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Home My WebLink AboutContract 52231-R2CSC No.52231-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE February 25, 2021 Deccan International Attn: Latha Nagaraj,President and CEO 5935 Cornerstone Ct.W, Suite230 San Diego,CA 92121 Re: Contract Renewal Notice Contract No. CSC No. 52231 (the "Contract") Renewal Term No. 2: May 1, 2021 through April 30, 2022 The above referenced Contract with the City of Fort Worth expires on April 30, 2021 (the Expiration Date"). Pursuant to the Contract, 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 (1) year period, which will begin immediately after the Expiration Date. All other terms and conditions of the Contract remain unchanged.Please return this signed acknowledgement letter, along with a copy of your current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. To ensure that your company information is correct and up-to-date,please log onto PeopleSoft Purchasing at https://www.fortworthtexas.gov/departments/finance/purchasing If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Amy Gerdes Administrative Technician 200 Texas Street Fort Worth, TX, 76102 Amy.gerde s(rb fortworthtexas.gov 817) 392 - 2473 OFFICIAL RECORD CITY SECRETARY Contract Renewal FT. WORTH, TX ACCEPTED AND AGREED: CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and Ya e i-Wa u tatm administration of this contract, including By: Valerie Washington(Mar 5,20 10:34 CST) ensuring all performance and reporting Name: Valerie Washington requirements. Title: Assistant City Manager By: Steven Vandever(Feb 26,202109:29 CST) APPROVAL RECOMMENDED: Name: Steven Vandever Title: Sr. IT Solutions Manager APPROVED AS TO FORM AND By: LEGALITY: Name: Kevin Gunn Title: Director, IT Solutions o4 4nnu t Q`j O OFOR' a By; JB Strong(Mar 4, 21 14:57 CST) ATTEST: 016.o Po Name: John Strongo 0.0° d00 ° Title: Assistant City Attorney P 0 a00 a>zbl 000000 p CONTRACT AUTHORIZATION: By: U nnaoo M&C: NA Name: Mary J. Kayser Date Approved: NA Title: City Secretary Form 1295 Certification No.: NA Deccan International ILA-1\1 By: Latha Nagaraj(Feb 25,2021 13:53 PST) Name: Latha Nagarai Title: President and CEO OFFICIAL RECORD CITY SECRETARY Contract Renewal FT. WORTH, TX 9444 Waples St., Suite 300 San Diego, CA 92121 858.764.8400 I www.deccanintl.com March 26, 2021 Fort Worth Fire Department IT Solutions Department 1000 Throckmorton St. Fort Worth, TX 76102 Attn: Anabelle Pannell RE: Updated Maintenance Renewal Notification Dear Anabelle, As you may be aware, your next maintenance period for the following software application(s) will begin on 5/1/2021. To assist your department in planning for maintenance renewal, please accept this letter as a notification of the Maintenance Fees for the time period of 5/1/2021 – 4/30/2022: Software Application Amount LiveMUM $24,822 LiveMUM Server $3,173 TOTAL $27,995 If you have any questions, please contact me by phone at 858-764-8374 or by e-mail at pangm@deccanintl.com. We greatly value our relationship with the department and look forward to many more years of serving al l of your support and maintenance needs. Thank you for giving us the opportunity to continue to support your departme nt! Best Regards, Pang Moua Office Manager 1 Soto, Vania Elizabeth From:Pannell, Anabelle Sent:Tuesday, March 30, 2021 9:52 AM To:Soto, Vania Elizabeth Cc:Gerdes, Amy K; Strong, JB Subject:FW: Fort Worth - LiveMUM Maintenance Invoice Attachments:Contract 52231-R2.pdf Vania, Please see the below string. The vendor provided an incorrect quote and JB approved replacing the document in laserfiche as long as the vendor approved. The attached document is the same letter that is in laserfiche, I have just replaced the quote (page 3) with the updated quote. Please let me know if there is anything you need from me to make this correction. Thank you, Anabelle From: Pang Moua <pangm@deccanintl.com> Sent: Friday, March 26, 2021 11:49 AM To: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov> Cc: Gerdes, Amy K <Amy.Gerdes@fortworthtexas.gov> Subject: Re: Fort Worth ‐ LiveMUM Maintenance Invoice CAUTION: This email originated from outside of the City of Fort Worth email system. Do not click any links or open attachments unless you recognize the sender and know the content is safe. Dear Anabelle, Enclosed please find the correct quote. Please use this quote for the renewal. Apologies again for the calculation error and feel free to contact me if you have any questions. Warm Regards, Pang From: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov> Sent: Friday, March 26, 2021 8:51 AM To: Pang Moua <pangm@deccanintl.com> Cc: Gerdes, Amy K <Amy.Gerdes@fortworthtexas.gov> Subject: FW: Fort Worth ‐ LiveMUM Maintenance Invoice Pang, Please see the below. Please send a copy of the correct quote and provide written approval to use the executed renewal letter. We will replace the quote and have the City Secretary’s Office replace it as the official copy. 2 Thank you, Anabelle From: Strong, JB <John.Strong@fortworthtexas.gov> Sent: Friday, March 26, 2021 10:24 AM To: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov> Subject: RE: Fort Worth ‐ LiveMUM Maintenance Invoice If we get an email from the Vendor authorizing us to replace the quote, then I’m ok with doing that. We’ll work with the City Secretary’s office to make it happen. John B. Strong (JB) Senior Assistant City Attorney 200 Texas St. Fort Worth, TX 76102 (817) 392-7627 John.Strong@fortworthtexas.gov City of Fort Worth – Working together to build a strong community. RECIPIENTS - PLEASE CONTACT ME PRIOR TO FORWARDING MESSAGES DESIGNATED AS ATTORNEY-CLIENT COMMUNICATIONS. This e-mail and any files transmitted with it are confidential and are intended solely for the use of the individual or entity to which they are addressed. This communication may contain material protected by the attorney-client privilege. If you are not the intended recipient or the person responsible for delivering the e-mail to the intended recipient, be advised that you have received this e-mail in error and that any use, dissemination, forwarding, printing, or copying of this e-mail is strictly prohibited. If you have received this e-mail in error, please immediately notify John B. Strong at the City of Fort Worth City Attorney's Office (817) 392-7627. From: Pannell, Anabelle Sent: Friday, March 26, 2021 9:52 AM To: Strong, JB <John.Strong@fortworthtexas.gov> Subject: FW: Fort Worth ‐ LiveMUM Maintenance Invoice JB, The vendor gave a quote that was incorrect and it was attached to the renewal letter that was executed. What can I do to get this corrected? Do I need to reroute a new letter or can I have CSC just replace it with the same letter but different quote? Thank you, Anabelle From: Pang Moua <pangm@deccanintl.com> Sent: Thursday, March 25, 2021 12:18 PM To: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov> Subject: Re: Fort Worth ‐ LiveMUM Maintenance Invoice CAUTION: This email originated from outside of the City of Fort Worth email system. Do not click any links or open attachments unless you recognize the sender and know the content is safe. 3 Ok. The itemize fee is correct, however the total is incorrect. From: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov> Sent: Thursday, March 25, 2021 10:16 AM To: Pang Moua <pangm@deccanintl.com> Subject: RE: Fort Worth ‐ LiveMUM Maintenance Invoice Pang, I will have to talk to my legal department to determine how to correct this as the renewal letter (with the quote attached) has already been filed with our City Secretary’s Office. We will not be able to process the higher amount as is. Thank you, Anabelle From: Pang Moua <pangm@deccanintl.com> Sent: Thursday, March 25, 2021 12:13 PM To: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov> Subject: Re: Fort Worth ‐ LiveMUM Maintenance Invoice CAUTION: This email originated from outside of the City of Fort Worth email system. Do not click any links or open attachments unless you recognize the sender and know the content is safe. Hi Anabelle, I just noticed that the total on the quote notification is incorrect. The total for this upcoming maintenance period should be $27,995 and not $27,180. It was a clerical calculation error on my part. Please let me know if we need to do anything to correct this. Warm Regards, Pang Moua Office Manager / Executive Assistant ∙ Deccan International 858.764.8374 (w) ∙ 858.732.1562 (c) ∙ pangm@deccanintl.com 9444 Waples Street ∙ Suite 300 ∙ San Diego, CA 92121 From: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov> Sent: Thursday, March 18, 2021 8:43 AM To: Pang Moua <pangm@deccanintl.com> Cc: Gerdes, Amy K <Amy.Gerdes@fortworthtexas.gov> Subject: RE: Fort Worth ‐ LiveMUM Maintenance Invoice Thanks, Pang! Thank you, Anabelle 4 From: Pang Moua <pangm@deccanintl.com> Sent: Thursday, March 18, 2021 10:33 AM To: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov> Cc: Gerdes, Amy K <Amy.Gerdes@fortworthtexas.gov> Subject: Re: Fort Worth ‐ LiveMUM Maintenance Invoice CAUTION: This email originated from outside of the City of Fort Worth email system. Do not click any links or open attachments unless you recognize the sender and know the content is safe. Hi Anabelle, We will resubmit the invoice when we receive the PO in a few weeks. I'll follow up with you sometime in April. Warm Regards, Pang From: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov> Sent: Thursday, March 18, 2021 6:31 AM To: Pang Moua <pangm@deccanintl.com> Cc: Gerdes, Amy K <Amy.Gerdes@fortworthtexas.gov> Subject: RE: Fort Worth ‐ LiveMUM Maintenance Invoice Hi Pang, Please remember that we cannot be invoiced until a PO is issued as we have no way of processing it. Additionally, if the invoice dates precedes the PO date, it is considered an “After the Fact” in the system and is an audit finding for us because it appears that we ordered the services without a PO in place. This is all in accordance with our City policy. I’ve asked AP to delete this invoice for now and we will request a new one from you when the PO is issued. If you remember last year, Purchasing allowed us to issue a PO 1 week prior to the renewal term of 5/1. This will need to happen the same way this year. Thank you, Anabelle From: Pang Moua <pangm@deccanintl.com> Sent: Wednesday, March 17, 2021 5:31 PM To: Supplier Invoices <Supplierinvoices@fortworthtexas.gov> Cc: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov> Subject: Fort Worth ‐ LiveMUM Maintenance Invoice CAUTION: This email originated from outside of the City of Fort Worth email system. Do not click any links or open attachments unless you recognize the sender and know the content is safe. Dear Accounts Payable, We are forwarding you the enclosed invoice for the annual LiveMUM maintenance renewal. Invoice 3041 - $27,995 5 Please kindly reply to this email confirming receipt of the enclosed invoice. Feel free to contact us should you have any questions. Best Regards, Pang Moua Office Manager / Executive Assistant ∙ Deccan International 858.764.8374 (w) ∙ 858.732.1562 (c) ∙ pangm@deccanintl.com 9444 Waples Street ∙ Suite 300 ∙ San Diego, CA 92121