HomeMy WebLinkAboutContract 52231-R2CSC No.52231-R2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
February 25, 2021
Deccan International
Attn: Latha Nagaraj,President and CEO
5935 Cornerstone Ct.W, Suite230
San Diego,CA 92121
Re: Contract Renewal Notice
Contract No. CSC No. 52231 (the "Contract")
Renewal Term No. 2: May 1, 2021 through April 30, 2022
The above referenced Contract with the City of Fort Worth expires on April 30, 2021 (the
Expiration Date"). Pursuant to the Contract, contract renewals are at the mutual agreement of the
parties. This letter is to inform you that the City requests renewal of the Contract for an additional
one (1) year period, which will begin immediately after the Expiration Date. All other terms and
conditions of the Contract remain unchanged.Please return this signed acknowledgement letter,
along with a copy of your current insurance certificate, to the address set forth below,
acknowledging receipt of the Contract Renewal Notice.
To ensure that your company information is correct and up-to-date,please log onto PeopleSoft
Purchasing at https://www.fortworthtexas.gov/departments/finance/purchasing
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
Amy Gerdes
Administrative Technician
200 Texas Street
Fort Worth, TX, 76102
Amy.gerde s(rb fortworthtexas.gov
817) 392 - 2473
OFFICIAL RECORD
CITY SECRETARY
Contract Renewal
FT. WORTH, TX
ACCEPTED AND AGREED:
CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the
person responsible for the monitoring and
Ya e i-Wa u tatm administration of this contract, including
By: Valerie Washington(Mar 5,20 10:34 CST) ensuring all performance and reporting
Name: Valerie Washington requirements.
Title: Assistant City Manager
By: Steven Vandever(Feb 26,202109:29 CST)
APPROVAL RECOMMENDED: Name: Steven Vandever
Title: Sr. IT Solutions Manager
APPROVED AS TO FORM AND
By: LEGALITY:
Name: Kevin Gunn
Title: Director, IT Solutions o4 4nnu t Q`j
O OFOR' a By; JB Strong(Mar 4, 21 14:57 CST)
ATTEST: 016.o
Po
Name: John Strongo
0.0° d00 ° Title: Assistant City Attorney
P 0
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p CONTRACT AUTHORIZATION:
By: U
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M&C: NA
Name: Mary J. Kayser Date Approved: NA
Title: City Secretary
Form 1295 Certification No.: NA
Deccan International
ILA-1\1
By: Latha Nagaraj(Feb 25,2021 13:53 PST)
Name: Latha Nagarai
Title: President and CEO
OFFICIAL RECORD
CITY SECRETARY
Contract Renewal
FT. WORTH, TX
9444 Waples St., Suite 300 San Diego, CA 92121
858.764.8400 I www.deccanintl.com
March 26, 2021
Fort Worth Fire Department
IT Solutions Department
1000 Throckmorton St.
Fort Worth, TX 76102
Attn: Anabelle Pannell
RE: Updated Maintenance Renewal Notification
Dear Anabelle,
As you may be aware, your next maintenance period for the following software application(s)
will begin on 5/1/2021. To assist your department in planning for maintenance renewal, please
accept this letter as a notification of the Maintenance Fees for the time period of 5/1/2021 –
4/30/2022:
Software Application Amount
LiveMUM $24,822
LiveMUM Server $3,173
TOTAL $27,995
If you have any questions, please contact me by phone at 858-764-8374 or by e-mail at
pangm@deccanintl.com. We greatly value our relationship with the department and look
forward to many more years of serving al l of your support and maintenance needs. Thank you
for giving us the opportunity to continue to support your departme nt!
Best Regards,
Pang Moua
Office Manager
1
Soto, Vania Elizabeth
From:Pannell, Anabelle
Sent:Tuesday, March 30, 2021 9:52 AM
To:Soto, Vania Elizabeth
Cc:Gerdes, Amy K; Strong, JB
Subject:FW: Fort Worth - LiveMUM Maintenance Invoice
Attachments:Contract 52231-R2.pdf
Vania,
Please see the below string. The vendor provided an incorrect quote and JB approved replacing the document in
laserfiche as long as the vendor approved. The attached document is the same letter that is in laserfiche, I have just
replaced the quote (page 3) with the updated quote.
