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HomeMy WebLinkAboutContract 54121-R4CSC No. 54121-R4 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE June 27, 2023 IT Nexus, Inc. Attn: Tamra Alexander, Office Administrator 4929 Greenville Ave, Suite 200 Dallas, TX 75206 Re: Contract Renewal Notice Contract No. CSC No. 54121 (the "Contract' Renewal Term No. 4: September 24, 2023 to September 23, 2024 The above referenced Contract with the City of Fort Worth expires on September 23, 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, along with a copy of your current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. Failure to provide a signed acknowledgment does not affect the renewal. Please log onto PeopleSoft Purchasing at http://fortworthtexas.2ov/DurchasinIZ to ensure that your company information is correct and up-to-date. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Katva Flores Sr. Admin Assistant Katva. F loresa,fortworthtexas.2ov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal 54121-R4 Page 1 of 3 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 e �) By' Valerie Washington (Ju17, 2023 09:34 CDT) ensuring all performance and reporting requirements. Name: Valerie Washington Title: Assistant City Manager Date: J u 17, 2023 By.B Jul5, 202315:59 CDT) APPROVAL RECOMMENDED: Name: Brenda Ray By; Davis (Jul 5,2023 16:10 CDT) Title: Fire Purchasing Manager Name: Jim Davis Title: Fire Chief APPROVED AS TO FORM AND LEGALITY: 4.p44Rpn�� bpF FORT as o°°°°°°°°°°�oaa AYA,o° ATTEST: a �o °o�-+d dv o °_° PA�a �— By. a� i0000 pad Name: Taylor Paris By: Title: Assistant City Attorney Name: Jannette Goodall Title: Citv Secretary CONTRACT AUTHORIZATION: N/A OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal 54121-R4 Page 2 of 3 IT Nexus, Inc. 7 art.-a,ACQxand&r By: Tamra Alexander (Jul 5, 2023 15:28 CDT) Name: Tamra Alexander Title: Office Administrator Contract Renewal 54121-R4 Page 3 of 3 CSC No. 54121 CSC No. 54121-R3 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE August 31, 2022 IT Nexus, Inc. Attn: Tamra Alexander, Office Administrator 4929 Greenville Ave, Suite 200 Dallas, TX 75206 Re: Contract Renewal Notice Contract No. CSC No. 54121-R3 (the "Contract') Renewal Term No. 3: September 24. 2022 to September 23. 2023 The above referenced Contract with the City of Fort Worth expires on September 23, 2022 (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, along with a copy of your current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. Failure to provide a signed acknowledgment does not affect the renewal. Please log onto PeopleSoft Purchasing at httn://fortworthtexas.�4ov/nurchasin�4 to ensure that your company information is correct and up-to-date. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Brenda Rav Sr. Contract Compliance Snecialist Brenda. ravafortworthtexas. aov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 3 CSC No. 54121 ACCEPTED AND AGREED: CITY OF FORT WORTH By: Valerie,Washington(Aug 31, 2U2223.23 CDT) Name: Valerie Washim4ton Title: Assistant Citv Manager Date: Aug 31, 2022 APPROVAL RECOMMENDED: By: Jim Davis Title: Fire Chief J s Davis 31, 2022 09:03 CDT) ATTEST By: Jannette S Goodall (Sep 1, 202210:51 CDT) Name: Jannette Goodall Title: Citv Secretary a �F°FORT��� ° P" ° ° 00A �vo °=d d00 a �� �EXASaaa Contract Renewal 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. �M BY: mark Rauscher (Aug31, 2022 08:01 CDT) Name: Mark Rauscher Title: Assistant Fire Director APPROVED AS TO FORM AND LEGALITY: By: Name: Tavlor Paris Title: Assistant Citv Attornev CONTRACT AUTHORIZATION: N/A OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 2 of 3 CSC No. 54121 IT Nexus.,Inc. By: Name: Tamra Alexander Title: Office Administrator 19]= 1 Cs] I_1 q V CITY SECRETARY FT. WORTH, TX Contract Renewal Pagc 3 of 3 CSC No. 54121 R2 CSC No. 54121-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE October 26, 2021 IT Nexus, Inc. Attn: Tamra Alexander, Office Administrator 4929 Greenville Ave, Suite 200 Dallas, TX 75206 Re: Contract Renewal Notice Contract No. CSC No. 54121 (the "Contract") Renewal Term No. 2: September 24, 2021 to September 23, 2022 The above referenced Contract with the City of Fort Worth expires on September 23, 2021 (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, along with a copy of your current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. Failure to provide a signed acknowledgment does not affect the renewal. Please log onto PeopleSoft Purchasing at htt-o://fortworthtexas.2ov/purchasin2to insure that your company information is correct and up-to-date. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Brenda Ray Sr. Contract Compliance Specialist Brenda.ravna, fortworthtexas. zov Contract Renewal Pagel of 3 CSC No. 54121 R2 ACCEPTED AND AGREED: CITY OF FORT WORTH By Valerie Washington ((o�7, 202115:16 CDT) Name: Valerie Washington Title: Assistant Citv Manager Date: Oct 27, 2021 ATTEST: BY: �� In Name: Robert Gonzales Title: Acting Citv Secretary 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: Mark RauSCher (Oct 26, 202123:00 CDT) Name: Mark Rauscher Title: Assistant Fire Director APPROVED AS TO FORM AND LEGALITY: Y Name: Christopher Austria Title: Assistant Citv Attorney CONTRACT AUTHORIZATION: M&C: No M&C Required 24161-04-2020 Form 1295: N/A Contract Renewal Page 2 of 3 CSC No. 54121 R2 IT Nexus, Inc. By: / 11 Name: Tamra Alexander Title: Office Administrator Date: 2.1 O cT 2.021 Contract Renewal Page 3 of 3 CSC No. 54121 CSC No. 54121-RI CITY OF FORT WORTH CONTRACT RENEWAL NOTICE October 14, 2020 IT Nexus. Inc. Attn: Tamra Alexander. Office Administrator 4929 Greenville Ave. Suite 200 Dallas. TX 75206 Re: Contract Renewal Notice Contract No. CSC No. 54121 (the "Contract") Renewal Term No. 1: September 24.2020 to September 23.2021 The above referenced Contract with the City of Fort Worth expires on September 23, 2020 (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, along with a copy of your current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. Failure to provide a signed acknowledgment does not affect the renewal. Please log onto PeopleSoft Purchasing at htty://fortworthtexas.aov/purchasing to insure that your company information is correct and up-to-date. