HomeMy WebLinkAboutContract 36720-A1 (2) CITY SECRETARY
CONTRACT NO.
STATE OF TEXAS § FIRST AMENDMENT TO
§ CITY SECRETARY CONTRACT
COUNTY OF TARRANT § NO.36720
This FIRST AMENDMENT TO CITY SECRETARY CONTRACT NO.36720("Agreement")is
made and entered into by and between THE CITY OF FORT WORTH ("CITY"), a home rule municipal
corporation situated in Tarrant, Denton, Parker and Wise Counties acting by and through its duly authorized
Assistant City Manager,and ACCELA,INC. ("CONSULTANT")acting by and through its duly authorized
representative.
WHEREAS, the CITY and CONSULTANT, made and entered into City of Fort Worth City
Secretary Contract ("CSC') No. 36720, which was authorized by the City Council via M&C C-22691 on
March 4,2008(the"Contract");and
WHEREAS, the CONTRACT involves providing installation and maintenance services for the
Planning and Development Department for an electronic permitting system to allow customers to apply for and
receive permits online;and
WHEREAS,the parties now wish to amend the contract to extend the maintenance and increase the
compensation under the Contract.
NOW,THEREFORE,CITY and CONSULTANT,agree as follows:
I.
Section 2—Term and Termination, Subsection 2.1 -Term,is hereby amended to extend the maintenance
period for three years to be effective October 1, 2009 and expire September 30, 2012. If the City chooses to
renew the maintenance beyond September 30, 2014 the City shall provide Accela with 30 days advance
written notice of its intent to renew.
2.
Section 3.4—Compensation is amended to read as follows:
3.4.1. Maintenance Fees In exchange for the Maintenance Services described hereinabove, Customer
will pay to Accela the amounts indicated in the attached Exhibit A-1.
First Amcndmcnt to Contract No.36720 Page I of 2 .!F-'FV IAL RECnplr�'
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3.
All other provisions of the CONTRACT that are not expressly amended herein shall remain in full
force and effect.
Executed on this the day of 26D
ATTEST: CITY OF FORT WORTH:
By: y "A
By: 40%�L
Marty Hendrix( 'd 1h Fernando Costa
City Secretary pa�*0A�' �� Assistant City Manager
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APPROVED AS TO FORM p�o 00 CONSULTANT:
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Mal is B.Farmer Colin Samuels
Assistant City Attorney Assistant Corporate Secretary
Date:
Contract Authorization:
M&C: P-- J 10&
Date A*w.,ed: 1 r3 /;a0 e0
'OFF CII at.RECORD
First Amendment to Contract No.36720 iffY SECRETARY
Page 2 of 2
FT.WORTH,TX
EXHIBIT A
Deliverables Fees
First-Term Annual Maintenance for Accela Velocity Hall® Contractor Usage Fees $16,104.38
First-Term Annual Maintenance for Accela Permits Plus®—Base(150 Concurrent User $26,644.70
Licenses)
First-Term Annual Maintenance for Accela Permits POSTM,Permits WorkFlowT',Permits $0.00
Office Link"',and Permits E-Mail Server' Included with Base
First-Term Annual Maintenance for Accela Permits Plus Client ServerT'(150 Concurrent $5,304.55
User Licenses
First-Term Annual Maintenance for Accela Permits Plus Connect for IVRT'(150 Concurrent $2,947.51
User Licenses
Sub-Total of Fees $51001.142
Second-Term Annual Maintenance for Accela Ve ' Hall Contractor Usage Fees r $16,909.60
Second-Term Annual Maintenance for Accela Permits Plus—Base(150 Concurrent User $27,976.94
Licenses
Second-Term Annual Maintenance for Accela Permits POS,Permits WorkF]ow,Permits $0.00
Office Link,and Permits E-Mail Server Included with Base
Second-Term Annual Maintenance for Accela Permits Plus Client Server(150 Concurrent $5,569.78
User Licenses
Second-Term Annual Maintenance for Accela Permits Plus Connect for IVR(150 $3,094.89
Concurrent User Licenses
Sub-Tots!of Fees $53,551.213
Third-Term Annual Maintenance for Accela Velocity Hall Contractor Usage Fees ' $17,755.08
Third-Term Annual Maintenance for Accela Permits Plus—Base(150 Concurrent User $29,375.79
Licenses
Third-Term Annual Maintenance for Accela Permits POS,Permits WorkFlow,Permits Office $0.00
Link,and Permits E-Mail Server Included with Base
Third-Term Annual Maintenance for Accela Permits Plus Client Server(150 Concurrent $5,848.27
User licenses
Third-Terre Annual Maintenance for Accela Permits Plus Connect for IVR(150 Concurrent $3,249.63
User Licenses
Sub-Total of Fees $56,228.774
Total of Fees $160,781.12
1 Accela Velocity Hag Contractor Usage Fees will be invoiced separately from Accela Permit Plus
maintenance fees.
