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Home My WebLink AboutContract 56950-R2CITY OF FORT WORTH CONTRACT RENEW AL NOTICE CSC No. 56950-R2 Carahsoft Technology Corp 11493 Sunset Hills Road Reston, VA. 20190 November 3, 2023 Re: Contract Renewal Notice Contract No. CSC No. 56950 (the "Contract") COOP#: DIR-TSO-4288 Renewal Term No. 2: February 22, 2024 to February 21, 2025 The above referenced Contract with the City of Fort Worth expires on February 21, 2024. 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.gov/departments/finance/purchasing. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Contract Renewal Sincerely, Erica Sparks Administrative Assistant 200 Texas Street Fort Worth, TX, 76102 erica. sparks@fortworthtexas.gov (817)392-7805 Page 1 of2 [Executed effective as of the date signed by the Assistant City Manager below.] I [ACCEPTED AND AGREED:] City: By: Valerie Washington (Nov 201 2023 09:27 CST) Name: Valerie Washington Title: Assistant City Manager Date: Nov 20, 2023 Carahsoft Technology Corp. By: 3�1/� Name: Brittney Vance Title: Senior Account Manager Date: 11/03/2023 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: �C:.�� By: / Name: Kevin Gunn Title: Director, IT Solutions Approved as to Form and Legality: �� By: T- Name: Taylor Paris Title: Assistant City Attorney Contract Authorization: M&C: 21-0936 Approval Date: 12-14-2021 Form 1295: 2021-827940 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: Name: David Zellmer Title: Sr. IT Solutions Manager City Secretary: By: Name: Jannette Goodall Title: City Secretary Page 2 of2 �� Questica Where brilliant begins. Government Price Quotation Questica at Carahsoft 11493 SUNSET HILLS ROAD � SUITE 100 � RESTON, VIRGINIA 20190 PHONE (703) 871-8500 � FAX (703) 871-8505 � TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM � SALES@CARAHSOFT.COM TO: Kathryn Agee Dow INFORMATION TECHNOLOGY SOLUTIONS City of Fort Worth - IT Solutions - Zipper Building 275 W. 13th St. (2nd Floor) IT Solutions - Zipper Building Fort Worth, TX 76102 USA EMAIL: Kathryn.Agee-Dow@fortworthtexas.gov PHONE: (817) 392-8461 TERMS: DIR Contract No. DIR-TSO-4288 Expiration Date: February 21, 2025 FTIN: 52-2189693 Shipping Point: FOB Destination Credit Cards: VISA/MasterCard/AMEX Remit To: Same as Above Payment Terms: Net 30 (On Approved Credit) Texas VID#:1522189693700 Sales Tax May Apply FROM: Brittney Vance Questica at Carahsoft 11493 Sunset Hills Road Suite 100 Reston, Virginia 20190 carahsoft� ,.�: Brittney.Vance@carahsoft.com INE: (571) 662-3094 FA) (703) 871-8505 QUOTE NO: 38147495 QUOTE DATE: 11/15/2023 QUOTE EXPIRES: 02/21/2024 RFQ NO: SHIPPING: ESD TOTAL PRICE: $315,155.85 TOTAL QUOTE: LINE NO. PART NO. DESCRIPTION � � .i7 4 YEAR 3 SUBSCRIPTION RENEWAL OB-B126-1-679-1 Data Visualisation and Citizen Engagement Portal; Between $1-2 Billion; per/year Questica OpenBook Questica - OB-B12B-1 Start Date: 02/22/2024 End Date: 02/21/2025 QB-B126-1-679-1 Operating, Salary and Capital Budget Preparation and Budget Management Software, Performance Measurement Software; Between $1-2 Billion; per/year Questica Budget Questica - QB-B12B-1 Start Date: 02/22/2024 End Date: 02/21/2025 BA-B12B-1-679 Between $1-2 Billion Questica Citizen Engagement Powered by Balancing Act Questica - BA-612B-1 Start Date: 02/22/2024 End Date: 02/21/2025 WV-BB-01-679 Per Unit Questica Budget Book - Powered by Workiva Questica - WV-BB-01 Start Date: 02/22/2024 End Date: 02/21/2025 $315,155.85 TX DIR QUOTE PRICE QTY EXTENDED PRICE $27,312.50 $27,312.50 TX DIR 1 $183,343.35 $183,343.35 TX DIR 1 $43,700.00 $43,700.00 TX DIR 1 $57,000.00 $50,400.00 TX DIR 1 $27,312.50 $183,343.35 $43,700.00 $50,400.00 CONFIDENTIAL QUOTE DATE: 11/15/2023 PAGE 1 of 2 QUOTE NO: 38147495 Government Price Quotation �' Questica Questica at Carahsoft 11493 SUNSET HILLS ROAD � SUITE 100 � RESTON, VIRGINIA 20190 PHONE (703) 871-8500 � FAX (703) 871-8505 � TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM � SALES@CARAHSOFT.COM LINE NO. PART NO. DES�RIPTION 5 QB-B126-1-679-1 Operating, Salary and Capital Budget Preparation and Budget Management Software, Performance Measurement Software; Between $1-2 Billion; per/year Sandbox Site Questica - QB-B12B-1 Start Date: 02/22/2024 End Date: 02/21/2025 6 BA-612B-1-679 Between $1-2 Billion Private Data Access Incremental Annual Software Subscription (including maintenance, support & hosting) Questica - BA-612B-1 Start Date: 02/22/2024 End Date: 02/21/2025 SU BTOTAL: TX DIR $183,343.35 $43,700.00 QUOTE PRICE QTY $5,000.00 TX DIR 1 $5,400.00 TX DIR 1 TOTAL PRICE: TOTAL QUOTE Please reference TX DIR Contract ti on the PO: DIR Contract No. DIR-TSO-4288 carahsoft. EXTENDED PRICE $5,000.00 $5,400.00 $315,155.85 $315,155.85 $315,155.85 CONFIDENTIAL QUOTE DA' 11/15/2023 PAGE 2 of 2 QUOTE NO 38147495 CITY COUNCIL AGENDA DATE: 12/14/2021 REFERENCE **M&C 21- LOG NAME: NO.: 0936 CODE: C TYPE: CONSENT PUBLIC HEARING: 03BUDGET SOFTWARE REPLACEMENT NO �C� RT ��^`�0 RT I I _��_ SUBJECT: (ALL) Authorize Execution of an Agreement with Carahsoft Technology Corporation, for the Purchase and Implementation of Questica Budget Software, Utilizing Texas Department of Information Resources Cooperative Contract DIR-TSO-4288 For An Amount Up to $1,346,189.00 for the First Year and Five Annual Renewals up to $305,135.00 For the Planning and Data Analytics Department and Adopt the Attached Appropriation Ordinances in the Amount of $1,346,189.00 RECOMMENDATION: It is recommended that the City Council: 1. Authorize execution of an agreement with Carahsoft Technology Corporation for procurement and implementation of Questica Budget, budgeting software, in an amount up to $1, 346,189. 