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Brenda Ray Sr. Contract Compliance Specialist Brenda.ravnfortworthtexas. aov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Pagel of 3 CSC No. 54121 ACCEPTED AND AGREED: CITY OF FORT WORTH bb4J By: Valerie Washington (Oct 16,202011:35 CDT) Name: Valerie Washington Title: Assistant City Manager Date: Oct 16, 2020 APPROVAL RECOMMENDED: U-M 4,dp4nUn� ppF FORT a� d p�0°°°° °°°ly °Opd J. ATTEST: o° o o s lo aQ a a �'EXASoA" �nnnaa4� Al- RD`1" A GO&gk By: 'for Ronald P. Gonzales (Oct 16, 2020 11:45 CDT) Name: Mary Kayser Title: City Secretary Contract Renewal 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: Mark Rauscher(Oct 14,202015:20 CDT) Name: Mark Rauscher Title: Assistant Fire Director APPROVED AS TO FORM AND LEGALITY: ChK51-ovher A4usfria By: Christopher Austria (Oct 15,202016:22 CDT) Name: Christopher Austria Title: Assistant City Attornev CONTRACT AUTHORIZATION: Date Approved: M&C: CONTRACT AUTHORIZATION: M&C: No M&C Required 24161-04-2020 Form 1295 Certification No.: N/A OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 2 of 3 CSC No, 54121 1t Nexus, Inn. By: Name: Tamra Alexander ` Title: Office Administrator OFFICIAL RECORD CITY SECRETARY I Contract Renewal FT. WORTH, TX I Page 3 of 3 City Secretary Contract No. `` pp 54121 FOR""WORTH, O��ORi\v02t1 C1N NO VENDOR SERVICES AGREEMENT IT NEXUS This VENDOR SERVICES AGREEMENT ("Agreement") is made and entered into by and between the CITY OF FORT WORTH ("City"), a Texas home rule municipal corporation and IT NEXUS ("Vendor"), each individually referred to as a "party" and collectively referred to as the "Parties." AGREEMENT DOCUMENTS: The Agreement documents shall include the following: 1. This Vendor Services Agreement; 2. Exhibit A — Scope of Services; 3. Exhibit B — Price Schedule; and 4. Exhibit C — Verification of Signature Authority 5. Exhibit D- Seller's Sole Source Justification Letter 6. Exhibit E- Sole Source Procurement Justification Exhibits A, B, C, D and E, which are attached hereto and incorporated herein, are made a part of this Agreement for all purposes. In the event of any conflict between the terms and conditions of Exhibits A, B or C and the terms and conditions set forth in the body of this Agreement, the terms and conditions of this Agreement shall control. Scope of Services. Software enables to publish we maps and collect data related to Fire Saves. This Software calculates tracks and reports estimated savings in property value due to fire incident Reponses, which include a separate commercial GIS web application view to enable mapping service in support of the primary application. (Collectively, the "Services"). Exhibit "A" - Scope of Services more specifically describes the Services to be provided hereunder. 2. Term. This Agreement shall begin on September 24, 2019 ("Effective Date") and shall expire on September 23, 2020 ("Expiration Date"), unless terminated earlier in accordance with this agreement ("Initial Term"). City shall have the option, in its sole discretion, to renew this Agreement under the same terms and conditions, for up to Four (4) one-year renewal options, at City's sole discretion. Compensation. City shall pay Vendor in accordance with the fee schedule of Vendor personnel who perform services under this Agreement in accordance with the provisions of this Agreement and Exhibit `B," — Price Schedule. Total payment made under this Agreement for Initial Term shall not exceed the amount of Four Thousand and Seven Hundred Thousand Dollars and zero cents ($4,700.00). Vendor shall not perform any additional services or bill for expenses incurred for City not specified by this Agreement unless City requests and approves in writing the additional costs for such services. City shall not be liable for any additional expenses of Vendor not specified by this Agreement unless City first approves such expenses in writing._,_y_ _. Vendor Services Agreement ,­,,cu w RECURD Page 1 of 9-A STAR City Secretary Contract No. 4. Termination. 4.1. Written Notice. City or Vendor may terminate this Agreement at any time and for any reason by providing the other party with 30 days' written notice of termination. 4.2 Non-annronriation of Funds. In the event no funds or insufficient funds are appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor of such occurrence and this Agreement shall terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to City of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds have been appropriated. 4.3 Duties and Obligations of the Parties. In the event that this Agreement is terminated prior to the Expiration Date, City shall pay Vendor for services actually rendered up to the effective date of termination and Vendor shall continue to provide City with services requested by City and in accordance with this Agreement up to the effective date of termination. Upon termination of this Agreement for any reason, Vendor shall provide City with copies of all completed or partially completed documents prepared under this Agreement. In the event Vendor has received access to City Information or data as a requirement to perform services hereunder, Vendor shall return all City provided data to City in a machine-readable format or other format deemed acceptable to City. 5. Disclosure of Conflicts and Confidential Information. 5.1 Disclosure of Conflicts. Vendor hereby warrants to City that Vendor has made full disclosure in writing of any existing or potential conflicts of interest related to Vendor's services under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement, Vendor hereby agrees immediately to make full disclosure to City in writing. 