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Home My WebLink AboutContract 46693-R2 Q' t.i� �� CSC No._46693-R2 a 19 `�° CIT`' 0IF I+ORT WORTH ' CONTRACT RENEWAL NOTICE April i 141 2017 1'� Wa CITY SECRETARY Oracle America CONTRACT NO. P.O.Box 9001 Pleasantville,CA 94566-9001 Re: NOTICE OF CONTRACT RENEWAL Contract No. CSC No.46693(also known as that certain Ordering Document between City of Fort Worth(the "City")and Oracle America,Inc. ("Oracle")dated May 22,2015("the Contract')) Renewal Term No.2:May 26,2017 to May 25,2018 The above referenced Contract will expire on May 25, 2017. Pursuant to the Contract, renewals are at the mutual agreement of the parties. This letter is to inform you that the City requests renewal of the Contract for an additional one year period,which will begin immediately upon the expiration of the current term and will end on May 25, 2018. All other terms and conditions of the Contract remain unchanged. Please return this signed Contract Renewal Notice, along with a copy of your current insurance certificate, to the address set forth below. The parties hereby agree to the renewal of the Cloud Services(as defined in the Contract)pursuant to and in accordance with the terms and conditions of the Contract. If you have any questions concerning this Contract Renewal Notice,please contact me at the telephone number listed below. Sincerely yours, Jane Rogers,Buyer FMS Jane.Ro_ers e,fortworthtexas.gov Purchasing Division 817-392-8385-Direct 817-392-8440-Fax By: Date: Apr 27, 2017 Printed Name and Title James Sharpe Deal Specialist-Centralized Workflow Signature CITY OF FORT-)VORTH:> ATTEST -2�✓ Jay apa,Assistant i manager Mary J. Kayser, t eVyraryl Date: M&C No. C-27299 RECOMMENDED BY: k Name and Title , j XAS Memorandum of Insurance (MOI) Page 1 of 3 Memorandum of Insurance DATE MEMORANDUM OF INSURANCE 04-May-2017 This Memorandum is issued as a matter of information only to authorized viewers for their internal use only and confers no rights upon any viewer of this Memorandum. This Memorandum does not amend, extend or alter the coverage described below. This Memorandum may only be copied,printed and distributed within an authorized viewer and may only be used and viewed by an authorized viewer for its internal use. Any other use, duplication or distribution of this Memorandum without the consent of Marsh is prohibited. "Authorized viewer" shall mean an entity or person which is authorized by the insured named herein to access this Memorandum via https://online.marsh.com/marshconnectpublic/marsh2/public/moi?client=149137216. The information contained herein is as of the date referred to above. Marsh shall be under no obligation to update such information. PRODUCER COMPANIES AFFORDING COVERAGE Marsh USA Inc. dba Marsh USA Risk & Co.A National Union Fire Insurance Co. of Insurance Services ("Marsh") Pittsburgh INSURED Co.B Safety National Casualty Corp Oracle Corporation/Oracle America, Inc. Co.0 500 Oracle Parkway Co.D Redwood City California 94065 Co.E United States COX COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS MEMORANDUM MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS CO POLICY POLICY LIMITS LTR TYPE OF INSURANCE POLICY NUMBER EFFECTIVE EXPIRATION LIMITS IN USD UNLESS OTHERWISE DATE DATE INDICATED A GENERAL GL3796632 01-JUN- 01-AUG- IGENERAL USD LIABILITY 2016 2017 JAGGREGATE 5,000,000 Commercial General PRODUCTS - USD Liability COMP/OP AGG 5,000,000 Occurrence PERSONAL USD AND ADV 5,000,000 INJURY EACH USD OCCURRENCE 5,000,000 F- 1F I file:///C:/Users/wbailey/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Fi1... 5/8/2017 Memorandum of Insurance (MOI) Page 2 of 3 FIRE DAMAGE USD (ANY ONE 5,000,000 FIRE) MED EXP (ANY USD 25,000 ONE PERSON) A AUTOMOBILE CA57742134- 01-JUN- 01-AUG- COMBINED USD A LIABILITY AOS 2016 2017 SINGLE 5,000,000 Any Auto CA77242133- OI UN- 01-AUG- LIMIT MA 2016 2017 BODILY INJURY (PER PERSON) BODILY INJURY (PER ACCIDENT) IPROPERTY -IDAMAGE A EXCESS 19086942 01-JUN- 01-AUG- EACH USD LIABILITY 2016 2017 OCCURENCE 10,000,000 Umbrella Form AGGREGATE USD 10,000,000 GARAGE AUTO ONLY LIABILITY (PER ACCIDENT) OTHER THAN AUTO ONLY: EACH ACCIDENT AGGREGATE 11 B WORKERS LDM0500082 01-APR- 01-APR- WORKERS B COMPENSATION/ PS0500081 2017 2018 COMP EMPLOYERS O1-APR- 01-APR- LIMITS LIABILITY 2017 2018 EL EACH USD ACCIDENT 5,000,000 EL DISEASE - USD POLICY 5,000,000 LIMIT EL DISEASE - USD EACH 5,000,000 EMPLOYEE file:///C:/Users/wbailey/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Fi1... 5/8/2017 Memorandum of Insurance (MOI) Page 3 of 3 IThe Memorandum of Insurance serves solely to list insurance policies, limits and dates of coverage. Any modifications I hereto are not authorized. MEMORANDUM OF INSURANCE DATE 04-May-2017 This Memorandum is issued as a matter of information only to authorized viewers for their internal use only and confers no rights upon any viewer of this Memorandum. This Memorandum does not amend, extend or alter the coverage described below. This Memorandum may only be copied, printed and distributed within an authorized viewer and may only be used and viewed by an authorized viewer for its internal use. Any other use, duplication or distribution of this Memorandum without the consent of Marsh is prohibited. "Authorized viewer" shall mean an entity or person which is authorized by the insured named herein to access this Memorandum via https://online.marsh.com/marshconneetpublic/marsh2/public/moi?client=149137216. The information contained herein is as of the date referred to above. Marsh shall be under no obligation to update such information. PRODUCER INSURED Marsh USA Inc. dba Marsh USA Risk& Oracle Corporation/Oracle America, Inc. Insurance Services 500 Oracle Parkway ("Marsh") Redwood City California 94065 United States ADDITIONAL INFORMATION The Memorandum of Insurance serves solely to list insurance policies, limits and dates of coverage.Any modifications hereto are not authorized. Click here for a printer-friendly version of this document. file:///C:/Users/wbailey/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Fi1... 