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Home My WebLink AboutContract 35728-R11 CSC No.35728-R11 APPLICATION SOFTWARE RENEWAL AGREEMENT ELEVENTH CONTRACT RENEWAL OF CSC NO. 35728 FOR MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM This Contract Renewal Agreement (the "Agreement") is made and entered into by and between the City of Fort Worth, a home-rule municipal corporation of the State of Texas, located within Tarrant, Denton, and Wise Counties, (hereinafter referred to as the "City"), acting by and through, its duly authorized Assistant City Manager, and CourtView Justice Solutions, Inc. d/b/a equivant (hereinafter referred to as the "Company"), a Delaware corporation with its principal offices located at 4825 Higbee Avenue,NW, Suite 101, Canton, Ohio 44718 acting by and through Becky Kelderhouse, its duly authorized General Manager, to provide application software support services. RECITALS WHEREAS,on January 1,2007,the City entered into an Agreement with the MAXIMUS, Justice Solutions Division to provide application software support services (M&C G-15785, City Secretary Office (CSO) Contract No. 35728) (the "Original Agreement"); and WHEREAS, on October 16, 2009, the City entered into an amendment to CSO Contract No. 35728 with Company, which assigned all responsibilities under the Original Agreement from MAXIMUS, Justice Solutions Division to Company; and WHEREAS, the initial term of the Original Agreement expired December 31, 2011; and WHEREAS, the Original Agreement has been renewed annually through December 31, 2021; and WHEREAS, The City Council approved the increased spending authority for the Original Agreement on February 6, 2018, (G-19220); and WHEREAS, The City Council approved the increased spending authority for the Original Agreement on December 11, 2018 (P-12285); and WHEREAS,the City and Company now wish to exercise this renewal option to allow for services to continue in accordance with the terms of CSC 35728, as amended, beginning on January 1, 2022 until December 31, 2022. NOW THEREFORE City and Company do hereby agree to the following: OFFICIAL RECORD CITY SECRETARY CourtView Justice Solutions Inc.dba equivant CSC NO.35728,Renewal No. I 1 FT.WORTH, TX MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM RENEWAL OF AGREEMENT 1. The Original Agreement, as amended, is hereby renewed and extended for a renewal term commencing on January 1, 2022, and expiring on December 31, 2022. 2. The Amendment to the Original Agreement, Schedule A, "Application Software Systems Covered Under this Agreement," is amended by replacing the pricing table with the following pricing table: Software Support and Maintenance Renewal Period: January 1,2022 through December 31,2022 Software 012022 022022 032022 042022 1/1/22 to 3/31/22 4/1/22 to 6/30/22 7/1122 to 9/30/22 10/1/22 to 12/31/22 CourtView Application Software Support: $19,761.50 $19,761.50 $19,761.50 $19,761.50 Case Management Judicial Management Financial Management Accounts Receivable Imaging and Workflow CourtView eAccess $11,114.50 $11,114.50 $11,114.50 $11,114.50 RAMserver API Interface Support $978.00 $978.00 $978.00 $978.00 eCitation Exchange with Review Queue and Image Handling $2,448.50 $2,448.50 $2,448.50 $2,448.50 CourtView UpdateXpress $2,331.50 $2,331.50 $2,331.50 $2,331.50 CourtView ePay $658.50 $658.50 $658.50 $658.50 Uniface Web Deployment $390.00 $390.00 $390.00 $390.00 Vista Retention Module $438.67 $438.67 $438.67 Quarterly Total $37,682.50 $38121.17 $38,121.17 $38,121.17 3. All other terms and conditions of the Original Agreement, as amended, between the City and the Company shall remain unchanged and in full force and effect, [THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK] [SIGNATURE PAGE FOLLOWS] CourtView Justice Solutions Inc.dba equivant Page 2 of 3 CSC NO.35728,Renewal No. I I MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM ACCEPTED AND AGREED: CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including By: Valerie Washington(Dec 1,202114:24 CST) ensuring all performance and reporting Name: Valerie Washington requirements. Title: Assistant City Manager Dec 1,2021 By: Steven Vandever(Nov 30,2021 14:31 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 �,adaoan�� By: ATTEST: o*°F°oRr�ad Name: Taylor Paris A�o 00 Title: Assistant City Attorney dg000 s=d ° ° d gax-/P �P'�*°°°° °o°*mod CONTRACT AUTHORIZATION: By: �a>1 nexp5bap M&C: P-12312 Name: Ronald Gonzales Date Approved: 3/19/2019 Title: Acting City Secretary CourtView Justice Solutions Inc. dba equivant By: U Z6'le Name: Becky Ifelderhouse Title: General Manager OFFICIAL RECORD CITY SECRETARY CourtView Justice Solutions Inc.dba equivant FT.WORTH, TX CSC NO.35728,Renewal No. 11 MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM 11/18/21,2:24 PM M&C Review Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA Fo 11 COUNCIL ACTION: Approved on 3/19/2019 REFERENCE ** 13PAMEND P-12285 COURTVIEW DATE: 3/19/2019 NO.: P-12312 LOG NAME: AD ITS CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. Authorize Amendment to Mayor and Council Communication M&C P-12285 to Authorize the Purchase of Additional CourtView Software and Professional Service through CourtView Justice Solutions, Inc. d/b/a equivant in the Amount of$95,334.64, Increasing the Authorization to $246,488.64 for the CourtView Case Management System for the Municipal Court Department (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize an amendment to Mayor and Council Communication M&C P-12285 to authorize the purchase of additional CourtView software and professional services through CourtView Justice Solutions, Inc. d/b/a equivant in the amount of $95,334.64, increasing the authorization to $246,488.64 for the CourtView Case Management System for the Municipal Court Department. DISCUSSION: On December 11, 2018, City Council authorized M&C P-12285 for Courtview Application software maintenance renewal beginning January 1, 2019 and expiring December 31, 2019. The software maintenance costs are a not-to-exceed amount of$133,054.00 annually. The M&C also authorized one-time professional training services for a not-to-exceed amount of$18,100.00. This amendment to M&C P-12285 requests authorization to purchase additional software modules to include CourtView2 Dashboard, CourtView2 UpdateXpress, and CourtView2 Attachitl. The software licenses will have a one-time cost of$69,841.50, with a recurring cost of$18,609.64 for maintenance and one-time costs of$6,883.50 for professional services. The software will add functionality to Municipal Court's case management system, which will enable the court to affect workflow and processes to groups of cases reducing redundant navigation, easily attach and view electronic documentation to cases en masse, and provide all divisions with a real- time application to manage existing caseloads and work queues. ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager for an amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERMS: Upon City Council approval and execution of an amendment to City Secretary Contract No. 35728, the agreement will begin on January 1, 2019 and expire December 31, 2019. RENEWAL OPTIONS: Maintenance costs for the CourtView 2 licenses will cost approximately $18,609.64 annually and be included in the annual software maintenance for CourtView Case Management System. Maintenance will be renewed annually in accordance with M&C P-12285. 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(s). A Request to Exercise Renewal Option will be executed each year prior to software maintenance renewal. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the Special Purpose Fund - Court apps.cfwnet.org/council_packet/mc_review.asp?ID=26834&councildate=3/19/2019 1/2 11/18/21,2:24 PM M&C Review Technology Fees project, as appropriated, and prior to an expenditure being made, the Municipal Court Department has the responsibility to validate the availability of funds. BQN\AMEND-P-12285\AD TO Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year Chartfield 2 FROM Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year Chartfield 2) Submitted for City Manager's Office by_ Susan Alanis (8180) Originating Department Head: Kevin Gunn (8517) Additional Information Contact: Cynthia B. Garcia (8525) Anabelle Dunn (7648) ATTACHMENTS 1295 Certificate CourtView Redacted.pdf apps.cfwnet.org/council_packet/mc_review.asp?ID=26834&councildate=3/19/2019 2/2