5.2 Confidential Information. Vendor, for itself and its officers, agents and employees, agrees that it shall treat all information provided to it by City ("City Information") as confidential and shall not disclose any such information to a third party without the prior written approval of City. 5.3 Public Information Act. City is a government entity under the laws of the State of Texas and all documents held or maintained by City are subject to disclosure under the Texas Public Information Act. In the event there is a request for information marked Confidential or Proprietary, City shall promptly notify Seller. It will be the responsibility of Seller to submit reasons objecting to disclosure. A determination on whether such reasons are sufficient will not be decided by City, but by the Office of the Attorney General of the State of Texas or by a court of competent jurisdiction. 5.3 Unauthorized Access. Vendor shall store and maintain City Information in a secure manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in any way. Vendor shall notify City immediately if the security or integrity of any City Information has been compromised or is believed to have been compromised, in which event, Vendor shall, in good faith, use all commercially reasonable efforts to cooperate with City in identifying what information has been accessed by unauthorized Vendor Services Agreement Page 2 of 9 City Secretary Contract No. Means and shall fully cooperate with City to protect such City Information from further unauthorized disclosure. 6. Right to Audit. Vendor agrees that City shall, until the expiration of three (3) years after final payment under this contract, or the final conclusion of any audit commenced during the said three years, have access to and the right to examine at reasonable times any directly pertinent books, documents, papers and records, including, but not limited to, all electronic records, of Vendor involving transactions relating to this Agreement at no additional cost to City. Vendor agrees that City shall have access during normal working hours to all necessary Vendor facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. City shall give Vendor reasonable advance notice of intended audits. 7. Indenendent Contractor. It is expressly understood and agreed that Vendor shall operate as an independent contractor as to all rights and privileges and work performed under this Agreement, and not as agent, representative or employee of City. Subject to and in accordance with the conditions and provisions of this Agreement, Vendor shall have the exclusive right to control the details of its operations and activities and be solely responsible for the acts and omissions of its officers, agents, servants, employees, Vendors and subVendors. Vendor acknowledges that the doctrine of respondeat superior shall not apply as between City, its officers, agents, servants and employees, and Vendor, its officers, agents, employees, servants, Vendors and subVendors. Vendor further agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between City and Vendor. It is further understood that City shall in no way be considered a Co -employer or a Joint employer of Vendor or any officers, agents, servants, employees or subVendor of Vendor. Neither Vendor, nor any officers, agents, servants, employees or subVendor of Vendor shall be entitled to any employment benefits from City. Vendor shall be responsible and liable for any and all payment and reporting of taxes on behalf of itself, and any of its officers, agents, servants, employees or subVendor. 8. LLiWZflitv andIndemnification. 8.1 LIABILITY - VENDOR SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF VENDOR, ITS OFFICERS, AGENTS, SERVANTS OREMPLOYEES. 8.2 GENERAL INDEMNIFICATION -VENDOR HEREBY COVENANTS AND AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROMAND AGAINST ANYAND ALL CLAIMS OR LAWSUITS OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR EITHER PROPERTYDAMAGE OR LOSS (INCL UDING ALLEGED DAMAGE OR LOSS TO VENDOR'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF VENDOR, ITS OFFICERS, AGENTS, SERVANTS OREMPL0YEES. 8.3 INTELLECTUAL PROPERTY INDEMNIFICATION — Vendor agrees to defend, settle, or pay, at its own cost and expense, any claim or action against City for infringement of any patent, copyright, trade mark, trade secret, or similar property right Vendor Services Agreement Page 3 of 9 City Secretary Contract No. arising from City's use of the software and/or documentation in accordance with this Agreement, it being understood that this agreement to defend, settle or pay shall not apply if City modifies or misuses the software and/or documentation. So long as Vendor bears the cost and expense of payment for claims or actions against City pursuant to this section, Vendor shall have the right to conduct the defense of any such claim or action and all negotiations for its settlement or compromise and to settle or compromise any such claim; however, City shall have the right to fully participate in any and all such settlement, negotiations, or lawsuit as necessary to protect City's interest, and City agrees to cooperate with Vendor in doing so. In the event City, for whatever reason, assumes the responsibility for payment of costs and expenses for any claim or action brought against City for infringement arising under this Agreement, City shall have the sole right to conduct the defense of any such claim or action and all negotiations for its settlement or compromise and to settle or compromise any such claim; however, Vendor shall fully participate and cooperate with City in defense of such claim or action. City agrees to give Vendor timely written notice of any such claim or action, with copies of all papers City may receive relating thereto. Notwithstanding the foregoing, City's assumption of payment of costs or expenses shall not eliminate Vendor's duty to indemnify City under this Agreement. If the software and/or documentation or any part thereof is held to infringe