The URL can be used to link to this page

Home My WebLink AboutContract 47343-R1REcti��,,; ��,,, - � �wo�� G�.��(S� ��aR� �. i G a�� 3�l�ri�I FIRST RENEWAL OF FORT WORTH CITY SECRETARY CONTRACT NO. 47343 This FIRST RENEWAL OF FORT WORTH CITY SECRETARY CONTRACT NO. 47343 ("Renewal") is made and entered into by and between the City of Fort Worth, a home-rule municipal corporation of the State of Texas ("City"), acting herein by and through its duly authorized Assistant City Manager, and Legal Files Software, Inc. ("Licensor"), an Illinois corporation, acting herein by and through its Chief Executive Officer. The City and Licensor are individually referred to as a"party" and collectively referred to as the "parties." WHEREAS, City and Licensor are currently parties to an agreement for software license and maintenance and support services, the same being Fort Worth City Secretary Contract No. 47343 (the "Agreement"); and WHEREAS, the Agreement provides for a one-year Initial Term with options for up to four, one-year Renewal Terms; and WHEREAS, the parties wish to renew the Agreement under the same terms and conditions for a first Renewal Term, commencing on March 1, 2dl 7. NOW, THEREFORE, the City of Fort Worth and Licensor do mutually covenant and agree as follows: 1. City and Licensor hereby agree to renew and extend Fort Worth City Secretary Contract 47343 for a first Renewal Term of one (1) year for, beginning on March 1, 2017, and ending February 28, 2018, with a Year 2 Maintenance and Support cost of $13,806.00, which consists of a cost of $13,544.00 for the maintenance and support for the live/production environment and a cost of $262.00 for the maintenance and support for the for the test environment. FIRST RENEWAL OF CSC NO. 47373 OFFiCI{,I. RECOR�-: CITY SECRETAR�" FT. WORTM, TX Aage I of 2 This Renewal may be execirted in one or more counterp�rts, elch of which shall be deemed an origin�l but all of which together shall constitute one and the same instrument. Signed signature pages may be U•�nsmitted liy f�csimile or e-mail, 1nd any such signature shall have the same legal effect as an original. 3. All terms and provisions of City Secretary Contract 47 ��3 shall remain in f�UII f-01'CC 111C� effect throughout the first Rene�val Term unless specificall}� amended hcrcin. IN WITNCSS WH�RCOF, the said partics have heccto set theic hands and seal of oi�ticc to triplicate oi•iginals on this�'/'��day of�--�-1/s'�, 2017. CITY: CITY OF FORT WORTI-l: ;�(��_ By: - Name�: S�u an Alanis Title:`�ssistant City Manager APPROVED AS TO FORNI AND LEGALITY: - ��,� By: � , Name: Denis C. IVIc r ;�"-�'`�a�c�., Title: Assistlnt Cily Attoi•ney��.'��, ;,� ' �y��_ ATTESTED: ' i By: ' ; ; Name: ' Mary r Title: City Secretary !'1RST 2T_NE�VAL OP CSC NO. 47373 LICCNSOR: LGGAL TILGS SO�TWnR[:, lNC.: Qy: �� Name: J hn Kanoski Title: Ch' �f Eaecutive Ot7icer �1FFIGIA� ��ORLI cr�t' e�c�'�' �r. r�ra��M � Pagc 2 af 2 M&C Review ' • � � ,► COUNCIL ACTION: Approved on 12/15/2015 DATE: 12/15/2015 REFERENCE NO.: **C-27555 LOG NAME: CODE: C TYPE: CONSENT PUBLIC HEARING: Page 1 of 2 Official site of the City of Fort Worth, Texas ��i�'��1Ri11 12LEGAL FILES AGREEMENT f�C�7 SUBJECT: Authorize Execution of an Agreement with Legal Files Software, Inc., Using a Cooperative Contract in an Amount Not to Exceed $125,000.00 for First Year Implementation Costs for a Comprehensive Case Management Software System for the City Attorney's Office (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the execution of an Agreement with Legal Files Software, Inc., using Florida Department of Highway Safety and Motor Vehicles Agreement, Bid No. ITN 008-09 REBID, in an amount not to exceed $125,000.00 for first year implementation costs for a Comprehensive Case Management Software System for the City Attorney's Office. DISCUSSION: Pursuant to the City Council's direction to become more technology driven, the City Attorney's Office researched options for an integrated case file management system. A Request for Information (RFI) for a comprehensive full featured electronic file management system for the City Attorney's Office was issued on January 2, 2015. The Purchasing