HomeMy WebLinkAboutContract 48334-A1 1ar,.R1'SECRETARY 1
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CITY OF FORT WORTH DEC 2 12017 accompany s4med Order Foan
CITY SECRETARY TefmM&te*Order Form
This Taml4latef D }ss id tified as an(check tae):
❑ Initial Order(the flat order) OR ® Additional Order(an Initial Order exists)If this is an Additional
Order,Customer's cmmwt Number of Uson.
AM 16 CM AM hosting 16 CM Hosting TMA
L CUSTOMER INFORMATION FOR SHIPPING AND BILLING.
ScArl Tn: &1W. (if di Tcreut from Sold To)
Customer. City of Fort Worth
Att: Tom Won
Address: 1000 Md=Q=M.5t
City,State,Zip Fort Worth.TX 76102
Phone Number 817-392-6135
Fax Number.
Email Address:
2. TEAMMATE-SELECTIONS AND FEES.Customer is Hceoskg Teammate with the following selections and comespaading
ices.(Select all that apply)
Selections Number of Umn Initial Fee
®TeamMate AM-Audit Ntasg anent 4 n 1,436.00
❑TeamMme CM-Controls Management
®TeamCloud—AM Hoftiog* 4 $4,32D.00
❑Te=Cloud—CM Hosting+
Agreement Terms: The TeamMatc Software,Support and related Setvicex are provided under the Teammate*Global license,
Support and Services A,gnenstat,incogx mied heroin by reference sod located at hM IE
gist$andated-for-wkfs-�r-hosting a�odE except to the extent there already exists a written agmemeat between Customer wad
Iicemos coveting such Software,Support and related Se:nme,in which case the Software,Support and related Services are
provided under such existing written agreement(as appilkable,the"Agreement").
Suppose: The Perpetual license Support for TeamMste AM/CM a provided at no additional charge to Customer dating the
initial twelve(12)month period fc&miug the Effective Date. The Support Fee for each Beers is presently set at twenty percent
RW*)of the then t bice i Fee. The Icense Fee and SupportFac Eric famre periods are tablxt to cbaoge by IaoeAwr
without notice to C mbanint,*Hafting Storage:Hosting iachidc:one Opbym(1GB)of production stooge per UWL Additiom
may be subject to additional fees.
Selections Number of Users Initial Fee
❑TeamMate Amulytica
Agreement Terms: Theism- fate Analytics Softwam Support and related Services are provided for under the TeatnMate
Analytics License,Support and Services Agreement,incorporated herein.by reference sod locate at
://t sn m2tesohitions.om/tea_mma - nn. iu-s =rnt-pdf(the"Team04late Aaalytus Agree: me).
Support: The Perpetnai license Support for Teammate Analytics is provided at no additional ch2z to Customer dursog die
initial twelve(12)month period following the Effective Date. The Support Fee for;Z TeamMate Analyucsi licc 2se n POO.00.
The License Fee and Support Fee for future periods are subjw sub' to change by licensor
I CITY SECRETARY
TeamMate Order Form 5-1-16 CONFIDENTIAL I FT.WORTH,TX page 1
L =____
Ancillary Service(s)Selections Number of Days/Reports Fees/Day or Extended
(as applicable) Fees/Report Price(Fees&
Expenses)
Implementation Consulting Days $3,000.00 Per bay
❑TeamEWP*
❑TeamRisk
❑TeamScbedule
❑TesmTEC
❑Twocentral
❑Teammate CM*
*Mtmdatory Two Days
Training* Days $3,000.00 Per Day
❑TeatoEWP
❑TeamRisk
❑TeamSchedule
❑Testa TEC
❑TcamCentml
❑Teammate CM
*Training is limited to 20 attendees and all tt siting is onsite
at Customer's location.