and the use thereof is enjoined or restrained or, if as a result of a settlement or compromise, such use is materially adversely restricted, Vendor shall, at its own expense and as City's sole remedy, either: (a) procure for City the right to continue to use the software and/or documentation; or (b) modify the software and/or documentation to make it non -infringing, provided that such modification does not materially adversely affect City's authorized use of the software and/or documentation; or (c) replace the software and/or documentation with equally suitable, compatible, and functionally equivalent non -infringing software and/or documentation at no additional charge to City; or (d) if none of the foregoing alternatives is reasonably available to Vendor terminate this Agreement, and refund all amounts paid to Vendor by City, subsequent to which termination City may seek any and all remedies available to City under law. 9. Assignment and Subcontracting. 9.1 Assianment. Vendor shall not assign or subcontract any of its duties, obligations or rights under this Agreement without the prior written consent of City. If City grants consent to an assignment, the assignee shall execute a written agreement with City and Vendor under which the assignee agrees to be bound by the duties and obligations of Vendor under this Agreement. Vendor and Assignee shall be jointly liable for all obligations of Vendor under this Agreement prior to the effective date of the assignment. 9.2 Subcontract. If City grants consent to a subcontract, sub Vendor shall execute a written agreement with Vendor referencing this Agreement under which sub Vendor shall agree to be bound by the duties and obligations of Vendor under this Agreement as such duties and obligations may apply. Vendor shall provide City with a fully executed copy of any such subcontract. 10. Insurance,. Vendor shall provide City with certificate(s) of insurance documenting policies of the following types and minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this Agreement: 10.1 Coverave and Limits Vendor Services Agreement Page 4 of 9 City Secretary Contract No. (a) Commercial GeneralLiability: $1,000,000- Each Occurrence $2,000,000 - Aggregate (b) Automobile Liability: $1,000,000 - Each occurrence on a combined single limit basis Coverage shall be on any vehicle used by Vendor, its employees, agents, representatives in the course of providing services under this Agreement. "Any vehicle" shall be any vehicle owned, hired and non -owned. (c) Worker's Compensation: Statutory limits according to the Texas Workers' Compensation Act or any other state workers' compensation laws where the work is being performed Employers' liability $100,000 - Bodily Injury by accident; each accident/occurrence $100,000 - Bodily Injury by disease; each employee $500,000 - Bodily Injury by disease; policy limit (d) Professional Liability (Errors &Omissions): $1,000,000 - Each Claim Limit $1,000,000 - Aggregate Limit Professional Liability coverage may be provided through an endorsement to the Commercial General Liability (CGL) policy, or a separate policy specific to Professional E&O. Either is acceptable if coverage meets all other requirements. Coverage shall be claims -made, and maintained for the duration of the contractual agreement and for two (2) years following completion of services provided. An annual certificate of insurance shall be submitted to City to evidence coverage. 10.2 General Reauirements (a) The commercial general liability and automobile liability policies shall name City as an additional insured thereon, as its interests may appear. The term City shall include its employees, officers, officials, agents, and volunteers in respect to the contracted services. (b) The workers' compensation policy shall include a Waiver of Subrogation (Right of Recovery) in favor of City. (c) A minimum of Thirty (30) days' notice of cancellation or reduction in limits of coverage shall be provided to City. Ten (10) days' notice shallbe Vendor Services Agreement Page 5 of 9 City Secretary Contract No. acceptable in the event of non-payment of premium. Notice shall be sent to the Risk Manager, City of Fort Worth, 200 Texas Street, Fort Worth, Texas 76102, with copies to the Fort Worth City Attorney at the same address. (d) The insurers for all policies must be licensed and/or approved to do business in the State of Texas. All insurers must have a minimum rating of A- VII in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. If the rating is below that required, written approval of Risk Management isrequired. (e) Any failure on the part of City to request required insurance documentation shall not constitute a waiver of the insurance requirement. (f) Certificates of Insurance evidencing that Vendor has obtained all required insurance shall be delivered to the City prior to Vendor proceeding with any work pursuant to this Agreement. 11. ComBliance with Laws. Ordinances. Rules and Regulations. Vendor agrees that in the performance of its obligations hereunder, it shall comply with all applicable federal, state and local laws, ordinances, rules and regulations and that any work it produces in connection with this Agreement will also comply with all applicable federal, state and local laws, ordinances, rules and regulations. If City notifies Vendor of any violation of such laws, ordinances, rules or regulations, Vendor shall immediately desist from and correct the violation. 12. Non -Discrimination Covenant. Vendor, for itself, its personal representatives, assigns, subVendors and successors in interest, as part of the consideration herein, agrees that in the performance of Vendor's duties and obligations hereunder, it shall not discriminate in the treatment or employment of any individual or group of individuals on any basis prohibited by law. IF ANY CLAIM ARISES FROM AN ALLEGED VIOLATION OF THIS NON-DISCRIMINATION COVENANT BY VENDOR, ITS PERSONAL REPRESENTATIVES, ASSIGNS, SUBVENDORSS OR SUCCESSORS IN INTEREST, VENDOR AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND DEFEND CITY AND HOLD CITY HARMLESS FROM SUCHCLAIM. 