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HomeMy WebLinkAboutContract 35728-R8 CITY c7CRETARY ' r _ 1 4., .."mj 1TN0. 35 7 9.49- R` DEC 9 201 APPLICATION SOFTWARE RENEWAL AGREEMENT WOR�C1Sy5EGREfAaM EIGHTH CONTRACT RENEWAL OF CSC NO. 35728 FOR MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM This Contract Renewal Agreement (the "Agreement") is made and entered into by and between the City of Fort Worth, a home-rule municipal corporation of the State of Texas, located within Tarrant,Denton, and Wise Counties, (hereinafter referred to as the "City"), acting by and through Susan Alanis, its duly authorized Assistant City Manager, and CourtView Justice Solutions, Inc. d/b/a equivant(hereinafter referred to as the"Company"),a Delaware corporation with its principal offices located at 4825 Higbee Avenue,NW,Suite 101,Canton,Ohio 44718 acting by and through Jeffery Harmon, its duly authorized General Manager, to provide application software support services. RECITALS WHEREAS,on January 1,2007,the City entered into an Agreement with the MAXIMUS, Justice Solutions Division to provide application software support services (M&C G-15785, City Secretary Office (CSO) Contract No. 35728) (the "Original Agreement"); and WHEREAS, on October 16, 2009,the City entered into an amendment to CSO Contract No. 35728 with Company,which assigned all responsibilities under the Original Agreement from MAXIMUS,Justice Solutions Division to Company; WHEREAS,the initial term of the Original Agreement expired December 31, 2011; WHEREAS, Section 25 of the Original Agreement permits one-year renewal options, which the Fort Worth City Council approved by way of M&C G-15785; WHEREAS,on December 29,2017,the City and Company entered into a letter agreement (City of Fort Worth Contract No. 50111) to extend services for a two-month period, ending on February 28, 2018, while City received authorization for the increased cost of the Original Agreement; WHEREAS,The City Council approved the increased spending authority for the Original Agreement on February 6, 2018,(G-19220); and WHEREAS,on February 28,2018,the City and Company renewed the Agreement for the remainder of the renewal period which will expire on December 31, 2018; and WHEREAS,the City and Company now wish to exercise this renewal option to allow for services to continue in accordance with the terms of CSC 35728, as amended, beginning on January 1,2019 until December 31,2019. CourtView Justice Solutions Inc.dba equivant Page 1 of 3 CSC NO.35728,Renewal No.8 MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM NOW THEREFORE City and Company do hereby agree to the following: RENEWAL OF AGREEMENT 1. The Original Agreement, as amended, is hereby renewed and extended for a renewal term commencing on January 1,2019, and expiring on December 31,2019. 2. The Amendment to the Original Agreement, Schedule A, "Application Software Systems Covered Under this Agreement," is amended by replacing the pricing table with the following pricing table: Softvmre10 2019 ()2 2019 3 201940 2019 1/1/19 to 3/31/19 4/1/19 to 6/30/19 7/1/19 to 9/30/19 10/1/19 to 12/31/19 CourtViewAppfcawnSollwateSupport $19,163.00 $19,163.00 $19,163.00 $19,163.00 Case Management Judicial Management Financial Management Accounts Receivable Inmging and Workflow CourtVieweAccess $10,777.75 $10,777.75 $10,777.75 $10,777.75 RAMserver API hterface Support $948.50 $948.50 $948.50 $948.50 eCitation Fxchange with Review Queue and $2,374.25 $2,374.25 $2,374.25 $2,374.25 Image Handimg Quarterly Total 53326 6 .50 $33263.50 533263.50 3. All other terms and conditions of the Original Agreement, as amended, between the City and the Company shall remain unchanged and in full force and effect. [THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK] [SIGNATURE PAGE FOLLOWS] CourtView Justice Solutions Inc.dba equivant Page 2 of 3 CSC NO.35728,Renewal No.8 MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM IN WITNESS WHEREOF,th parties hereto have executed this agreement, to be effective this �"qday of f2l ,2044. FOR CITY-©F FORT WORTH: FOR EQUIVANT: Susan koks Name: Jeffrey Harmon Assistant City Manager Title: General Manager Date: Date: 10/20/2018 APPROVAL RECOMMENDED T Name Title Date: fFuF R APPROVED AS TO FORM AND ATTEST: LEGALITY pz" 17l li B. Strong,'Ass t City Attorney J. Kyayser,6ty Secretapy Date: Date: l 4(4�O Contract Compliance Manager: M&C No.: 19 ,J0-1,01LSS By signing I acknowledge that I am the 00-W90V62)of person responsible for the monitoring and administration of this contract, roklh bag ' including ensuring all performance and reporting requirements. 