1T Services—Onsite Installation/Data Migration Days $2,500.00 Per Day
El IT Services—Remote Installation/Data Migration Days $1,875.00 Per Day
IT Services—Hooting Set-Up Days $1,875.00 One
Time Set Up Fee
Custom Reports Rep-ts Per Report
❑Custom Suite Report
❑TeamEWP ReW Training(includes fiw fq)W)
*Custom Reports include complimentaq upgrade services
fix 18 months from Date of Order
Miscellaneous Services
Description:
Project Management Services:
❑New Customer(1 to 30 Users) wenty percent W%)of 7 kense Fees
❑New Customer(31 to 100 Users)-Fiftxa percent(15%)of License Pam
❑New Custntner(aver 100 Users)-Ten percent(109'4)of License Fees
❑Mytration/Upgnide for existing Customer—Twenty percent 20% of Total Service Fees
Champion Services
❑30 Hours-$7,500
❑50 Hours-$11,250
❑100 Hours $20,000
Custom
®Wed as incurred or El Included in the fees above at /Day or Other-Co_manents:
Total Fees $0,756.00
Cancellation Notice:There is a twenty-five percent(259A)per day cancellation fee for ctncellotion of any Services by Customer within
three(3)weeks of the scheduled date for such Services. In addition.,in the event Customer prepays for any Services and thea chooses
not to receive such Services within one(1)year of such payment„the amounts paid for such Services hereunder shall be deemed
forfeited
3. EXECUTION OF ORDER FORM.By executing this Order Pomo,Customer is hereby agreeing to be bound the terms of the
Agreement or the Teammate Analytics Agreement as applicable. This Order Fonio may contain additional terms and conditions
which are not coosistcat with the teems of the Agsameat or the TeamMate Anslyties Agteemeat and which are agreed to by the
parties herein("Additional Terms'). Acceptance of the Agreement or the TeamMate Analytics Agreement will not be deemed to
amend or supersede any such Additional Teens,which s6U be deemed to be incocpoutal into the Agreement or the To mMate
Aa*ttcs Agreement by the parties. Any defined tern not defined in the Order Form,shall be as defined in the Agreement or the
Teammate Analytics Agreement.
TeamMate Order Form S-1-16 CONFIDENTIAL Page 2
4. ADDITIONAL BUSINESS TERMS(IF ANY). Maintenance and support ezterxW from 12 to 18 months on these new users.
5. SPECIAL BILL NG INSTRUCTIONS(IF ANI). (If electronic invoicing is required please provide the name of tate client
system and any fiuther instructions):
6. SIGNATURES. Customer and WKFS are required to sign this Order Folin.
W L R [AL SERVICES,INC. CUSTOMER
Crit OF FORT WORTH
Au ooze Rep en ' e Authol' Represeatati -`
114 , .ji�/"` , S�Cj,v'xl 31z'....i iC j Chu S -12� I"-�y`
Print N e and Tide ' Print N ea�ide-
r2 p ea
Effecri Date(date signed by WKFS) Date Signed
TeamMate Order Four 5-1-16 CONFIDENTIAL. Page 3
CSC No.
ATTEST:
/ OF FORT.
Mary J.Ka i cre
Date: �/' ! ~
.�= 295:
M&C No.
r
AS
RECOMMENDED BY: /
Patrice Randle Date:/-,.7-10 7
Director,City Auditor
APPROVED AS TO FORM AND LEGALITY:
By: ' s C . KeW till
Printed Name and Date: Si nat
Assistant City Attorney
Contract Compliance Manager:
By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract,including
ensuring all performance and reporting requirements.
Printed Name f Employee ignature
Title
OFFICIAL.RECORD
CITY B'CRETARY
FT.WORM,TX
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 9/27/2016 '' ' • ::'
DATE: Tuesday September 27, 2016 REFERENCE NO.: —P-1 1937
LOG NAME: 13P15-0296 WORKING PAPERS SS AUDIT
SUBJECT:
Authorize Purchase Agreement for Installation, Software Licenses and Maintenance, and Hosting Services
of Automated Working Papers Solution Software with Wolters Kluwer Financial Services, Inc.. in the
Amount of$110,000.00 for the First Year for the Internal Audit Department (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize a Purchase Agreement for installation, software licenses
and maintenance, and hosting services of the automated working papers solution software with Wolters
Kluwer Financial Services, Inc., in the amount of$110,000.00 for the first year for the Internal Audit
Department.
DISCUSSION:
The Internal Audit(IA) Department will utilize this Purchase Agreement for automated working papers
solution software, installation, training, hosting and travel expenses to replace the current manual auditing
process. Automated working papers solutions are best practice that bring efficiencies to the required audit
documentation and audit review process. The automated working papers solution offers a paperless, web-
based audit managing tool, which manages and tracks auditing projects to eliminate time-consuming and
wasteful barriers associated with manual and tedious audit review process and disconnected electronic
files.
The first year of the Agreement shall be for the initial purchase and installation of the solution in the
amount up to$110,000.00. The annual cost for renewal terms shall be$31,280.00($14,000.00 for
Licenses and Maintenance and $17,280.00 for Hosting).
Local Cities utilizing Automated Working Papers
city Shop Size Automated Implementation
_ Working Papers ,Pate _
San_Antonio__ 23 J Yes 2012
Dallas _ 22 _ Yes _ !F_Y2008
Austin 21 Yes IFY2011
Fort Worth 15 _ _ No _ _ IN/A
DFW Airport 14 __ Yes (FY2011 _)
Houston _ _' 11 Yes FY2014
BID ADVERTISEMENT-A Request for Proposals (RFP)was advertised in the Fort Worth Star-Telegram
Logname: 13PI5-0296 WORKING PAPERS SB AUDIT Page 1 of 3
on September 2, 2015, September 9, 2015, September 16, 2015, September 23, 2015, September 30,
2015 and October 7, 2015. The evaluation factors included qualifications and references, customer
support, software functionality, hosting services and cost. Eighty-seven vendors were solicited from the
purchasing vendors database system; three responses were received. The proposals were reviewed by
the evaluation panel that consisted of members from the Internal Audit Department. The proposal from
Wolters Kluwer Financial Services, Inc. was found to present the best value to the City.