13. Notices. Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have been delivered when (1) hand -delivered to the other party, its agents, employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3) received by the other party by United States Mail, registered, return receipt requested, addressed as follows: To CITY: City of Fort Worth Attn: Valerie Washington, Assistant City Manager 200 Texas Street Fort Worth, TX 76102-6314 Facsimile: (817) 392-8654 With copy to Fort Worth City Attorney's Office at same address To VENDOR: IT Nexus, Inc 4925 Greenville Ave, Suite 200 Dallas, TX 75206 Facsimile: Vendor Services Agreement Page 6 of 9 City Secretary Contract No. 14. Solicitation of EmBloyees. Neither City nor Vendor shall, during the term of this Agreement and additionally for a period of one year after its termination, solicit for employment or employ, whether as employee or independent contractor, any person who is or has been employed by the other during the term of this Agreement, without the prior written consent of the person's employer. Notwithstanding the foregoing, this provision shall not apply to an employee of either party who responds to a general solicitation of advertisement of employment by either party. 15. Governmental Powers. It is understood and agreed that by execution of this Agreement, City does not waive or surrender any of its governmental powers or immunities. 16. No Waiver. The failure of City or Vendor to insist upon the performance of any term or provision of this Agreement or to exercise any right granted herein shall not constitute a waiver of City's or Vendor's respective right to insist upon appropriate performance or to assert any such right on any future occasion. 17. Governing Law / Venue. This Agreement shall be construed in accordance with the laws of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought pursuant to this Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas, Fort Worth Division. 18. Severabilitv_. If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired. 19. Force Maieure. City and Vendor shall exercise their best efforts to meet their respective duties and obligations as set forth in this Agreement, but shall not be held liable for any delay or omission in performance due to force majeure or other causes beyond their reasonable control, including, but not limited to, compliance with any government law, ordinance or regulation, acts of God, acts of the public enemy, fires, strikes, lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental authority, transportation problems and/or any other similar causes. 20. Headings not controlling. Headings and titles used in this Agreement are for reference purposes only, shall not be deemed a part of this Agreement, and are not intended to define or limit the scope of any provision of thisAgreement. 21. Review of Counsel. The parties acknowledge that each party and its counsel have reviewed and revised this Agreement and that the normal rules of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement or Exhibits A, B, andC. 22. Amendments / Modifications / Extensions. No amendment, modification, or extension of this Agreement shall be binding upon a party hereto unless set forth in a written instrument, which is executed by an authorized representative of eachparty. 23. Entirely of Agreement. This Agreement, including Exhibits A, B and C, contains the entire understanding and agreement between City and Vendor, their assigns and successors in interest, as to the matters contained herein. Any prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with any provision of this Agreement. Vendor Services Agreement Page 7 of 9 City Secretary Contract No. 24. Countergarts. This Agreement may be executed in one or more counterparts and each counterpart shall, for all purposes, be deemed an original, but all such counterparts shall together constitute one and the same instrument. 25. Warranty of Services. Vendor warrants that its services will be of a high quality and conform to generally prevailing industry standards. City must give written notice of any breach of this warranty within thirty (30) days from the date that the services are completed. In such event, at Vendor's option, Vendor shall either (a) use commercially reasonable efforts to re -perform the services in a manner that conforms with the warranty, or (b) refund the fees paid by City to Vendor for the nonconforming services. 26. Immigration Nationality Act. Vendor shall verify the identity and employment eligibility of its employees who perform work under this Agreement, including completing the Employment Eligibility Verification Form (I-9). Upon request by City, Vendor shall provide City with copies of all I-9 forms and supporting eligibility documentation for each employee who performs work under this Agreement. Vendor shall adhere to all Federal and State laws as well as establish appropriate procedures and controls so that no services will be performed by any Vendor employee who is not legally eligible to perform such services. VENDOR SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY VENDOR, VENDOR'S EMPLOYEES, SUBCONTRACTORS, AGENTS, OR LICENSEES. City, upon written notice to Vendor, shall have the right to immediately terminate this Agreement for violations of this provision byVendor. 