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Home My WebLink AboutContract 53836-R5CSC No. 53836-R5 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE October 3, 2023 Carahsoft Technology Corp 11493 Sunset Hills Rd., Suite 100 Reston, VA. 20190 Re: Contract Renewal Notice Contract No. CSC No. 53836 (the "Contract") COOP#: GSA- GS-35F-0119Y Renewal Term No. 5: December 20, 2023 to December 19, 2024. The above referenced Contract with the City of Fort Worth expires on December 19, 2023. 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 httDs://www.fortworthtexas.cov/departments/finance/Durchasinc. 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.mavnfortworthtexas. 2ov (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: By: Valerie Washington (Dec 4, 02310:49 CST) Name: Valerie Washington Title: Assistant City Manager Date: Dec 4, 2023 Carahsoft Technology Corp By. A'4z¢&i 1:5ynz� Name: Kristina Smith Title: Contracts Manager Date: 11 /14/2023 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: "Z C By: / Name: Kevin Gunn Title: Director, IT Solutions Approved as to Form and Legality By: Name: Taylor Paris Title: Assistant City Attorney Contract Authorization: M&C: P-12327 Approved: 05/14/2019 Form 1295: n/a 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: Steven Vandever (Nov 27, 2023 09:24 CST) Name: Steven Vandever Title: Sr. IT Solutions Manager City Secretary: By:V Name: Jannette Goodall Title: City Secretary 4p4404nn Pig ,-0d Pvo o=4 Pp" Ya4" bpA654pa OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 PRICE QUOTATION CARAHSOFT TECHNOLOGY CORP 11493 SUNSET HILLS ROAD I SUITE 100 1 RESTON, VIRGINIA 20190 PHONE (703) 871-8585 1 FAX (703) 871-8505 WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM carahsoft TO: Tom Feuerborn FROM: Come Hartless Manager, IT Carahsoft Technology Corp. City of Fort Worth 11493 Sunset Hills Road 200 Texas St Suite 100 Fort Worth, TX 76102 USA Reston, Virginia 20190 EMAIL: Thomas.Feuerborn@fortworthtexas.gov EMAIL: Corrie.Hartless@carahsoft.com PHONE (817) 392-2894 PHONE: (571) 662-3828 FAX: TERMS: GSA Schedule No: 47QSWA18DO08F QUOTE NO: 37125166 Term: August 22, 2018 - August 21, 2028 QUOTE DATE: 09/23/2023 FTIN: 52-2189693 QUOTE EXPIRES: 12/30/2023 Shipping Point: FOB Destination RFQ NO: Credit Cards: VISA/MasterCard/AMEX Remit To: Same as Above SHIPPING: ESD Payment Terms: Net 30 (On Approved Credit) TOTAL PRICE: $129,780.00 Cage Code:1P3C5 DUNS No: 088365767 UEI: DT8KJHZXVJH5 Business Size: Other than Small TOTAL QUOTE: $129,780.00 Sales Tax May Apply LINE NO. PART NO. DESCRIPTION QUOTE PRICE QTY EXTENDED PRICE 1 7065-611-30219370 Education Program - Standard: Unlimited attendance and $0.00 GSA 12 $0.00 access to virtual instructor led interactive online learning sessions and OnDemand education content. Socrata - SOC-PS-EDU-S Start Date: 01/01/2024 End Date: 12/31/2024 2 7065-611-17928078 Support Program - Silver. As set forth on $0.00 GSA 12 $0.00 https://support. socrata.com/hc/en-us/articles/216962648- Support-Policy. Up to 30 hours of expert consultant coaching per year. Socrata - SOC-PS-SUP-S Start Date: 01/01/2024 3 7065-611-100126 989rR9tba16'0?a{ti4 Standard: Data publishing $10,815.00 GSA 12 $129,780.00 contextual ization and API platform. Up to 500 datasets, 10 million API requests per month and one instance. SAMUSSO Integration included, Silver Customer Support Package and Standard Education Package. Inn Socrata - SOC-FED-OD-ST Start Date: 01/01/2024 End Date: 12/31/2024 SUBTOTAL: $129,780.00 TOTAL PRICE: $129,780.00 TOTAL QUOTE: $129,780.00 CONFIDENTIAL PAGE 1 0 2 QUOTE DATE: 09/23/2023 QUOTE NO: 37125166 PRICE QUOTATION CARAHSOFT TECHNOLOGY CORP carahsoft® 11493 SUNSET HILLS ROAD I SUITE 100 1 RESTON, VIRGINIA 20190 PHONE (703) 871-8585 1 FAX (703) 871-8505 WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM LINE NO. PART NO. DESCRIPTION QUOTE PRICE QTY EXTENDED PRICE SPECIAL CONDITIONS FOR END USER • This Sales Quotation to Reseller to benefit the