PRICE ANALYSIS —The City has no purchasing history for this type of software. Staff reviewed and
determined this pricing to be fair and reasonable.
M/ BE -A waiver of the goal for MBE/SBE subcontracting requirements was requested by the
Purchasing Department and approved by the MI BE Office, in accordance with the BDE Ordinance,
because the purchase of goods or services is from sources where subcontracting or supplier opportunities
are negligible.
ADMINISTRATIVE CHANGE ORDER-An administrative change order or increase may be made by the
City Manager in the amount of$27,500.00 and does not require specific City Council approval as long as
sufficient funds have been appropriated.
AGREEMENT TERM-Upon City Council's approval this Agreement shall begin on September 28, 2016,
and expire on September 27, 2017.
RENEWAL OPTIONS—This Agreement may be renewed for up to four successive one-year terms at the
City's option. This action does not require specific City Council approval, provided the City Council has
appropriated sufficient funds to satisfy the City's obligation during the renewal term.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendation, funds are available within the
project budget, as appropriated in the General Capital Projects Fund and that prior to an expenditure
being made,the Internal Audit Department has the responsibility to validate the availability of the Funds.
BQN\15-0296\SB
FUND IDENTIFIERS (FIDs):
TO
Fund Department ccounti Project Program ctivity Budget Reference # moun
ID ID Year Chartfield 2
FROM
Fund Department ccoun Project 'Program ctivity Budget Reference # moun
ID ID Year I (Chartfeld 2)
CERTIFICATIONS:
Submitted for City Manager's Office by David Cooke (6116)
Originating Department Head: Patrice Randle (6132)
Jack Dale (8357)
Additional Information Contact: Sheila Baker (8356)
ATTACHMENTS
1. 15-0296 WAIVER SIGNED UPDATED.pdf (CFW Intemal)
2. Reauisition.ndf (CFW lntemal)
Logname: 13P15-0296 WORKING PAPERS SB AUDIT Page 2 of 3
3. Wolters EPLS.pdf (CFW Intemal)
4. Wolters Kluwer 1295 Form.pdf (Public)
Logname: 13P15-0296 WORKING PAPERS SB AUDIT Page 3 of 3
FORTWORTH
To: Allison Tidwell, City Secretary's Office
From: Denis C. McElroy, Assistant City Attorney
Date: October 29, 2018
Subject: TeamMate Software License
This memo is a follow up to the recent inquiry regarding the TeamMate® Order Form
that bears a Fort Worth City Secretary date stamp of December 28, 2017, and which is
currently identified as Fort Worth City Secretary Contract 48334-R2. As described in
more detail below, I do not think that document is accurately recorded as it is not a
renewal.
A little history might help better explain the situation. In the fall of 2016, the City
executed an initial order with Wolters Kluwer Financial Services for 16 licenses for the
company's TeamMate® software for the Internal Audit Department. That TeamMate®
Order Form, which was recorded as Fort Worth City Secretary Contract 48334 (the
"Base Contract"), had an .initial term of one year and four renewal options of one year
each. The one-year first renewal of the Base Contract was executed in the fall of 2017
and recorded as Fort Worth City Secretary Contract 48334-R1.
In December 2017, the Internal Audit Department determined that four additional
licenses were needed, and a second TeamMate® Order Form was submitted. The
order form was executed less than two months into the first renewal period of the Base
Contract under CSC 48334-R1, and the form does not purport to impact the renewal or
the terms of the first sixteen licenses in any way. Nevertheless, the second order form
was recorded as CSC 48334-R2.
In my opinion this second order form should not be labelled as a renewal of the Base
Contract but could be properly characterized as either a separate contract or an
addendum to the Base Contract. Because of the common purpose and interconnection
between the two sets of licenses, I would recommend the second order form be labelled
as an addendum.
I would propose that the recently executed renewal for the initial sixteen (16) licenses for
a second one-year renewal period be recorded as CSC 48334-R2.
NOTE - The second order form has its own stated initial term of eighteen months, which
means those four licenses will not need to be renewed until spring of 2019. My
recommendation to Internal Audit is to seek a partial year renewal for those four licenses
next spring so that all 20 licenses will have the same renewal date beginning with the
third renewal in the fall of 2019.
Please contact me at (817) 392-2758 if you have any questions.