00. 2. Adopt the attached appropriation ordinance to increase appropriations in the General Fund in the amount of $1,346,189.00, reducing from fund balance for the purpose of transferring to the ITS Capital Projects Fund; and 3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the ITS Capital Projects Fund in the amount of $1,346,189.00, transferred from available funds in the General Fund, for the purpose of funding the ERP IT programmable project (City Project No. P00093). DISCUSSION: The Planning and Data Analytics Department (P&DA) is responsible for the development of the City's annual operating and capital budget. The current budget software is at end of life for support and requires replacement. P&DA engaged the Information Technology Solutions Department (ITS) to assist in a review of replacement software platform. After the Departments' review, staff recommends replacing the current on premise software with a software-as-a-solution platform from Questica, Inc. sold by Carahsoft Technology Corporation using the Texas Department of Information Resources (DIR) cooperative purchasing contract DIR-TSO- 4288. The new software will satisfy the City's needs and includes the operating budget function, capital budget function, budget book/reporting function, and citizen engagement function. By approving the execution of the agreement and adopting the appropriation ordinances, $1,346,189.00 will be transferred from the fund balance of the General Fund to the ITS Capital Projects Fund for the costs associated with the project. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a cooperative purchasing agreement satisfies State laws requiring that the local government seek competitive bids for purchase of the item. Cooperative contracts have been competitively bid to increase and simplify the purchasing power of local government entities across the State of Texas. SUCCESSOR CONTRACTS - In the event the DIR agreement is not renewed, staff would cease purchasing at the end of the last purchase agreement coinciding with a valid DIR agreement. If the City Council were to not appropriate funds for a future year, staff would stop making purchases when the last appropriation expires, regardless of whether the then-current purchase agreement has expired. The City will initially use the DIR contract to make purchases authorized by this M&C. The Cooperative Contract is set to expire on February 21, 2025. If DIR-TSO-4288 is extended, this M&C authorizes the City to purchase similar equipment and supplies under the extended contract. If DIR- TSO-4288 is not extended but DIR executes a new cooperative contract with Carahsoft Technology Corporation and with substantially similar terms, this M&C authorizes the City to purchase the equipment and supplies under the new DIR contract. If this occurs, in no event will the City continue to purchase goods and services under the new agreement for more than three (3) years without seeking Council approval. BUSINESS EQUITY - A goal is not assigned when purchasing from an approved purchasing cooperative or public entity. AGREEMENT TERM - Upon City Council's approval, this agreement will become effective and expire February 21, 2023 in accordance with the DIR contract. The agreement will renew on an annual basis thereafter. RENEWAL OPTIONS - This agreement may be renewed for up to five one-year renewal terms at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are currently available in the General Fund and upon approval of the above recommendations and adoption of the attached appropriation ordinances, funds will be available in the ITS Capital Fund for the ERP IT project to support the approval of the above recommendations and execution of the agreement. Prior to an expenditure being incurred, the Planning & Data Analytics Department has the responsibility of verifying the availability of funds. FROM Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2 Submitted for City Manager's Office by_ Fernando Costa (6122) Originating Department Head: Mark McAvoy (6222) Additional Information Contact: ATTACHMENTS 03 BUDGET SOFTWARE REPLACEMENT.docx (CFW Internal) 036UDGET SOFTWARE REPLACEMENT 10100 A022(r2).docx (Public) 03BUDGET SOFTWARE REPLACEMENT 30112 A022(r3).docx (Public) 03BUDGET SOFTWARE REPLACEMENT FID TABLE.xlsx (CFW Internal) Form 1295 Certificate 2021-827940 signed.pdf (CFW Internal)