS:
e COUNTY
The undersigned Contractor, being duly sworn upon his/her/its oath, affirms under the penalties of perjury that:
1. Contractor has not, nor has any other member, representative, or agent of the firm,
company, corporation or partnership represented by him, entered into any combination, collusion
or agreement with any person relative to the price to be bid by anyone at such letting nor to
prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid
is made without reference to any other bid and without any agreement, understanding or
combination with any other person in reference to such bidding. Contractor further says that no
person or persons, firms, or corporation has, have or will receive directly or indirectly, any
rebate, fee, gift, commission or thing of value on account of such sale; and
2. Contractor certifies by submission of this proposal that neither contractor nor any of its
principals are presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from participation in this transaction by any Federal department or agency;
and
3. Contractor has not, nor has any successor to, nor an affiliate of, Contractor, engaged in
investment activities in Iran.
a. For purposes of this Certification, "Iran" means the government of Iran and any agency or
instrumentality of Iran, or as otherwise defined at Ind. Code § 5-22-16,5-5, as amended from
time -to -time.
b. As provided by Ind. Code § 5-22-16.5-8, as amended from time -to -time, a Contractor is
engaged in investment activities in Iran if either:
i. Contractor, its successor or its affiliate, provides goods or services of twenty million
dollars ($20,000,000) or more in value in the energy sector of Iran; or
ii. Contractor, its successor or its affiliate, is a financial institution that extends twenty
million dollars ($20,000t ,000) or, more in credit to another person for forty-five (45)
days or more, if that person will (i) use the credit to provides goods and services in
F-Non-Collusion Non -Debarment Affidavit Non Iran Form 2012
the energy sector in Iran; and (ii) at the time the financial institution extends credit, is
a person identified on list published by the Indiana Department of Administration.
4. Contractor does not knowingly employ or contract with an unauthorized alien, nor retain
any employee or contract with a person that the Contractor subsequently learns is an
unauthorized alien. Contractor agrees that he/she/it shall enroll in and verify the work eligibility
status of all of Contractor's newly hired employees through the E-Verify Program as defined by
I.C. 22-5-1.7-3. Contractor's documentation of enrollment and participation in the E-Verify
Program is included and attached as part of this bid/quote; and
5. Contractor shall require his/her/its subcontractors performing work under this public
contract to certify that the subcontractors do not knowingly employ or contract with an
unauthorized alien, nor retain any employee or contract with a person that the subcontractor
subsequently learns is an unauthorized alien, and that the subcontractor has enrolled in and is
participating in the E-Verify Program. The Contractor agrees to maintain this certification
throughout the term of the contract with the City of South Bend, and understands that the City
may terminate the contract for default if the Contractor fails to cure a breach of this provision no
later than thirty (30) days after being notified by the City.
6. Persons, partnerships, corporations, associations, or joint venturers awarded a contract by
the City of South Bend through its agencies, boards, or commissions shall not discriminate
against any employee or applicant for employment in the performance of a City contract with
respect to hire, tenure, terms, conditions, or privileges of employment, or any matter directly or
indirectly related to employment because of race, sex, religion, color, national origin, ancestry,
age, or disability that does not affect that person's ability to perform the work.
In awarding contracts for the purchase of work, labor, services, supplies, equipment, materials,
or any combination of the foregoing including, but not limited to, public works contracts
awarded under public bidding laws or other contracts in which public bids are not required by
law, the City, its agencies, boards, or commissions may consider the Contractor's good faith
efforts to obtain participation by those Contractors certified by the State of Indiana as a Minority
Business ("MBE") or as a Women's Business Enterprise ("WBE") as a factor in determining
the lowest, responsible, responsive bidder.
In no event shall persons or entities seeking the award of a City contract be required to award a
subcontract to an MBE/WBE; however, it may not unlawfully discriminate against said
WBE/MBE. A finding of a discriminatory practice by the City's MBEIWBE Utilization Board
shall prohibit that person or entity from being awarded a City contract for a period of one (1)
year from the date of such determination, and such determination may also be grounds for
terminating the contact for which the discriminatory practice or noncompliance pertains.
7. The undersigned contractor agrees that the following nondiscrimination commitment
shall be made a part of any contract which it may henceforth enter into with the City of South
Bend, Indiana or any of its agencies, boards or commissions.
F-Non-Collusion Non -Debarment Affidavit Non Iran Form 2012
Contractor agrees not to discriminate against or intimidate any employee or applicant for
employment in the performance of this contract with privileges of employment, or any matter
directly or indirectly related to employment, because of race, religion, color, sex handicap,
national origin or ancestry. Breach of this provision may be regarded as material breach of
contract.
1, the undersigned bidder, or agent as contractor on a public works project, understand my
statutory obligations to the use of steel products or foundry products made in the United States
(I.C. 5-16-8-1). 1 hereby certify that I and all subcontractors employed by me for this project will
use steel products or foundry products on this project if awarded. I understand that violations
hereunder may result in forfeiture of contractual payments.
I hereby affirm under the penalties of perjury that the facts and information contained in the foregoing bid for
public works are true and correct.
, Dated this "11 Z> day of -:5, 20
Contractor/Bidder (Firm)
Signature of Contractor/Bidder or Its Agent
D /k Z
Printed Name and Title
Subscribed and sworn to before me this c day of 20
My Commission Expires 01:JA b
Notary OubliiJ)—
County of Residence e2 S e-"
Hazel Mead
m. Resident OP
St. Joseph County
My GornmissbnExpires 4/1012024
b®r
F-Non-Collusion Non -Debarment Affidavit Non Iran Form 2012
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date 1-16-2018
Name
Santiago Garces
Department
Innovation & Tech
BPW Date
1-23-18
Phone Extension
7652
Legal ® Attorney Name Schmidt
Controller ® Controller review is required for all Contracts $5,000.00 or more and
greater than one year in length per the City Purchasing Policy
Purchasing
U Agreement
❑ Contract ❑ Proposal ❑ Addendum
® Professional Services
❑ Resolution
❑
Bid Opening
❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet
❑
Quote Opening
❑ Quote Award
❑ Change Order No.
❑ CIO & PCA No. ❑ PCA
❑ Ease/Encroach.
❑ Traffic Control
I-1 Other:
Company or Vendor Name EnFocus
New Vendor
❑ Yes ® No ❑ If Yes, Approved by Purchasing
MBEIWBE Contractor
❑ MBE ❑ WBE
MBEIWBE Contractor
Requested ❑ No ❑ Yes Name of Company
Project Name
Project Number
Funding Source
IT Professional Services
Account No.
279-0672-415-31-06
Amount
$ 76,500
Terms of Contract
1I1I2018 — 12/21/2018
Purpose/Description
Consulting Engagement — Cross Portfolio IT Project Management
®Required Contractor's Certification Form Attached (Non -
Collusion, Non -Discrimination, Non -Debarment, E-Verify, Iran, etc.
❑
Increase $
Amount of
❑
Decrease $
Previous Amount
$
Current Percent of Change: %
New Amount
$
Total Percent of Change: %
Dispersal After Approval
Copy Original
® ❑
Santiago Garces
® ❑
Dan O'Connor
® ❑
Jen Hockenhull