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Home My WebLink AboutContract 35728-A4 CITY SECRETARY ' )NTRACT NO. &5 7 u -44 AMENDMENT NO.4 TO CITY SECRETARY CONTRACT NO.35728 FORT WORTH MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM This Amendment No.4(the"Amendment")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,OH 44718,acting by and through Jeffrey Harmon,its duly authorized General Manager. RECITALS WHEREAS,on January 1,2007,the City entered into an Agreement with 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,on January 1,2012,the City entered into a one-year renewal to CSO Contract No. 35728 with Company;and WHEREAS,on April 26,2012,the parties entered into an amendment to the Original Agreement via CSC 35728 Amendment No.2 to add e-citation software and maintenance, including baseline services;and WHEREAS,the Original Agreement was further amended via CSC 35728 Amendment No. 3 to include additional licenses,related maintenance and support; and WHEREAS,the parties now wish to further amend the Original Agreement to add professional services to include project management and training. AGREEMENT In consideration of the mutual covenants,promises and obligations contained herein,the parties hereto agree as follows: 1. The Original Agreement,as renewed and amended,is hereby further amended to include project management and training related to the CourtView Case Management software as included in the Quotation attached to this Amendment as Exhibit B,and incorporated herein for all purposes. 2. The term of the Amendment will run concurrently with the Agreement. OFFICIAL RECORD MAS C� Niew CSC 35728 ��of s dment No.4 CITY SECRETARY c�� E1 of 6 FT. WORTH,TX 3. Payment for the project management and training will be made in accordance with Exhibit B in an amount not to exceed$18,990.00. The total amount of the contract is increased from$1,567,779.32 to an amount not-to-exceed$1,586,769.32. 4. All other terms and conditions of the Original Agreement,as renewed,between the City and the Company shall remain unchanged and in full force and effect. [signature page follows] CourtView CSC 35728 Amendment No.4 Page 2 of 6 Executed this the q day of 2019. CITY: City of Fort Worth 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 By: and reporting requirements. Name: Su4&Ais Title: Assisty anager Date: By: ' a/al Name: Steve Streiffert Approval Recommended: Title: Assistant Director,IT Solutions Approved as to Form and Legality: By: �O'RT Name: Title: V ,Name: Jo . Stro g Attest: Title: As istant City Attorney Contract Authorization: M&C: By: ? Approved: /a Name: Kiary J. y r ii b 129 5: ao Is-4q,599 I Title: City Secre SELLER: CourtView Justice Solutions, Inc. d/b/a equivant. By: Sit Name: J rey Harmon Title: General Manager Date: 2/19/2019 CourtView CSC 35728 OFFICIAL RECORD Amendment No.4 CITY SECRETARY Page 3 of 6 FT. WORTH,TX Exhibit B equivant QUOTE Projed: Fort Worth MC TX System Admin Training Prepared for. Quote Number. 10202 Theresa Ewing Date: February 6,2019 Director Valid Through: May 7,2019 Fort Worth,Clty of Client ID: FTWORTTX 1000 Throckmorton Fort Worth,Texas,76102 (817)392-7461 theresa.ewing®fortworthtexes.gov ONE TIME COSTS DiscountProduct Product Type Quantity Unit Price Subtotal Licenses: Services: Professional Services-PRed Management service 1 $390.00 $360.00 5.00% $370.50 ProfessioraalServices-TrWr*V Service 1 $15,800.00 $15,500.00 5.00% $14,920.00 tsabeat s1s,19o.90 Other. Estimated Trevel Expenses Flow Through 1 $2,909.50 $2,909.50 0.00% $2,909.50 Subtotal s2,909.80 Estimated Total of One Time Costs,excluding applicable taxes:$18,100.00 RECURRING COSTS ProductQuantity Total First Year Recurring Costs,excluding applicable taxes:$0.00 4825 Higbee Avenue NW,Suite 101,Canton,Ohio 447181 Tel:800.406.43331 info@equivant.com CourtView CSC 35728 Amendment No.4 Page 4 of 6 Exhibit B equivant QUOTE ACCEPTANCE Project Fort Worth MC TX System Admin Training Quote Accepted By: Signature: Nem: Title: Data: Prepared By. Customer Contact Gilbert Gonzalez Leah M.Michelle Huff Account Executive Assistant Director Phone:(210)736-5022 Phone: 817.392.6737 4825 Higbee Avenue NW,Suite 101 leah.huffQbrtwoMAaxas.gov Carton,OH 44718 gilbert.gonzalez@equivant.com The attached terms and conditions are incorporated into this quote by reference. 