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Home My WebLink AboutContract 52457-R2CSC No. 52457-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE March 30, 2023 Hypergen Inc. Attn: Legal Department 7810 Carvin Street Roanoke, VA 24019 Re: Contract Renewal Notice Contract No. CSC No. 52457 (the "Contract") Renewal Term No. 2: June 21, 2023 to June 20, 2024 The above referenced Contract with the City of Fort Worth expires on June 20, 2023 (the "Expiration Date"). 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 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. og v/departments/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 Kathryn.Agee-Dow(d),fortworthtexas. gov (817) 392 - 8894 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 Doc ID: dc3afc83c793aedf2f3165b9e64980e0843812e2 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: Hypergen Inc. lulr.� By: Valerie Washington (Apr26, 202316:10 CDT) By: Name: Sherry Dyer Name: Valerie Washington Title: \/p of SalPs Title: Assistant City Manager Apr 26, 2023 Date: 04 / 10 / 2023 Date: CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: By: Name: Kevin Gunn Title: Director, IT Solutions 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. By: Approved as to Form and Legality: Name: Title: By: Name Title: Taylor Paris Assistant City Attorney Contract Authorization: M&C: P-12343 Approved: June 18, 2019 1295: 2019-492374 David Zellmer Sr. IT Solutions Manager 4.�44�nnn At City Secretary: v �o �vo 0 a10 tjnb bEd 454pd By: Name: Title: Jannette Goodall City Secretary OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 Doc ID: dc3afc83c793aedf2f3165b9e64980e0843812e2 X Dropbox Sign Audit trail Title City of Fort Worth Additonal Contract Renewal File name CSC 52457 Hypergen R2.pdf Document ID dc3afc83c793aedf2f3165b9e64980e0843812e2 Audit trail date format MM / DD / YYYY Status Signed Document History 0 04 / 10 / 2023 Sent for signature to Sherry Dyer (dyers@hypergeninc.com) SENT 14:34:28 UTC-4 from kingt@hypergeninc.com IP: 47.132.242.164 QD 04 / 10 / 2023 Viewed by Sherry Dyer (dyers@hypergeninc.com) VIEWED 14:35:26 UTC-4 IP: 174.73.41.179 L/ 04 / 10 / 2023 Signed by Sherry Dyer (dyers@hypergeninc.com) SIGNED 14:35:59 UTC-4 IP: 174.73.41.179 G✓ 04 / 10 / 2023 The document has been completed. COMPLETED 14:35:59 UTC-4 Powered by N Dropbox Sign M&C Review Page 1 of 3 Official site of the City of Fort Worth, Texas ACITY COUNCIL AGEND FORT W1 COUNCIL ACTION: Approved on 6/18/2019 Create New From This M&C DATE: 6/18/2019 REFERENCE NO.: P-12343 LOG NAME: 13PRFP-19-0049 IDIQ SB ITS CODE: P TYPE: NON -CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Non -Exclusive Agreements for Oracle/PeopleSoft/Hyperion Technical and Functional Consulting Services and Maintenance and Support with The Business and Technology Resource Group, Inc., CherryRoad Technologies, Inc., Clarity Partners, LLC, Highstreet IT Solutions, LLC, HyperGen Inc., Infosys Public Services, Inc., Performance Architects, Inc., Sierra -Cedar, Inc., and SpearMC Consulting, Inc. for the Information Technology Solutions Department in a Combined Amount Up to $19,500,000.00 for an Initial Term of Three Years with Two, One -Year Options to Renew in the amount of $2,700,000.00 each year (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize non-exclusive Agreements for Oracle/PeopleSoft/Hyperion technical and functional consulting services and maintenance and support with The Business and Technology Resource Group, Inc., CherryRoad Technologies, Inc., Clarity Partners, LLC, Highstreet IT Solutions, LLC, HyperGen Inc., Infosys Public Services, Inc., Performance Architects, Inc., Sierra -Cedar, Inc., and SpearMC Consulting, for the Information Technology Solutions Department in a combined amount up to $19,500,000.00 for an initial term of three years with two, one-year options to renew in the amount of $2,700,000.00 each year. DISCUSSION: Council approved M&C P-1186 on April 12, 2016 to authorize non-exclusive Indefinite Delivery Indefinite Quantity (IDIQ) services contracts with four vendors to provide the City the necessary increased resource flexibility on an as needed basis to deliver services independently (with appropriate knowledge turnover) and/or in partnership with City resources. The initial term of each of the IDIQ contracts was three years and expires in May 2019. The IDIQ services contracts have been an extremely successful resource for the City. Through these contracts, staff delivered major upgrades and enhancements to the ERP system such as: new Hyperion Budgeting System, Pay for Performance System, Purchasing System, Accounts Receivable/Point of Sale System, as well as system upgrades and support. Considering the success of the IDIQ service contracts and the anticipated new capabilities (Inventory System, ePerformance System, Learning Management System, etc.) staff