27. Ownership of Work Product. City shall be the sole and exclusive owner of all reports, work papers, procedures, guides, and documentation, created, published, displayed, and/or produced in conjunction with the services provided under this Agreement (collectively, "Work Product"). Further, City shall be the sole and exclusive owner of all copyright, patents, trademark, trade secret and other proprietary rights in and to the Work Product. Ownership of the Work Product shall inure to the benefit of City from the date of conception, creation or fixation of the Work Product in a tangible medium of expression (whichever occurs first). Each copyrightable aspect of the Work Product shall be considered a "work -made - for -hire" within the meaning of the Copyright Act of 1976, as amended. If and to the extent such Work Product, or any part thereof, is not considered a "work -made -for -hire" within the meaning of the Copyright Act of 1976, as amended, Vendor hereby expressly assigns to City all exclusive right, title and interest in and to the Work Product, and all copies thereof, and in and to the copyright, patent, trademark, trade secret, and all other proprietary rights therein, that City may have or obtain, without further consideration, free from any claim, lien for balance due, or rights of retention thereto on the part of City. 28. Signature Authority. The person signing this Agreement hereby warrants that he/she has the legal authority to execute this Agreement on behalf of the respective party, and that such binding authority has been granted by proper order, resolution, ordinance or other authorization of the entity. This Agreement and any amendment hereto, may be executed by any authorized representative of Vendor whose name, title and signature is affixed on the Verification of Signature Authority Form, which is attached hereto as Exhibit "C". Each party is fully entitled to rely on these warranties and representations in entering into this Agreement or any amendment hereto. Vendor Services Agreement Page 8 of 9 City Secretary Contract No. 29. Change in Coanv Name or Ownership.. Vendor shall notify City's Purchasing Manager, in writing, of a company name, ownership, or address change for the purpose of maintaining updated City records. The president of Vendor or authorized official must sign the letter. A letter indicating changes in a company name or ownership must be accompanied with supporting legal documentation such as an updated W-9, documents filed with the state indicating such change, copy of the board of director's resolution approving the action, or an executed merger or acquisition agreement. Failure to provide the specified documentation so may adversely impact future invoice payments. 30. No Boycott of Israel. If Vendor has fewer than 10 employees or this Agreement is for less than $100,000, this section does not apply. Vendor acknowledges that in accordance with Chapter 2270 of the Texas Government Code, the City is prohibited from entering into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. The terms "boycott Israel" and "company" shall have the meanings ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this contract, Vendor certifies that Vendor's signature provides written verification to the City that Vendor: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples. (signature page follows) Vendor Services Agreement Page 9 of 9 ACCEPTED AND AGREED: CITY OF FORT WORTH: By: valeri�in�9, JW01441 rr)T) Name: Valerie Washington Title: Assistant City Manager Date: Jul 9, 2020 APPROVAL RECOMMENDED: ATTEST: R By: Name: Mary J. Kays Title: ity Secretary{�`� VENDOR: Ta�t�a �GeXa�r�'e� By Tamra Alexa nd er (J u 18, 202022:04 CDT) Name: Title: Date: Jul 8, 2020 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: Mark Rauscher (Jul a, 2020 22:31 CD f Name: Mark Rauscher Title: Asst. Fire Director APPROVED AS TO FORM AND LEGALITY: aWjj&AgdC Aai#y 4,�, ChristopherA stria(Jul 9,202014:28 CDT) By: Name: Christopher Austria Title: Assistant CityAttomey CONTRACT AUTHORIZATION: M&C: No M&C Required 24161-04-2020 1295: N/A ATTEST: By: Name: Title: CITY .e,_ SECRETARY WORTH, EXHIBIT A SCOPE OF WORK Renew the maintenance and support contract for IT Nexus nexVIEWer and Fire Safes software maintenance and support. This software enables us to publish web maps and collect data related to fire saves. The maintenance period is one year (9/24/2019 to 9/23/2020). This contract provides us with support and software upgrades. The cost of this maintenance and support contract is $4,700 and has been budgeted for in the other Contractual (10100-0361000-5330201) account. Estimate: One (1) Year Software Maintenance for the Fire Saves GIS Application One (1) Year Software Maintenance for the nexVIEWer-Flex Start Date: September 24, 2019 End Date: September 23, 2020 EXHIBIT B PRICE SCHEDULE WIT NEXUS IT Nexus, Inc. 4925 Greenville Avenue, Suite 200 Dallas, TX 75206 SUBJECT: MAINTENANCE QUOTE DATE: October 15, 2019 TO: Doug Zedler, IT Coordinator ORGANIZATION: City of Fort Worth, Texas FAX #: PHONE #: 817.392.8463 FROM: Tamra Alexander FAX #: PHONE #: 830.885.7748 EMAIL: talexander(cDitnexus.com Number of pages transmitted (including this cover sheet) 3 QUOTATION # QCFW-09 To renew your software maintenance for another year, please sign page 2 of the quote and email pages 1 and 2 back to IT Nexus at: talexander@itnexus.com. Once received, an invoice will be sent for the amount due. Keeping your maintenance current entitles you to the benefits defined in your Software Maintenance Agreement. If coverage is discontinued, you will become ineligible for the benefits and services of your Software Maintenance Agreement. All maintenance fees from the data of discontinuation will be due and payable if coverage is reactivated at a later date. For questions or additional information, please contact Tamra Alexander at 830.885.7748. WIT NEXUS Date: 10/15/2019 Quotation Number: QCFW-09 CITY OF FORT WORTH, TEXAS 1000 THROCKMORTON FORT WORTH, TX 76102-6312 Attn: DOUG ZEDLER Phone: 817.392.8463 Customer Numbers: SWM CFW Quotation Page 1 4925 Greenville Avenue, Suite 200 Dallas, TX 75206 Phone: 830.885.7748 Send Purchase Orders To: IT Nexus, Inc. 4925 Greenville Avenue, Suite 200 Dallas, TX 75206 Attn: Tamra Alexander For questions regarding this document, please contact us at 830.885.7748. Item Qty Product # Description 1 1 One (1) Year Software Maintenance for the Fire Saves GIS Application 2 1 One (1) Year Software Maintenance for the nexVlEWer--Flex