Please let me know if there is anything you need from me to make this correction.
Thank you,
Anabelle
From: Pang Moua <pangm@deccanintl.com>
Sent: Friday, March 26, 2021 11:49 AM
To: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov>
Cc: Gerdes, Amy K <Amy.Gerdes@fortworthtexas.gov>
Subject: Re: Fort Worth ‐ LiveMUM Maintenance Invoice
CAUTION: This email originated from outside of the City of Fort Worth email system. Do not click any links or open attachments
unless you recognize the sender and know the content is safe.
Dear Anabelle,
Enclosed please find the correct quote. Please use this quote for the renewal. Apologies again for the
calculation error and feel free to contact me if you have any questions.
Warm Regards,
Pang
From: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov>
Sent: Friday, March 26, 2021 8:51 AM
To: Pang Moua <pangm@deccanintl.com>
Cc: Gerdes, Amy K <Amy.Gerdes@fortworthtexas.gov>
Subject: FW: Fort Worth ‐ LiveMUM Maintenance Invoice
Pang,
Please see the below. Please send a copy of the correct quote and provide written approval to use the executed renewal
letter. We will replace the quote and have the City Secretary’s Office replace it as the official copy.
2
Thank you,
Anabelle
From: Strong, JB <John.Strong@fortworthtexas.gov>
Sent: Friday, March 26, 2021 10:24 AM
To: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov>
Subject: RE: Fort Worth ‐ LiveMUM Maintenance Invoice
If we get an email from the Vendor authorizing us to replace the quote, then I’m ok with doing that. We’ll work with the
City Secretary’s office to make it happen.
John B. Strong (JB)
Senior Assistant City Attorney
200 Texas St.
Fort Worth, TX 76102
(817) 392-7627
John.Strong@fortworthtexas.gov
City of Fort Worth – Working together to build a strong community.
RECIPIENTS - PLEASE CONTACT ME PRIOR TO FORWARDING MESSAGES DESIGNATED AS
ATTORNEY-CLIENT COMMUNICATIONS.
This e-mail and any files transmitted with it are confidential and are intended solely for the use of the individual or entity
to which they are addressed. This communication may contain material protected by the attorney-client privilege. If you
are not the intended recipient or the person responsible for delivering the e-mail to the intended recipient, be advised that
you have received this e-mail in error and that any use, dissemination, forwarding, printing, or copying of this e-mail is
strictly prohibited. If you have received this e-mail in error, please immediately notify John B. Strong at the City of Fort
Worth City Attorney's Office (817) 392-7627.
From: Pannell, Anabelle
Sent: Friday, March 26, 2021 9:52 AM
To: Strong, JB <John.Strong@fortworthtexas.gov>
Subject: FW: Fort Worth ‐ LiveMUM Maintenance Invoice
JB,
The vendor gave a quote that was incorrect and it was attached to the renewal letter that was executed. What can I do
to get this corrected? Do I need to reroute a new letter or can I have CSC just replace it with the same letter but
different quote?
Thank you,
Anabelle
From: Pang Moua <pangm@deccanintl.com>
Sent: Thursday, March 25, 2021 12:18 PM
To: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov>
Subject: Re: Fort Worth ‐ LiveMUM Maintenance Invoice
CAUTION: This email originated from outside of the City of Fort Worth email system. Do not click any links or open attachments
unless you recognize the sender and know the content is safe.
3
Ok. The itemize fee is correct, however the total is incorrect.
From: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov>
Sent: Thursday, March 25, 2021 10:16 AM
To: Pang Moua <pangm@deccanintl.com>
Subject: RE: Fort Worth ‐ LiveMUM Maintenance Invoice
Pang,
I will have to talk to my legal department to determine how to correct this as the renewal letter (with the quote
attached) has already been filed with our City Secretary’s Office. We will not be able to process the higher amount as is.