End User is conditioned upon the Data & Insights Software as a Service License Agreement, https://www.tylertech.com/ client-terms/data-insights-software-as-a-service-license-agreement, being added by the End User as an Addendum to the Delivery Order, and where the terms are not inconsistent with GSA Schedule No. 47QSWA18D008F, they are incorporated by reference. This quote is subject to billing in full for the software and will be invoiced upfront on the start date of the subscription term. • The End User will receive one Open Data domain/instance. • Silver Support and Standard Education are included as set forth below: o SOC-PS-SUP-S: Support Program - Silver. As set forth on Support Policy. Up to 30 hours of expert consultant coaching per year. o SOC-PS-EDU-S: Education Program - Standard: Unlimited attendance and access to virtual instructor led interactive online learning sessions and OnDemand education content. CONFIDENTIAL PAGE 2 of 2 QUOTE DATE: 09/23/2023 QUOTE NO: 37125166 M&C Review Page 1 of 3 ACITY COUNCIL AGEND COUNCIL ACTION: Approved on 5/14/2019 Create New From This M&C DATE: 5/14/2019 REFERENCE **P-12327 LOG NAME: NO.. CODE: P TYPE: CONSENT PUBLIC HEARING: Official site of the City of Fort Worth, Texas Fo H 13PINTERNAL DATA SHARING SYSTEM AD IT NO SUBJECT: Authorize Purchase Agreements for Software Upgrade to Socrata Connected Government Cloud and Internal Data Sharing and Related Services with Carahsoft Technology Corporation Using a Cooperative Agreement for an Amount Up to $297,280.04 for the First Year and Authorize Four One -Year Options to Renew at an Annual Cost Not -To -Exceed $170,000.04 for the Information Technology Solutions Department (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize Purchase Agreements with Carahsoft Technology Corporation for the software upgrade to Socrata Connected Government Cloud and Internal Data Sharing and related services for the Information Technology Solutions Department using cooperative agreement U.S. General Services Administration Schedule No. GS-35F-0119Y for an amount up to $297,280.04 for the first year with four additional options to renew at $170,000.04 per year. DISCUSSION: The City of Fort Worth (City) has licenses to utilize the Open Data Platform hosted by Socrata, Inc. The current functionality allows the City to provide datasets from many of the services provided by the City, including but not limited to, Permits, Certificates of Occupancy, Police Accidents and Police Crime Data, to the citizens of Fort Worth as well as external companies using the City's data for their products. This Mayor and Council Communication (M&C) is to request authorization to expand the City's licenses and services with Socrata to an enterprise license and related services using Socrata Connected Government Cloud. Included in the enterprise license are the Performance Optimization Cloud, Financial Insights Cloud and the Operational Intelligence platforms on top of the existing agreement for the Open Data Portal. Socrata Operational Intelligence Cloud provides data discovery, visualization, analysis, reporting tools and applications for data like budget, expenditures, crime, permits and business records. Socrata Financial Insights Cloud allows government leaders, financial analysts and local citizens to view relevant financial data to understand how government is collecting and spending tax revenues. Socrata Performance Optimization Cloud gives performance leaders the ability to map strategic goals to meaningful indicators that can be measured, tracked and shared. The City will work with Socrata and Carahsoft Technology Corporation to set up all three of these platforms. Financial Insights and Performance Optimization platforms will be for later use as the initial focus will be with the Operational Intelligence platform. The initial platform will allow the City to share data among different areas with the City, as well as provide dashboards across datasets. The first prototype will be a Police dashboard and visualizations. Using the Operational Intelligence platform, the City can share data internally then identify what data fields to share externally to the public. http://apps.cfwnet.org/council_packet/mc review.asp?ID=26906&councildate=5/14/2019 11/22/2023 M&C Review Page 2 of 3 The Financial Insights and Performance Optimization platforms are scheduled to be rolled out during Fiscal Year 2020, providing citizens with more information on City services and where tax dollars are being spent. 