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Home My WebLink AboutContract 55182-R2 CSC No. 55182-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE September 2, 2022 DLT Solutions, LLC. Attn: Legal Dept. 2411 Dulles Corner Park Suite 800 Herndon, VA.20171 Re: Contract Renewal Notice Contract No. CSC No. 55182 (the "Contract") Renewal Term No. 2: October 19, 2022 to October 18, 2023 The above referenced Contract with the City of Fort Worth expires on October 18, 2022. Pursuant to the Contract,contract renewals are at the sole option of the City. This letter is to inform you that the City is exercising its right to renew 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 your quote for charges for the new renewal term,and 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. ovg /depart rents/finance/purchasing,- If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Katie May Administrative Assistant 200 Texas Street Fort Worth, TX, 76102 Katherine.may@fortworthtexas.gov (817) 392-8894 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: DLT Solutions, LLC. Digitally signed by Kirk M.Fisher VAIy Date:2022.09.15 By: Valerie,Washington(Sep 22,202221:10 CDT) By: 10:24:11-04'00' Name: Valerie Washington Name: Kirk M. Fisher Title: Assistant City Manager Title: vice President Date: Sep 22, 2022 Date: 09/15/2022 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all By: performance and reporting requirements. Name: Kevin Gunn Title: Director, IT Solutions By: Steven Vandever(Sep 15,202215:51 CDT) Approved as to Form and Legality: Name: Steven Vandever Title: Sr. IT Solutions Manager By: City Secretary: ogg4FORr��a� Name: Taylor Paris O�°000000°O�Oaa Title: Assistant City Attorney 9A.0 °o'p�� Tc1vrh�Yfe S. Goodall t�o 0=d By: Jannette S.Goodall(Sep 23,202211:52 CDT) �� o o0 d Contract Authorization: Name: Jannette Goodall I °°°OO°oo°°°°° .d M&C: _21-0063 Approved: 01/12/2021 Title: City Secretary aan nEXp5�ad Form 1295: 2020-692426 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 M&C Review Page l of 2 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FOR 11 Create New From This MSC DATE: 1/12/2021 REFERENCE **M&C 21- LOG NAME: 13P AUTODESK BIM360 NO.: 0063 SOFTWARE ITS ADK CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Purchase Agreement with DLT Solutions, LLC, Using Cooperative Contract DIR-TSO-4236 in an Annual Amount Up to $186,521.45 and Ratify Expenditures in the Amount of$45,000.00 for AutoDesk BIM 360 Project Management Software for the Information Technology Solutions Department on Behalf of the Transportation and Public Works Department RECOMMENDATION: It is recommended that the City Council authorize a purchase agreement with DLT Solutions, LLC, using cooperative contract DIR-TSO-4236 in an annual amount up to $186,521.45 for AutoDesk BIM 360 project management software and ratify expenditures in the amount of$45,000.00 for the Information Technology Solutions Department on behalf of the Transportation and Public Works Department. DISCUSSION: On October 10, 2017 City Council approved Mayor and Council Communication (M&C) P-12109, authorizing a purchasing agreement with DLT Solutions, LLC for the purchase of BIM 360 software licenses and related services. This M&C seeks to replace M&C P-12109 for the continuation of services. Multiple City departments use the existing subscription of Autodesk BIM 360 which provides a single source from which engineers can upload design plans and documentation. Staff is able to share information, edit documents and approve specifications electronically. Additional processes in BIM 360 include electronic change order submittal and approvals, electronic field order allowance approvals and contractor estimate approvals towards invoicing which support time savings to project lifecycles. The City initiated this renewal process in July of 2020. Due to unexpected cost increases, price negotiations with the vendor caused a delay in receiving an acceptable quote on time. As a result, the quote was finalized November 19, 2020. To ensure services were not interrupted, DLT Solutions agreed to extend the Agreement to January 26, 2021 for$45,000.00. Payment for the three (3) month subscription totaling $45,000.00 was processed via non-purchase order voucher. It is requested that this one-time expenditure be ratified. Staff recommends awarding a one year agreement with four one year renewal options to DLT Solutions, LLC using a cooperative contract DIR-TSO-4236 in an annual amount up to $186,521.45 for AutoDesk BIM 360 project management software. PRICE ANALYSIS—The Texas Department of Information Resources DIR-TSO-4236 cooperative offers competitive pricing at a set discounted rate. Staff have reviewed the pricing and have 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 competitive bids for purchase of the item. The DIR-TSO-4236 contract was competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. http://apps.cfwnet.org/council_packet/mc review.asp'?ID=28615&councildate=1/12/2021 9/15/2022 M&C Review Page 2 of 2 MM/BE-An MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. SUCCESSOR CONTRACTS In the event that a cooperative agreement is not renewed, staff would cease making purchases at the end of the last purchase agreement coinciding with the valid cooperative agreement. If the City Council were to not appropriate funds for a future year, staff would cease making purchases when the last appropriation expires, regardless of whether the then-current purchase agreement has expired. If the cooperative contract is extended, this M&C authorizes the City to purchase similar products and services under the extended contract. If the cooperative contract is not extended, but a new cooperative contract is executed with DLT Solutions, LLC with substantially similar terms as the previous cooperative contract, this M&C authorizes the City to purchase the products under the new cooperative contract. ADMINISTRATIVE CHANGE ORDER-An administrative change order or increase may be made by the City Manager up to the amount allowed by relevant law and the Fort Worth City Code 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 commence on January 27, 2021 and expire on January 26, 2022. RENEWAL OPTIONS - The agreement may be renewed for up to four(4) one year renewals in accordance with applicable cooperative contract or successor contract. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the General Fund to support the approval of the above recommendation and authorization of the purchase agreement. Prior to any expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. BQN\\ TO _ Fund Department Account Project Program Activity Budget l Reference# Amount ID , ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference# Amount ID I ID Year (Chartfield 2) Submitted for City Manager's Office by. Jay Chapa (5804) Valerie Washington (6192) Originating Department Head: Reginald Zeno (8517) Additional Information Contact: Cynthia Garcia (8525) Ashley Kadva 2047 () ATTACHMENTS 13P AUTHORIZE AGREEMENT AND RATIFY EXPENDITURES ITS ADK funds avail.docx (CFW Internal) FID Table-DLT Solutions-BIM360.xlsx (CFW Internal) Form 1295 Certificate 100711689-1 - 11.23.2020-sgd.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp'?ID=28615&councildate=l/12/2021 9/15/2022