Thank you,
Anabelle
From: Pang Moua <pangm@deccanintl.com>
Sent: Thursday, March 25, 2021 12:13 PM
To: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov>
Subject: Re: Fort Worth ‐ LiveMUM Maintenance Invoice
CAUTION: This email originated from outside of the City of Fort Worth email system. Do not click any links or open attachments
unless you recognize the sender and know the content is safe.
Hi Anabelle,
I just noticed that the total on the quote notification is incorrect. The total for this upcoming maintenance
period should be $27,995 and not $27,180. It was a clerical calculation error on my part. Please let me know
if we need to do anything to correct this.
Warm Regards,
Pang Moua
Office Manager / Executive Assistant ∙ Deccan International
858.764.8374 (w) ∙ 858.732.1562 (c) ∙ pangm@deccanintl.com
9444 Waples Street ∙ Suite 300 ∙ San Diego, CA 92121
From: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov>
Sent: Thursday, March 18, 2021 8:43 AM
To: Pang Moua <pangm@deccanintl.com>
Cc: Gerdes, Amy K <Amy.Gerdes@fortworthtexas.gov>
Subject: RE: Fort Worth ‐ LiveMUM Maintenance Invoice
Thanks, Pang!
Thank you,
Anabelle
4
From: Pang Moua <pangm@deccanintl.com>
Sent: Thursday, March 18, 2021 10:33 AM
To: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov>
Cc: Gerdes, Amy K <Amy.Gerdes@fortworthtexas.gov>
Subject: Re: Fort Worth ‐ LiveMUM Maintenance Invoice
CAUTION: This email originated from outside of the City of Fort Worth email system. Do not click any links or open attachments
unless you recognize the sender and know the content is safe.
Hi Anabelle,
We will resubmit the invoice when we receive the PO in a few weeks. I'll follow up with you sometime in April.
Warm Regards,
Pang
From: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov>
Sent: Thursday, March 18, 2021 6:31 AM
To: Pang Moua <pangm@deccanintl.com>
Cc: Gerdes, Amy K <Amy.Gerdes@fortworthtexas.gov>
Subject: RE: Fort Worth ‐ LiveMUM Maintenance Invoice
Hi Pang,
Please remember that we cannot be invoiced until a PO is issued as we have no way of processing it. Additionally, if the
invoice dates precedes the PO date, it is considered an “After the Fact” in the system and is an audit finding for us
because it appears that we ordered the services without a PO in place. This is all in accordance with our City policy. I’ve
asked AP to delete this invoice for now and we will request a new one from you when the PO is issued.
If you remember last year, Purchasing allowed us to issue a PO 1 week prior to the renewal term of 5/1. This will need to
happen the same way this year.
Thank you,
Anabelle
From: Pang Moua <pangm@deccanintl.com>
Sent: Wednesday, March 17, 2021 5:31 PM
To: Supplier Invoices <Supplierinvoices@fortworthtexas.gov>
Cc: Pannell, Anabelle <Anabelle.Pannell@fortworthtexas.gov>
Subject: Fort Worth ‐ LiveMUM Maintenance Invoice
CAUTION: This email originated from outside of the City of Fort Worth email system. Do not click any links or open attachments
unless you recognize the sender and know the content is safe.
Dear Accounts Payable,
We are forwarding you the enclosed invoice for the annual LiveMUM maintenance renewal.
Invoice 3041 - $27,995
5
Please kindly reply to this email confirming receipt of the enclosed invoice.
Feel free to contact us should you have any questions.
Best Regards,
Pang Moua
Office Manager / Executive Assistant ∙ Deccan International
858.764.8374 (w) ∙ 858.732.1562 (c) ∙ pangm@deccanintl.com
9444 Waples Street ∙ Suite 300 ∙ San Diego, CA 92121