2,1 I.4 19teve Strelffert Assistant Director, IT Solutions CourtView Justice Solutions Inc.dba equivant Page 3 of 3 CSC NO.35728,Renewal No.8 MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM 1 M&C Review Official CITY; COUNCIL AGENDA FORT II COUNCIL ACTION: Approved on 12/11/2018 DATE: 12/11/2018 REFERENCE **P-12285 LOG NAME: 13PAMEND G-19220 NO.: COURTVIEW SB ITS CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Amendment to Mayor and Council Communication G-19220 to Add Renewal Options for Annual Maintenance Renewal and Increase the Annual Maintenance Amount Up to $133,054.00 for City Secretary Contract No. 35728 with CourtView Justice Solutions, Inc., d/b/a Equivant and Authorize One-Time Professional Training Services in the Amount Up to $18,100.00 for the CourtView Case Management System for the Municipal Court Department (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize an amendment to Mayor and Council Communication M&C (G-19220)to authorize additional renewal options for software maintenance beginning January 1, 2019 with four (4) additional one-year terms to renew, increase the annual maintenance amount to $133,054.00 for City Secretary Contract No. 35728 with CourtView Justice Solutions, Inc., d/b/a Equivant and authorize one-time professional training services in the amount of$18,100.00 for the CourtView Case Management System for the Municipal Court Department. Annual Maintenance cost is subject to a three to four percent increase each renewal year. DISCUSSION: On February 6, 2018, City Council authorized M&C G-19220 to increase the contract renewal amount for City Secretary Contract No. 35728 with CourtView Justice Solutions, Inc. d/b/a Equivant for a 10-month term beginning March 1, 2018. The M&C also stated the City will execute future software maintenance renewals for 12-month terms beginning January 1 st each year, expiring December 31 st each year. This amendment to M&C G-19220 requests authorization for software maintenance renewal beginning January 1, 2019 and expiring December 31, 2019, for a not-to-exceed amount of $133,054.00 and authorization to obtain Professional Training Services from equivant for the CourtView Application software for a not-to-exceed amount of$18,100.00. Staff anticipates that annual software maintenance renewal costs will increase approximately three percent to four percent each year: ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager for an amount up to $33,263.50 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERMS: Upon City Council approval and execution of a Request to Exercise Renewal Option for City Secretary Contract No. 35728, the software maintenance renewal will begin January 1, 2019 and expire December 31, 2019. RENEWAL OPTIONS: The annual software maintenance may be renewed for up to four additional one-year terms at the City's option. This action does not require specific City Council approval http://apps.cfwnet.org/council packet/mc review.asp?ID=26475&councildate=12/11/2018[12/14/2018 l 1:33:59 AM] M&C Review provided the City Council has appropriated sufficient funds to satisfy the City's obligation during the renewal terms. A Request to Exercise Renewal Option will be executed each year prior to software maintenance renewal. All other Terms and Conditions remain the same. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the Special Purpose Fund, as appropriated, and prior to an expenditure begin made, Municipal Court Department has the responsibility to validate the availability of funds. BQN\AMEND-G-192201SB LQ Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference# Amount ID I I ID I I Year (Chartfie[d 2) Submitted for City Manager's Office by: Susan Alanis (8180) Originating Department Head: Kevin Gunn (8517) Additional Information Contact: Sheila Baker(8356) Cynthia B. Garcia (8525) ATTACHMENTS 1295 COURIVIEW Redacted.1df http://apps.cfwnet.org/council_packet/mc review.asp?ID=26475&councildate=12/11/2018[12/14/2018 11:33:59 AMI