2 First-Term Annual Maintenance Fees cover the period of October 1,2009 through September 30,2010 and
are due on October 1,2009.
3 Second-Term Annual Maintenance Fees rimer the period of October 1,2010 through September 30, 2011
and are due on October 1,2010.
4 Third-Term Annual Maintenance Fees cover the period of October 1,2011 through September 30,2012 and
are due on October 1,2011.
END OF DOCUMENT
OFFICIAL.RECORD
CITY SECRETARY
.p FT WORTH,TX
Amer�drnertt Pagel d 1
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 1/12/2010
DATE: Tuesday, January 12, 2010 REFERENCE NO.: P-11082
LOG NAME: 13P09-0277ACCELAMAINAG
SUBJECT:
Authorize an Amendment to the Sole Source Maintenance Agreement with Accela, Inc., for Software
Maintenance Support for the Planning and Development Department for an Amount Up to $160,782.00 and
Effective Retroactive to October 1, 2009
RECOMMENDATION:
It is recommended that the City Council authorize an amendment to the sole source maintenance
agreement with Accela, Inc., for software maintenance support for the Planning and Development
Department for an amount up to $160,782.00 and effective retroactive to October 1, 2009.
DISCUSSION:
On March 4, 2008, (M&C C-22691) the City Council authorized a sole source maintenance agreement
with Accela, Inc., (Accela) for software maintenance required to support the permitting software used by
the Planning and Development Department. This software is also used by the Water, Fire, Transportation
and Public Works and Housing and Economic Development departments to track approximately 100,000
development permits and cases annually. The agreement was executed on March 6, 2008 and was
effective through September 30, 2009.
This amendment extends the maintenance and increases the cost of maintenance. The maintenance
period will be extended for three years, effective October 1, 2009 through September 30, 2012. The cost
of maintenance for both the Velocity Hall and Permits Plus products will increase by five percent annually.
The first amended term annual maintenance fees are $51,001.00 and cover the period of October 1, 2009
through September 30, 2010. The second-term annual maintenance fees will be $53,552.00 and the third-
term annual maintenance fees will be $56,229.00.
Accela, Inc., is the documented sole source maintenance provider of Permits Plus products and Velocity
Hall software. The technical support is necessary to keep existing equipment functioning properly and for
programming enhancements. Velocity Hall is a co-located, hosted solution, also maintained by Accela,
Inc.
M/WBE -A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing
Division and approved by the M/WBE Office because the purchase of goods or services is from sources
where subcontracting or supplier opportunities are negligible.
PRICE ANALYSIS - This amendment includes a five percent increase in annual maintenance cost. The
Planning and Development Department has reviewed the pricing and finds it to be fair and reasonable.
AGREEMENT TERMS - Upon City Council's approval, this amendment will be effective retroactive to
October 1, 2009 and will expire September 30, 2012.
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ADMINISTRATIVE AMENDMENT-An administrative increase or amendment for this Contract may be
made by the City Manager, or his designee, for an amount up to $25,000.00 and does not require specific
City Council approval so long as sufficient funds have been appropriated.
FISCAL INFORMATION / CERTIFICATION:
The Financial Management Services Director certifies that funds are available in the current operating
budget, as appropriated, of the General Fund.
BQN\09-0277\AMG
FUND CENTERS:
TO Fund/Account/Centers FROM Fund/Account/Centers
GG01 539120 0062030 $51,001.00
CERTIFICATIONS:
Submitted for City Manager's Office by: Karen Montgomery (6222)
Originating Department Head: Lena Ellis (8517)
Angela Gonzales (7648)
Additional Information Contact: Jack Dale (8357)
ATTACHMENTS
1. AMEND.1.pdf (CFW Internal)
2. CSCO-36720.pdf (CFW Internal)
3. m&cfundlog.pdf (CFW Internal)
4. MWBE.Waiver.Accela.pdf (CFW Internal)
5. Sole Source.pdf (CFW Internal)
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