The URL can be used to link to this page

Home My WebLink AboutContract 35728-R13CSC No. 35728-R13 APPLICATION SOFTWARE RENEWAL AGREEMENT Thirteenth 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 4450 Belden Village Street, Suite 305, Canton, Ohio 44718 acting by and through Stuart Rosove, 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: CourtView Justice Solutions Inc. dba equivant CSC NO. 35728, Renewal No. 13 MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM Page 1 of 3 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX RENEWAL OF AGREEMENT 1. The Original Agreement, as amended, is hereby renewed and extended for a renewal term commencing on January 1, 2024, and expiring on December 31, 2024. 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: Suitrrarc Support and Maintenant:r Rene%9l Period. January 1, 2024 tlamugh December 31, 2024 Seflxfre QI 21214 €I2 2024 Q321124 Q4 2u21 111124 to 3131124 411124 to fi130124 11024 to 9f30i24 L0+1124 to 12131124 CourIV.rw Application Software Support $2l_78725 52I..781 25 $2041.7.25 $21.78725 Case Management Judicial Managcmenl Financial Management Accennls Receivable Imaging and Workflow CouriView eAcers S12,253.75 $12,253.75 $12_253.75 $12,253.75 RAMsenaAl'IInterlace Support $1._078.25 $1,117825 $I,97$25 Sr,971i25 cCitation Exchange with RctucwQueue and Image Handling $2,699-.50 $2,649.50 $2.699.50 52,69950 Court ViewUpdasekpress $2,576.50 $2.57950 $2S7U.50 $2,57050 CaurtVirw ePoy $726.04 S726t00 57245_60 $726.00 tln.facr Web Deployment $430_00 $430.00 $430_1X1 $430J06 Vista Retention Module $483.75 $483.75 $483.75 $483.75 Qnarterlr'I'vral $42,929.90 $42,029.00 $42,029.10 $41A29.01 Includes updates & Enhancements, unlimited email& phone support for 12 months alumni will issue an invoice within 60 days 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 CSC NO. 35728, Renewal No. 13 MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM Page 2 of 3 ACCEPTED AND AGREED: CITY OF FORT WORTH 1/4/4-1A%—_ 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: Valerie Washington (Nov 1, 2023 16:26 CDT) Name: Valerie Washington Title: Assistant City Manager Nov 1, 2023 APPROVAL RECOMMENDED: / / By: Steven Vandever (Oct 25, 2023 16:36 CDT) Name: Steven Vandever Title: Sr. IT Solutions Manager APPROVED AS TO FORM AND LEGALITY: By: 7 Name: Kevin Gunn Title: Director, IT Solutions ATTEST: �,�„�,R(-1 .o�vovp� 44FORT $aa pto � 9-+o °"° �m� °=4 pp'f°ooF`o°�`, aaa :°°-"; '4 �bRuaoao / .(i By: Name: Taylor Paris Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: P-12285 Date Approved: 12/11/2018 By L Name: Jannette Goodall Title: City Secretary CourtView Justice Solutions Inc. dba equivant By: Name: Stuart Rosove Title: General Manager CourtView Justice Solutions Inc. dba equivant CSC NO. 35728, Renewal No. 13 MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM Page 3 of 3 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX M&C Review Page 1 of 2 CITY COUNCIL AGENDA COUNCIL ACTION: Approved on 12/11/2018 Create New From This M&C DATE: 12/11/2018 REFERENCE NO.: **P-12285 LOG NAME: Official site of the City of Fort Worth, Texas FORT WORTII 13PAMEND G-19220 COURTVIEW SB ITS CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Amendment to Mayor and Council Communication G-19220 to Add Renewal Options for Annual Maintenance Renewal and Increase the Annual Maintenance Amount Up to $133,054.00 for City Secretary Contract No. 35728 with CourtView Justice Solutions, Inc., d/b/a Equivant and Authorize One -Time Professional Training Services in the Amount Up to $18,100.00 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 (G-19220) to authorize additional renewal options for software maintenance beginning January 1, 2019 with four (4) additional one-year terms to renew, increase the annual maintenance amount to $133,054.00 for City Secretary Contract No. 35728 with CourtView Justice Solutions, Inc., d/b/a Equivant and authorize one-time professional training services in the amount of $18,100.00 for the CourtView Case Management System for the Municipal Court Department. Annual Maintenance cost is subject to a three to four percent increase each renewal year. DISCUSSION: On February 6, 2018, City Council authorized M&C G-19220 to increase the contract renewal amount for City Secretary Contract No. 35728 with CourtView Justice Solutions, Inc. d/b/a Equivant for a 10- month term beginning March 1, 2018. The M&C also stated the City will execute future software maintenance renewals for 12-month terms beginning January 1st each year, expiring December 31st each year. This amendment to M&C G-19220 requests authorization for software maintenance renewal beginning January 1, 2019 and expiring December 31, 2019, for a not -to -exceed amount of $133,054.00 and authorization to obtain Professional Training Services from equivant for the CourtView Application software for a not -to -exceed amount of $18,100.00. Staff anticipates that annual software maintenance renewal costs will increase approximately three percent to four percent each year. ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager for an amount up to $33,263.50 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 a Request to Exercise Renewal Option for City Secretary Contract No. 35728, the software maintenance renewal will begin January 1, 2019 and expire December 31, 2019. RENEWAL OPTIONS: The annual software maintenance may be renewed for up to four additional one-year terms at the City's option. 