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Home My WebLink AboutContractCITY OF FORT WORTH CONTRACT RENEWAL NOTICE October 27, 2023 Carahsoft Teclmology Coip 11493 Simset Hills Rd., Suite 100 Reston, VA. 20190 Re: Contract Renewal Notice CSC No. 51829-R5 Contract No. CSC No. 51829 (the "Contract") COOP#: GSA-35F-0119Y AIM Renewal Teiui No. 6: December 10, 2023 to December 09, 2024 The above refereuced Contract with the City of Fort Worth expires on December 09, 2023. Pl1TSllc�lli t0 tlle C011tTc�Ct, conh�act 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 Coutract for an additional one (1) year period, wl�ich will begin immediately after the Expiration Date. All other teruis and conditions of the Conh�act 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 belo�v, acknowledging receipt of the Conh�act Rene�val Notice. TO 2llS11Te tllat j�011l' C011l�allj� 1llf02711c�t1011 1S C017eCt allCl 11�-t0-C�c�te, please log onto PeopleSoft Purchasing at https://w�vw.fbrtwor[hteYas.Qov,�deUartinents/imance/piuchasin�. If you have any questions concei�iing this Conh�act Renewal Notice, please contact me at the telephoue number listed below. Sincerely, Katie May Adminish�ative Assistant 200 Texas Street Foirt Worth, T�, 76102 katherine.may(�fortworthtexas. aov (817) 392-8894 Conh�act ReFie��al OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX [Executed effective as of the date sigtied Uy the Assistant City Manager Uelow.] /[ACCEPTED AND AGREED:] City: u�� Valerie Washington (Nov2Q 20230933 CST) Y� Naine: Valerie Washington Title: Assistant City Mauager Carahsoft Technology Corporation Amanda DigitallysignedbyAmanda G�anlund g Granlund ps�?o�a.ii.osiasr.v Y� Naine: Title: Date: Nov 20, 2023 Date: CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: B : �-� ��--- Y Name: Kevin Gimn Title: Director, IT Solutions A�proved as to Form and Legality: Contract Compliance Nlanager: By signing I aclmowledge tliat I am the person responsible for the monitoriug and adminish�ation of tliis contract, includiug eustuYng all perfoi7nauce and repoirtiug rec�uiremeuts. a� ��. By: � Name: David Zellmer Title: Sr. IT Solutious Mauager By: �� Name: Taylor Paris Title: Assistant City Attotney Contract Authoi�zation: NI& C: 23-0292 Appi•oval Date: 04/25/2023 Conh�act Renea�al City Seci•etai•y: �czzx /� � By: � Name: Jaunette Goodall Title: City Secretaiy pO�onq� FORT�aO a°,� �9.�0 Fo Pvo �=4 °°o* °�a e� �' ��4p nEXAsob OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX GOVERNMENT - PRICE QUOTATION carahsoft CARAHSOFT TECHNOLOGY CORP 11493 SUNSET HILLS ROAD � SUITE 100 � RESTON, VIRGINIA 20190 PHONE (703) 871-8500 � FAX (703) 871-8505 � TOLL FREE (888j 66CARAH Hyland WWW.CARAHSOFT.COM � SALES�a CARAHSOFT.COM TO: Qonlen Ruffin FROM: Uriel Vasquez Assistant Director CarahsoR Technology Corp. City of Fort Worth, Texas 11493 Sunset hlflls Road 200 Texas Street Suite 100 Fort Worth, TX 76102 United States Reston, Virginia 20190 EMAIL: donlen.ruffin@forlworthtexas.gov PHONE: (1817) 392-2017 TERMS: GSA Schedule No: GS-35F-0119Y Term� December 2Q 2011 - December 19, 2026 FTIN: 52-2189693 Shipping Point: FOB Destination Credit Cards VISA/MasteiCard/AMEX Remit To: Same as Above Payment Terms: Net 30 (On Approved Credit) Cage Code= 1 P3C5 DUNS No: 088365767 UEI:DTBKJHZXVJH5 Business Size: Other than Small Sales Tax May Apply LINE NO. PART NO. 1 2865-120-93996457 DESCRIPTION Perceptive Content Standard Support 1 YR Maintenance Fees Kofax - MGPEC-2021-0110 Start Date_ 03/01/2024 End Date: 02/28/2025 SU BTOTAL: EMAIL: Uriel_Vasquez@carahsoft.com PHONE: (571) 662-3799 FAX: (703) 871-8505 QUOTE NO: 32954160 QUOTE DATE: 11/08/2023 QUOTE EXPIRES: 01/15/2024 RFQ NO: SHIPPING: ESD TOTAL PRICE: $79,787.33 TOTAL QUOTE: LIST PRICE QUOTE PRICE $999,999.00 $79,787.33 GSA 1 $79,787.33 QTY EXTENDED PRICE $79,787.33 $79,787.33 TOTAL PRICE: TOTAL QUOTE Amount Due After 2/29/24- $87,766.06 E79,787.33 E79,787.33 Hyland has recenUy instituted a policy whereby maintenance quotes will now show a consolidated price or Single line Item Maintenance (SLIM). For a list of your curcent modules, including quantity and description, please log into the Hyland Community https:llcommunity.hyland.comllogin?returnUrl=l and ctick on the Maintenance ta6 In order to prevent a disruption in maintenance