Division received seven responses to the RFI. A team from the Purchasing Division, IT Solutions Department and the City Attorney's Office evaluated each response. After reviewing the responses, conducting demonstrations with four of the vendors and conducting some additional research and due diligence, it was determined that Legal Files Software, Inc., provided the best solution for the needs of the City Attorney's Office. Legal Files Software Inc., has been providing document management services to legal offices throughout the United States and internationally since 1990. The Legal Files Case Management Software System will allow the organization and automation of cases, provide for a central repository for litigation documents and contracts, standardize case creation and tracking, provide deadline tracking and integrated scheduling and allow for the management of electronic discovery. The software is also fully integrated with the Microsoft Office suite and Adobe pdf files. Legal Files Software is a proven product and has been used by legal offices in over 40 public sector organizations, including City Attorney Offices in Arlington, Texas; Richmond, Virginia; Memphis, Tennessee; and other government legal offices such as Texas Departments of Insurance, Licensing and Regulation and Texas Commission on Environmental Quality. The City Attorney's Office had a$55,000.00 budget savings in Fiscal Year 2014 and those funds were rolled to the General Capital Projects Fund (M&C G-18390, January 6, 2015) for the purchase of software. Through the diligence of the City Attorney to limit the use of outside counsel, the department realized a savings in the Outside Counsel account of the General Fund in Fiscal Year 2015 in the amount of $70,000.00. These budget savings will fund the initial purchase of the case management system and were also moved to the General Capital Projects Fund (M&C G-18544, September 1, 2015). The purchase of this software system will enable the City Attorney's Office to optimize business processes and improve customer service. 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. The Florida Department of Highway Safety and Motor http://apps.cfwnet.org/council�acicet/mc review.asp?ID=21783&councildate=l2/15/2015 3/8/2017 M&C Review Page 2 of 2 Vehicles Agreement, Bid No. ITN 008-09 REBID was competitively bid and authorizes use of the contract by other government entities in accordance with state law and upon agreement of the vendor. PRICE ANALYSIS - The City has no purchasing history for this type of software. Staff has reviewed and determined this pricing to be fair and reasonable. M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. AGREEMENT TERMS - Upon City Council approval, this Agreement shall begin upon execution and expire one year from the date of execution. RENEWAL OPTIONS - This Agreement may be renewed up to four additional one-year terms at the City's option. This action does not require City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal terms. Staff anticipates renewal costs for maintenance to be approximately $15,849.00 annually with an increase of up to 5 percent each year. ADMINISTRATIVE INCREASE - An administrative increase may be made up to $31,250.00 by the City Manager and does not require specific City Council approval as long as sufficient funds have been appropriated. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds are available in the Current Year Capital Budget, as appropriated, of the General Capital Projects Fund. The total available budget for this project is $125,000.00. After approval of the above recommendations, there will be no available budget. � Fund 30100 Department I Account ( Project I Program ( Activity I Budget I Reference # ID ID Year (Chartfield 2; Department Account Project Program Activity Budget Reference # ID ID Year (Chartfield 2) 012E415 C10121 2016 Submitted for City Manager's Office by: Originating Department Head: Additional Information Contact: ATTACHMENTS ALL ACMs (6222) Sarah Fullenwider (7606) Maleshia Farmer (7887) Amount Amount �� http://apps.cfwnet.org/council�acicet/mc review.asp?ID=21783&councildate=l2/15/2015 3/8/2017