4825 Higbee Avenue NW,Suite 101,Canton,Ohio 447181 Tel:800.408.4333 i int4equivantcom CourtView CSC 35728 Amendment No.4 Page 5 of 6 Exhibit B SINNOM of VANIk Ontlb Tiahrbg Sovicsa to Inctada iopiw ewlh.e byslem AdmhtMratlon TfWnlnp Revbw •CourtVlaw Training an Features and Functions NOM 1 Cuotdonnustbesigned and returned wlthapurchase aWrbadvAftprood 2 Professional Se viow qucbd ars at a Fern NW prks,but erkent ofaUvbes le brrlied b 10 training days.Actual Mbit,male and apsrws may be lea than or ghees than lhws eglmded.Caebmer shall ham no oblpatl, b pay sWAwt more than the sOnstsd prig.egWvet WR how no oblpalbn b proeke labor or incur costaor eVenees having s oomI I value morethan the quobd albs,even ilthe services ham not been oompYted or the delvambles dolv@W,or the rseub sPedId by the cudm r ham not been scarred.Thaperuse reay by rnulus,wdltan ag em m hnasaee the quoted pike.Changes ler scope wN mquis a drip order No brew the Tam liked pla band Won M Wdllorrl Wal of albR noWdrad. 3 Tinel mW weendnated andecl sl ocat icon by*W*a rt wB be dnarped 4 Delays aursd by Custorner th or mnlpuetlrn Yaw may rquia reedrduwrp allW Chep Oder for oddlbrad aarvbes and related travel coele. 5 If pmOd b cwcoW prior b mmpMbn al MbR and baveFrelaled mW e"esded tluo gh the date of cwmN d m wM be due and psymbN. 4 squOmt will Yvcloe leer professional aerobes a Idimm •Pro}d Management awloa will be Invdoad at M and of the M1at month Y which Pr*d management asrvbes Ong • Training Servksa will be Invoiced at the and ofthe IM ninth In dhlcn a training day Is provided. 7 ogWvet wr kwoke b r banal mete at the eW of ft month In ddch t1r travel mat Y hnaaned. 8 Payrnet berm Is net 31)dor horn Invoke dace f Trahang will be scheduled leer th Net available dole at which egulwt and Cuebnw resourcesarepNAy evrable.Should readhedullng be neceedlded ler any reason,th nod amlable date at w lddh sgWvernt and Cud wrr reaoraae are both amilable will be scrduled. 10 Far ttm pure a ofquaWm Aubert hes aaemrd OW treI I-wr bs p:wMad an mnsecut re days.Should Cusbrser requet/rt training beg an non oenseaAve doe M Edrrsied Travel OoO,leer lebor ed trrrel eapwnaas may maw M eMbrals poked 11 A lreI I day Is eight 0)heal or lea 6sYiq peaked an a single day.thtae enpuonly slaled all training will be provhlad during nomrl bushes hours(N am b 0 pm Yowl tins} 12 equMA will puovfde h*ft udI ft go CoudVbw PAIsa a babbled In On C4011~5 taIni g envhonmsnt. 12 Trahang session are M"No a rradmum of ten(10)abdmle per trei ing aaMar. 14 Cuoloerr we l I — the"irft bpks endpuovke M prbdbad let b emits et prior b M start ofbnining preparsllan.egairrht nM ooverthe bpla In the p, — order.equiwrd we coverse merry ofOre lopbe awn be somrrurodeled wilhin go quoled training hour.Shortd a•tepba not be covered,or additional- I I mWA"a chap oder b egtand0 e W M ofeNtwt we be reguied 18 Cusbrwr k respon"ler all regWred Nene hardware.w- ,I and third peft soIesrw components and confoerdom 14 Cuebnw b mgmn iDb ler prevldIng a sutible training anvhaurrnt let Includes a pesonM ocoTuier ler each ebndert 17 CudomrwMmobawilabbndresorwerequestedbyewkwtsornWmbnae. 4825 Higbee Avenue NW,Suite 101,Canton,Ohio 44715 1 Tel:800AOS.4333 I hdDoequMrt.a m CourtView CSC 35725 Amendment No.4 Page 6 of 6 M&C 4view CITY COUNCIL AGENDA FORT II COUNCIL ACTION: Approved on 121'1112018 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/me review.asp?ID--26475&councildate=l2/11/2018[1/23/2019 2:07:24 PM] M&G teview 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. BQ N\NM E N D-G-19220\S B M 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 ID Year (Chartfield 2) Submitted for City Manager's Office bv: Susan Alanis (8180) Originating Department Head: Kevin Gunn (8517) Additional Information Contact: Sheila Baker(8356) Cynthia B. Garcia (8525) ATTACHMENTS 1295 COURTVIEW Redacted.pddf http://apps.cfwnet.org/council_packet/mc review.asp?ID--26475&councildate=12/11/2018[1/23/2019 2:07:24 PM]