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. U.S. General Services Administration (GSA) contract schedules have been competitively bid to increase and simplify the purchasing power of government entities across the United States. PRICE ANALYSIS: The GSA Schedule contract offers fixed discounts. Staff reviewed pricing and determined it to be fair and reasonable. M/WBE: A MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. SUCCESSOR CONTRACTS: To facilitate planning and budgeting, Staff would prefer to have annual Agreements that align with the Fiscal Year. However, the GSA contract is out of alignment with the City's Fiscal Year. The current terms of the contracts are: Terms are as follows: Year 1 - April 16, 2019 - December 19, 2019 Year 2 - December 20, 2019 - December 19, 2020 Year 3 - December 20, 2020 - December 19, 2021 In order for this Agreement to align with the City's Fiscal Year, adoption of this M& C technically authorizes (i) a series of Purchase Agreements, each of which will align to a term of the GSA Schedule contract to ensure legal authority exists for the contract, and (ii) an annual spend amount, future years of which would be subject to City Council appropriation. In the event that a Cooperative Agreement is not renewed, staff would cease purchasing 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 stop making purchases when the last appropriation expires, regardless of whether the then -current Purchase Agreement has expired. The City will initially use GSA Schedule No. GS-35F-0119Y to make purchases authorized by this M& C. As noted, GSA Schedule GS-35F-0119Y expires December 19, 2021. If the GSA Schedule is extended, this M& C authorizes the City to purchase similar products and services under the extended contract. If the GSA Schedule is not extended, but GSA executes a new cooperative agreement with Carahsoft Technology Corporation with substantially similar terms as GSA Schedule GS-35F-0119Y, this M& C authorizes the City to purchase the products and services under the new GSA Schedule contract. ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager in the amount up to $75,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERM: The initial term of this Agreement shall commence upon City Council's approval and shall expire December 19, 2019. RENEWAL OPTIONS: This Agreement may be renewed for additional terms according to the cooperative agreement at the City's option, up to a maximum of four annual options to renew. 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 available in the current operating budget, as appropriated, of the General Fund. Prior to an expenditure being made, the Information Technology Solutions Department has the responsibility to validate the availability of the funds. http://apps.cfwnet.org/council_packet/mc review.asp?ID=26906&councildate=5/14/2019 11/22/2023 M&C Review Page 3 of 3 BQN\GS-35F-0119Y\AD TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) 10100 5330201 0045020 $297,280.001 FROM Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for Citv Manager's Office by Oriainatina Department Head: Additional Information Contact: Susan Alanis (8180) Kevin Gunn (8517) Cynthia Garcia (8525) Anabelle Dunn (7648) ATTACHMENTS Form 1295 Certification CarahSoft Redacted.Ddf (Public) GSA CONTRACT DETAILS GS-35F-0119Y.odf (CFW Internal) SAMs Report Carahsoft 3.13.19.Ddf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=26906&councildate=5/14/2019 11/22/2023