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 http://apps.cfwnet.org/council packet/mc review.asp?ID=26475&councildate=12/11/2018 10/19/2023 M&C Review Page 2 of 2 renewal terms. A Request to Exercise Renewal Option will be executed each year prior to software maintenance renewal. All other Terms and Conditions remain the same. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the Special Purpose Fund, as appropriated, and prior to an expenditure begin made, Municipal Court Department has the responsibility to validate the availability of funds. BQN\AMEND-G-19220\SB TO Fund Department I Account ID FROM Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount Fund Department ID Account I Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount Submitted for City Manager's Office bv: Originating Department Head: Additional Information Contact: Susan Alanis (8180) Kevin Gunn (8517) Sheila Baker (8356) Cynthia B. Garcia (8525) ATTACHMENTS 1295 COURTVIEW Redacted.pdf (Public) SAMS 11-06-2018 COURTVIEW.pdf (CFW Internal) SAMS 11-6-2018 EQUIVANT.pdf (CFW Internal) Sudan Terrorist check.pdf (CFW Internal) TERRORIST ATTACK 11-06-2018.pdf (CFW Internal) http://apps.cfwnet.org/council packet/mc review.asp?ID=26475&councildate=12/11/2018 10/19/2023 M&C Review Page 1 of 2 CITY COUNCIL AGENDA COUNCIL ACTION: Approved on 12/11/2018 Create New From This M&C DATE: 12/11/2018 REFERENCE NO.: **P-12285 LOG NAME: Official site of the City of Fort Worth, Texas FORT WORTII 13PAMEND G-19220 COURTVIEW SB ITS CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Amendment to Mayor and Council Communication G-19220 to Add Renewal Options for Annual Maintenance Renewal and Increase the Annual Maintenance Amount Up to $133,054.00 for City Secretary Contract No. 35728 with CourtView Justice Solutions, Inc., d/b/a Equivant and Authorize One -Time Professional Training Services in the Amount Up to $18,100.00 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 (G-19220) to authorize additional renewal options for software maintenance beginning January 1, 2019 with four (4) additional one-year terms to renew, increase the annual maintenance amount to $133,054.00 for City Secretary Contract No. 35728 with CourtView Justice Solutions, Inc., d/b/a Equivant and authorize one-time professional training services in the amount of $18,100.00 for the CourtView Case Management System for the Municipal Court Department. Annual Maintenance cost is subject to a three to four percent increase each renewal year. DISCUSSION: On February 6, 2018, City Council authorized M&C G-19220 to increase the contract renewal amount for City Secretary Contract No. 35728 with CourtView Justice Solutions, Inc. d/b/a Equivant for a 10- month term beginning March 1, 2018. The M&C also stated the City will execute future software maintenance renewals for 12-month terms beginning January 1st each year, expiring December 31st each year. This amendment to M&C G-19220 requests authorization for software maintenance renewal beginning January 1, 2019 and expiring December 31, 2019, for a not -to -exceed amount of $133,054.00 and authorization to obtain Professional Training Services from equivant for the CourtView Application software for a not -to -exceed amount of $18,100.00. Staff anticipates that annual software maintenance renewal costs will increase approximately three percent to four percent each year. ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager for an amount up to $33,263.50 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 a Request to Exercise Renewal Option for City Secretary Contract No. 35728, the software maintenance renewal will begin January 1, 2019 and expire December 31, 2019. RENEWAL OPTIONS: The annual software maintenance may be renewed for up to four additional one-year terms at the City's option. 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 http://apps.cfwnet.org/council packet/mc review.asp?ID=26475&councildate=12/11/2018 10/19/2023 M&C Review Page 2 of 2 renewal terms. A Request to Exercise Renewal Option will be executed each year prior to software maintenance renewal. All other Terms and Conditions remain the same. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the Special Purpose Fund, as appropriated, and prior to an expenditure begin made, Municipal Court Department has the responsibility to validate the availability of funds. BQN\AMEND-G-19220\SB TO Fund Department I Account ID FROM Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount Fund Department ID Account I Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount Submitted for City Manager's Office bv: Originating Department Head: Additional Information Contact: Susan Alanis (8180) Kevin Gunn (8517) Sheila Baker (8356) Cynthia B. Garcia (8525) ATTACHMENTS 1295 COURTVIEW Redacted.pdf (Public) SAMS 11-06-2018 COURTVIEW.pdf (CFW Internal) SAMS 11-6-2018 EQUIVANT.pdf (CFW Internal) Sudan Terrorist check.pdf (CFW Internal) TERRORIST ATTACK 11-06-2018.pdf (CFW Internal) http://apps.cfwnet.org/council packet/mc review.asp?ID=26475&councildate=12/11/2018 10/19/2023