5/8/2017 M&C Review Page 1 of 2 Official site of the City of Fort Worth,Texas CITY COUNCIL ,AGENDA FORTI ORTf1 COUNCIL ACTION: Approved on 5/19/2015 DATE: 5/19/2015 REFERENCE NO.: **C-27299 LOG NAME: 600RACLE2015 CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Payment to Oracle America, Inc., for Renewal of the Licensing and Program Support Fees for the PeopleSoft Customer Relationship Management System and Authorize Execution of Oracle RightNow Subscription Agreement for the Upgrade to the Oracle Cloud Service for the Water Department in an Amount Not to Exceed $94,975.32 Annually, Using a Cooperative Agreement (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize payment to OraclAArerica, Inc., for renewal of the licensing and program support fees for the PeopleSoft Customer Reldtion..§hip�Vlanagement System and .. authorize execution of Oracle RightNow Subscription Agreement for the upgra2.e to the Oracle Cloud Service for the Water Department in an Amount Not to Exceed $94,975.32 Annually, Using Department of Information Resources Contract No. DIR-TSO-2539. DISCUSSION: In March of 2004, the City entered into an Assignment Agreement with.MWH Americas and PeopleSoft USA (acquired by Oracle America Inc., (Oracle) in 2004) for the-license to use and implement the PeopleSoft Customer Relationship Management System (CRM) software. CRM provides a case management tool for the 550,000 plus customer contacts the Water Utility handles on a yearly basis. This software is integrated with Maximo, the Work Order Management System to provide a seamless movement of information for critical customer cases. In 2011, the Water D.epartm.ent renewed the Agement with Oracle for an additional four years. This Agreement expired on March 25, 2015. The renewal cost of this , annual contract is $94,972.05. The Water Department will be upgrading the current CRM software to Oracle,RightNow,hosted as part of r Oracle Cloud Services. The current licensing metric requires irkPerRQntel license'fe�iincreases based on the department's base budget at the contract's inception in 2004. For each base budget increase of$25 million, the license fee contractually increases by $20,258.00 which causes a proportional increase in annual program support fees. Approval of the Subscription Agreement will allow the department to migrate to Oracle RightNow and take advantage of licensing fees based on the number of users.. Following the migration, the remaining licensing and support costs for the service period from March 25, 2015 to March 24, 2016 will be applied towards the Oracle RightNow subscription costs. In order to obtain discounted pricing on the subscription needed to migrate the licenses to Oracle RightNow, the Water Department is recommending that the City Council authorize the execution of the Oracle RightNow Subscription Agreement in the amount of$94,975.32 by the deadline of May 31, 2015. Staff will return to City Council for approval of the professional services for the migration at a later date. Oracle is the documented sole-source vendor for these services because of patents and copyrights. PRICE ANALYSIS -The prices were obtained using Department of Information Resources (DIR) Contract No. DIR-TSO-2539. The DIR contract offers fixed discounts for these services. Water Information Technology staff has reviewed the pricing and determined it to be fair and reasonable. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies any state law requiring that the local government seek http://apps.cfwnet.org/council_packet/me_review.asp?ID=21149&councildate=5/19/2015 5/10/2017 M&C Review Page 2 of 2 competitive bids for the purchase of the item. DIR contracts were competitively bid to increase and simplify the purchasing power of government entities. ADMINISTRATIVE CHANGE ORDER -An administrative change order or increase may be made by the City Manager in an amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. M/WBE OFFICE -A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Water Department and approved by the M/WBE Office, in accordance with the BIDE Ordinance, because the purchase of goods or services are from source(s)where subcontracting or supplier opportunities are negligible. AGREEMENT TERMS - Upon City Council approval, this Agreement shall be effective beginning March 25, 2015 and end on March 24, 2016. RENEWAL OPTIONS -This Agreement may be renewed for four additional one-year terms at the City's option in accordance with the terms of the DIR contract. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy,the City's obligations during the renewal term. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds are available in the current budget, as appropriated, of the Water and Sewer Operating Fund. There is currently$1,440,098.00 allocated in the budget for services related to this type of activity with $116,403.99 available as of May 13, 2015. Upon execution of the payment, remaining funds will be $21,428.67. TO Fund/Account/Centers FROM Fund/Account/Centers PE45 537100 0604012 $47,487.66 PE45 537100 0704012 $47,487.66 Submitted for City Manager's Office by: Fernando Costa (6122) Originating Department Head: John Carman (8246) Additional Information Contact: David Holt(2515) ATTACHMENTS http://apps.cfwnet.org/council_packet/mc review.asp?ID=21149&councildate=5/19/2015 5/10/2017