HomeMy WebLinkAboutContract 47343-R2" 9 -,CITY SECRETARYi
1� )).4 CONTRACT NO.
SECOND RENEWAL OF FORT WORTH
c\oS�G��A CITY SECRETARY CONTRACT NO. 47343
This SECOND 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 entered into 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 first Renewal Term is nearing its end; and
WHEREAS, parties wish to renew the Agreement under the same terms and conditions
for a second Renewal Term, commencing on March 1, 2018.
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 second Renewal Term of one (1) year, beginning on March 1, 2018, and
ending February 28, 2019, with a Year 3 Maintenance and Support cost of $14,483.00,
which consists of a cost of $14,221.00 for the maintenance and support for the
live/production environment and a cost of $262.00 for the maintenance and support for
the test environment.
2.
This Renewal may be executed in one or more counterparts, each of which shall be
deemed an original but all of which together shall constitute one and the same instrument.
OFFICIAL RECORD
SECOND RENEWAL OF CSC NO. 47373 CITY SECRETARY Page 1 of 2
FT. WORTH, TX
Signed signature pages may be transmitted by facsimile or e-mail, and any such signature
shall have the same legal effect as an original.
3.
All terms and provisions of City Secretary Contract 47343 shall remain in full force and
effect throughout the first Renewal Term unless specifically amended herein.
IN WITNESS WHEREOF, the said parties have hereto set their hands and seal of office
to triplicate originals onthia21tay of )e�2018.
V U
CITY:
CITY OF FORT WORTH:
By:
Name:
I
D. SU
an Alanis
Title:Ssistant City Manager
CP
APPROVED AS TO FORM AND
LEGALITY:
By:
Name: A/s C. Mc-
ar?
Title: Assistant Ci 'tomey
LICENSOR:
LEGAL FILES SOFTWARE, INC.:
B� I
y: &'t-1
Name: J(#qKanoski
Title: ChYef Executive Officer
ATTESTED: OF
..........
Fp�T;
..........
B
C)
Name: Mar Wa/ser ��_ :;D
Title: City Secretary
S
SECOND RENEWAL OF CSC NO. 47373
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 2 of
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.
Tracey MWay 61
Administrative Services Coordinator
Contract Authorization:
M&C C-27555 approved on 12-15-2015
SECOND RENEWAL OF CSC NO. 47373
City of Fort Worth, Texas
Mayor and Council Communication
COUh�CI)L ACT1fJN=' Approved on 13/15/2015
DATE: Tuesday, December 15, 2015 REFERENCE NO.: **C-27555
LOG NAME: 12LEGAL FILES AGREEMENT
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.
Logname: 12LEGAL FILES AGREEMENT Page 1 of 2
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 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 IDENTIFIERS (FIDs):
TO
Fund
Department
ccoun
Project
Program
ctivity
Budget
Reference #
moun
Amount
ID
ID
I
I C10121
Year
ChartfieId 2
1 2016
FROM
CERTIFICATIONS:
Submitted for City Manager's Office by:
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
1. Funds Verification. xlsx (CFW Internal)
2. Legal Files EPLS.pdf (CFW Internal)
3. Waiver 15-0076.pdf (CFW Internal)
ALL ACMs (6222)
Sarah Fullenwider (7606)
Maleshia Farmer (7887)
Logname: 12LEGAL FILES AGREEMENT Page 2 of 2
Fund
Department
ID
ccounj
Project
ID
JProgram
ctivity
Budget
Year
I Reference #
I (Chartfield 2)
Amount
11)301001
012E415
I
I C10121
I
1
1 2016
125,000.00
CERTIFICATIONS:
Submitted for City Manager's Office by:
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
1. Funds Verification. xlsx (CFW Internal)
2. Legal Files EPLS.pdf (CFW Internal)
3. Waiver 15-0076.pdf (CFW Internal)
ALL ACMs (6222)
Sarah Fullenwider (7606)
Maleshia Farmer (7887)
Logname: 12LEGAL FILES AGREEMENT Page 2 of 2