Start Date: September 24, 2019 End Date: September 23, 2020 Unit Price Extended Price $ 2,800.00 $ 1,900.00 Subtotal Estimated Tax Total $ 2,800.00 $ 1,900.00 $ 4,700.00 0.00 $ 4,700.00 This quotation is valid for 60 days and is subject to your IT Nexus License Agreement The quotation information is proprietary and may not be copied or released other than for the express purpose of system selection and purchase/license. This information may not be given to outside parties or used for any other purpose without consent from IT Nexus, Inc. Any estimated sales and/or use tax has been calculated as of the data of this quotation and is merely provided as a convenience for your organization's budgetary process. IT Nexus reserves the right to adjust and collect sales and/or use tax at the actual data of invoicing. If your organization is tax exempt or pays state taxes directly, then prior to invoicing, your organization must provide IT Nexus with a copy of a current tax exemption certificate issued by your state's taxing authority for the given jurisdiction. Issued By: Tamra Alexander 830.885.7748 To expedite your order, please reference your customer number and this quotation number on your purchase order. WIT NEXUS Date: 10/15/2019 Quotation Number: QCFW-09 Quotation Page 2 4925 Greenville Avenue, Suite 200 Dallas, TX 75206 Phone: 830.885.7748 By signing below, you are indicating that you are authorized to obligate funds for your organization. Please do not use this form for order activation if your organization will not honor and pay an invoice that has been issued at your direction without additional authorizing paperwork. To expedite your order, either attach a copy of this quotation to your purchase order when it is remitted to IT Nexus or sign below and return this quotation to indicate your acceptance. IT Nexus' address and fax number are provided on the first page of this quotation. If you choose to discontinue your support, you will become ineligible for support benefits and services. All maintenance fees from the date of discontinuation will be due and payable if you decide to reactivate your support coverage at alater date. By signing below, you are authorizing IT Nexus to issue a software purchase and support invoice in the amount of S 4.700.00 plus sales tax, if applicable. Please check one of the following: I agree to pay any applicable salestax. I am tax exempt. Please contact me if IT Nexus does not have my current tax exemption certificate. Signature of Authorized Representative Date Name (Please Print) Title EXHIBIT C VERIFICATION OF SIGNATURE AUTHORITY ADDRESS Execution of this Signature Verification Form ("Form") hereby certifies that the following individuals and/or positions have the authority to legally bind Vendor and to execute any agreement, amendment or change order on behalf of Vendor. Such binding authority has been granted by proper order, resolution, ordinance or other authorization of Vendor. City is fully entitled to rely on the warranty and representation set forth in this Form in entering into any agreement or amendment with Vendor. Vendor will submit an updated Form within ten (10) business days if there are any changes to the signatory authority. City is entitled to rely on any current executed Form until it receives a revised Form that has been properly executed by Vendor. Name: Position: Signature 2. Name: Position: Signature 3. Name: Position: Signature Name: Ta�r`a / 4G2Xa11d'a, fiamra Alexander (Jul 8, 2020 22:04 CDT) Signature of President / CEO Other Title: Office Administrator Date: Jul 8, 2020 Vendor Services Agreement — Exhibit C Exhibit D Seller's Sole Source Justification Letter NIT NEXUS .July 16, 2019 Mr, Doug Zedler City of Fort Worth 1000 Throckmorton St. Fort Worth, TX 76012 Subject: Confirmation of Sole Source Provider Dear Mr. Zedler: This letter is to confirm that IT Nexus, Inc. is the creator of the Fire Saves and nexVIEWer software. We are the exclusive sole source provider, with no other sellers or resellers providing this software. Our Federal Tax ID is 74-2904157 and our corporate contact information is as follows: 1T Nexus, Inc. 4925 Greenville Avenue, Suite 200 Dallas, Texas 75206 Phone: 830.885.7748 We are enthusiastic about the opportunity to be of service to the -City of Fort Worth's GIS program, If you have any questions, please contact me at any time at 940.591.9699 or bibesier(@.itixexus.com. Best regards, Brian J. Besier President DALLASiFORT WORTH, TEXAS I SAN ANTONIO, TEXAS i HOUSTON, TEXAS Exhibit E Sole Source Procurement Justification CITY OF FORT WORTH CHAPTER 252 EXEMPTION FORM This form must be provided when reauesting to make a purchase over $50.000 without following public bidding requirements. Instructions: Fill out the entire form with detailed information. Once you have completed this form, provide it to the Purchasing attorney for review. The attorney will review the information you have provided and determine whether using an exemption to Chapter 252's biding requirements would be defensible. If you are printing this form to provide to Legal, please do not provide the Primer portion. Failure to provide sufficient information may result in follow up questions and cause a delay in the attorney's determination. Section 1: General Information Requesting Department: Fort Worth Fire Denartment Name of Contract Manager: Mark Rauscher Department's Attorney: Christopher Austria Item or Service sought: Renewal of Maintenance and Support contract for IT Nexus nexVIEWer and Fire Saves software Vendor: IT Nexus. Inc 4925 Greenville Ave. Ste 200 Dallas. Texas 75206 Current Agreement for item/service: Yes X PSK # 5800 Exp. No How will this item or service be used: This software enables us to publish web maps and collect data related to Fire Saves. This software calculates tracks and reports estimated savings in propertv value due to fire incident responses, which include a separate commercial GIS web application view to enable mapping service in