pursued another RFP process to identify vendors for another three years. This resulted in expanding the number of vendors to work with improving the quantity and experience of the vendors. When the City determines services are required and funding is available, the City will issue a Delivery Order to the approved vendor partners. The vendor partners will submit Statement of Work (SOW) proposals, which will be evaluated to determine the most advantageous proposal based on, but not limited to, cost advantage, proposed assigned key personnel's expertise and time commitment, MBE commitment, ability to meet the required schedule and other factors specific to each project. Funding for new modules and upgrades is available in current and future capital projects. Annual support exists in current and planned future IT operating budgets. http://apps.cfwnet.org/council_packet/mc review.asp?ID=27084&councildate=6/18/2019 4/3/2023 M&C Review Page 2 of 3 New ERP Modules/Upgrades — Project $16,000,000.00 ($12M for years 1-3; $2M per each optional renewal year) Annual Support - Operating $3,500,000.00 ($2.1 M for years 1-3; $700K per year for each optional renewal year) BID ADVERTISEMENT — - A Request for Proposals (RFP) was advertised in the Fort Worth Star - Telegram on Wednesdays between February 6, 2019, February 13, 2019, February 20, 2019, February 27, 2019 ,and March 3, 2019. The evaluation factors included company qualifications, functionality and usability, professional service, weight of raw score from proposer response form and cost. One hundred forty-one vendors were solicited from the purchasing vendors database system and sixteen non -registered vendors were solicited via email. Sixteen responses were received. The proposals received were reviewed by an evaluation committee consisting of staff from the Information Technology Solutions Department, Human Resources Department and Financial Mangement Department . Evaluation committee recommends awarding contracts to The Business and Technology Resource Group, Inc., CherryRoad Technologies, Inc., Clarity Partners, LLC, Highstreet IT Solutions, LLC, HyperGen Inc., Infosys Public Services, Inc., Performance Architects, Inc., Sierra - Cedar, Inc., and SpearMC Consulting. AGREEMENT TERM: Upon City Council's approval these Agreements shall begin upon execution and expire three years from the date of execution. RENEWAL OPTIONS: These Agreements may be renewed for two additional one-year terms at the City's option. This action does not require specific City Council approval provided that City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal terms. M/WBE OFFICE: A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the MWBE Office, in accordance with the M/WBE or 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 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. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of this recommendation, this action provides contract authority up to $24,900,000.00, as specified and that funds are available in the current operating budget of the General Fund and the Capital budget of the ITS Captial Fund. The Information Technology Solutions Department will be responsible for validating the availability of funds, budgeting the appropriate funds in ensuing years and securing additional funding, where necessary, prior to expenses being made and the project exceeding the budget. BQN\\ TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 21 FROM Fund Department Account Project Program Activity Budget Reference # I Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by: Susan Alanis (8180) http://apps.cfwnet.org/council_packet/mc review.asp?ID=27084&councildate=6/18/2O19 4/3/2023 M&C Review Page 3 of 3 Originating Department Head: Additional Information Contact: Kevin Gunn (2015) Trey Imes (8558) ATTACHMENTS 1295 Business and Technology Redacted.pdf (CFW Internal) 1295 CherrvRoad Redacted.pdf (CFW Internal) 1295 Clarity Partners Redacted.pdf (CFW Internal) 1295 Highstreet Redacted.pdf (CFW Internal) 1295 HvperGen Redacted.pdf (CFW Internal) 1295 Infosys Redacted.pdf (CFW Internal) 1295 Performance Architects Redacted.pdf (CFW Internal) 1295 Sierra -Cedar Redacted.pdf (CFW Internal) 1295 SpearMC Redacted.pdf (CFW Internal) 19-0049 Signed Waiver.pdf (CFW Internal) SAMS 05-23-2019 CherrvRoad Technologies Inc..pdf (CFW Internal) SAMS 05-23-2019 BUSINESS TECH.pdf (CFW Internal) SAMS 05-23-2019 Clarity Partners, LLC.pdf (CFW Internal) SAMS 05-23-2019 Highstreet IT Solutions LLC.pdf (CFW Internal) SAMS 05-23-2019 HvperGen Inc..pdf (CFW Internal) SAMS 05-23-2019 Infosys Public Services Inc..pdf (CFW Internal) SAMS 05-23-2019 Performance Architects Inc..pdf (CFW Internal) SAMS 05-23-2019 Sierra -Cedar Inc..pdf (CFW Internal) SAMS 05-23-2019 SpearMC Consulting.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=27084&councildate=6/18/2019 4/3/2023