support, please ensure that a purchase order is sent to Carahsoft no less than 30 days prior to the expiration of the existing maintenance period. Maintenance support is turned off upon expiration of the maintenance term and cannot be re- instated until Hyland Software, inc. has received payment for the renewal maintenance period, from Carahsoft on behalf of the customer. Hyland does not permit adjustrnents in period of performance due to a delay or lack of payment. CONFIDEfVTIAL QUOTE DATE: 11/O8/2023 PAGE 1 of 1 QUOTE NO: 32954160 M&C Review CITY COUNCIL AGENDA Create New From This M&C DATE: 4/25/2023 REFERENCE **M&C 23- LOG NAME: NO.: 0292 CODE: C TYPE: CONSENT PUBLIC HEARING: Page 1 of 2 Official site of the City of Fort Worth, Texas �ORT�'4'ORTII -�� 04AMEND CITY SECRETARY CONTRACT 51829 CARAHSOFT HYLAND AIM NO SUBJECT: (ALL) Authorize an Amendment to City Secretary Contract 51829 with Carahsoft Technology Corporation for an Upgrade to the Automated Invoice Management System in the Amount of $140,806.00 Using a Cooperative Agreement for the Information Technology Solutions Department RECOMMENDATION: It is recommended that City Council authorize an amendment to City Secretary Contract 51829 with Carahsoft Technology Corporation for an upgrade to the Automated Invoice Management system in the amount of $140,806.00 using General Services Administration Contract No. GS-35F-0119Y for the Information Technology Solutions Department. DISCUSSION: On January 29, 2019, City Council approved Mayor and Council Communication (M&C) P-12292 authorizing agreements with Carahsoft Technology Corporation for software, training, services and support for an Automated Invoice Management system using General Services Administration (GSA) Contract GS-35F-0119Y in an amount up to $704,166.00. The City entered into City Secretary Contract (CSC) 51829 with Carahsoft Technology Corporation for the Hyland, LLC Automated Invoice Management (AIM) system and professional services. The current version of AIM is approaching end of life and support in 2023. The City needs to move forward with upgrading the software to the most recent supported version. The amendment to CSC 51829 will provide for professional services to implement the upgrade at a one-time cost of $140,806.00. IT Solutions staff will be trained for any future AIM upgrades. The upgrade project is expected to be completed in three to five months. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a cooperative purchasing agreement satisfies any state law requiring that the local government seek competitive bids for the purchase of items. General Services Administration Multiple Award Schedule Contracts are competitively bid to increase and simplify the purchasing power of government entities. 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 shall begin upon execution and expire in accordance with the terms and conditions of GSA Contract GS-35F-0119Y. RENEWAL OPTIONS: The Agreements may be renewed up to for two 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 terms. 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. http://apps.cfwnet.org/council�acket/mc review.asp?ID=30919&councildate=4/25/2023 11/10/2023 M&C Review Page 2 of 2 Funding is budgeted in the ITS Other General Government DepartmenYs ITS Capital Fund for the purpose of funding the FY23 Hyland (AIM) project, as appropriated. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current capital budget, as previously appropriated, in the ITS Capital Fund for the FY23 Hyland (AIM) project to support the approval of the above recommendation and execution of the amendment to the contract. Prior to any expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID , Year (Chartfield 2) Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 21 Submitted for Citv Manaqer's Office bv: Oriqinatinq Department Head: Additional Information Contact: Valerie Washington (6192) Kevin Gunn (2015) Donlen Ruffin (2017) /_�il�[�:IJ�1=1►��? 04AMEND CITY SECRETARY CONTRACT 51829 CARAHSOFT HYLAND AIM funds availabilitv.pdf (CFW Internal) 04AMEND CITY SECRETARY CONTRACT 51829 CARAHSOFT HYLAND AIM Updated FID.xlsx (CFW Internal) Form 1295 2023-980504.pdf (CFW Internal) http://apps.cfwnet.org/council�acket/mc review.asp?ID=30919&councildate=4/25/2023 11/10/2023