support of the primary application. Page 1 of 4 Section 2: Exemption Justification Please indicate which exemption you believe applies to the purchase and provide information to support its applicability. Please refer to the Exemption Primer for detailed information about common exemptions. a procurement made because of a public calamity that requires the immediate appropriation of money to relieve the necessity of the municipality's residents or to preserve the property of the municipality; a procurement necessary to preserve or protect the public health or safety of the municipality's residents; a procurement necessary because of unforeseen damage to public machinery, equipment, or other property; a procurement for personal, professional, or planning services; a procurement for work that is performed and paid for by the day as the workprogresses; a purchase of land or a right-of-way; X a procurement of items that are available from only one source, including: a purchase of rare books, papers, and other library materials for a public library; ___paving drainage, street widening, and other public improvements, or related matters, if at least one-third of the cost is to be paid by or through special assessments levied on propertythat will benefit from the improvements; a public improvement project, already in progress, authorized by the voters of the municipality, for which there is a deficiency of funds for completing the project in accordance with the plans and purposes authorized by the voters; a payment under a contract by which a developer participates in the construction of a public improvement as provided by Subchapter C, Chapter 212; personal property sold: (A) at an auction by a state licensed auctioneer; (B) at a going out of business sale held in compliance with Subchapter F, Chapter 17, Business & Commerce Code; (C) by a political subdivision of this state, a state agency of this state, or an entity ofthe federal government; or (D) under an interlocal contract for cooperative purchasing administered by a regional planning commission established under Chapter 391; services performed by blind or severely disabled persons; goods purchased by a municipality for subsequent retail sale by the municipality; electricity; or advertising, other than legal notices. Please provide details and facts to explain why you believe the exemption applies to the purchase. You may also attach documentation to this form. Because we alreadv have the software in place, the exemption should apply. The previous PO is FW0360-250. A copv of the PO is included. IT Nexus is the creator of the Fire Saves and nexViewer software. A copv of their sole source letter is also included. Page 2 of 4 Section 3: Attornev Determination With the facts provided by the department, is the use of the claimed exemption defensible if the City were to be challenged on this purchase? x Yes or No Was there anything not included on this form or attached hereto that was relied on in making this determination? xYes or No If yes, please explain: Attached Sole Source letter. Annroved bv: Q� 4.r4f, Aa& O Jo Am Pate. ACA II Page 3 of 4 EXEMPTION FORM PRIMER Below are explanations and examples of common exemption that apply to municipal purchases. If you have questions about the information provided or need additional information, please contact your department's assigned attorney. 1. A procurement made because of a public calamity that requires the immediate appropriation of money to relieve the necessity of the municipality's residents or to preserve the property of the municipality. This is generally used in cases of public emergency. 2. A procurement necessary to preserve or protect the public health or safety of the municipality's residents. This is a factual determination that will be used when the purchase directly impacts public health and safety. Please note, this is generally a very narrow exception. 3. A procurement necessary because of unforeseen damage to public machinery, equipment, or other property. Damage or immediately foreseeable damage that is caused by an unexpected event. This will generally be used when a natural disaster or unforeseen failure occurs that impacts other property. 4. A procurement for personal, professional, or planning services; Professional services are not defined under Chapter 252, so there is no precise definition to follow. However, the Texas Attorney General has suggested that a professional service comprehends labor and skill that is `predominately mental or intellectual, rather than physical or manual."' Tex. Atty Gen Op. JM-940 (1988) (quoting Maryland Casualty Co. v. Cray Water Co., 160 S.W. 2d 102 (Tex. Civ. App.—Eastland 1942, no writ). The Texas Attorney General has also opined that "professional services" no longer includes only the services of lawyers, physicians, or theologians, but also those members of disciplines requiring special knowledge or attainment and a high order of learning, skill, and intelligence. Id. Facts needed to support a professional service exemption include the specialized requirements of that profession and the mental and intellectual skill required by the person while performing the service. Purchases of goods are not professional services. 5. A procurement of items that are available from only one source. This exemption is commonly referred to as the sole source exemption. In determining whether a purchase is of a good or service that is available from one source, you should not consider price or time to receive the good or service. The information needed to support this exemption, is that no other provider can provide the service or category of good except for the vendor you are proposing. Some examples of sole source purchases include service agreements when only one vendor is authorized to work on the equipment by the manufacturer and allowing another vendor would void the warranty; purchase of a good that is copyrighted or trademarked and only provided by one vendor. Page 4 of 4