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Home My WebLink AboutContract 53733-R1CSC No. 53733-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE March 25, 2021 Agility Communications Attn: Amy Reeves, Controller 120 E FM 544, Suite 72 PMB 349 Murphy, Texas 7509 Re: Contract Renewal Notice Contract No. CSC No. 53733 (the "Contract") Renewal Term No. 1: April 1, 2021 to March 31, 2022 The above referenced Contract with the City of Fort Worth expires on March 31, 2021 (the `Bxpiration Date"). Pursuant to the Contract, contract renewals are at the sole option of the City. This letter is to inform you that the City is exercising its right to renew 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. Failure to provide a signed acknowledgment does not affect the renewal. Please log onto PeopleSoft Purchasing at http://fortworthtexas.�ov/purchasing to insure that your company information is correct and up-to-date. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Charmaine Baylor Sr. It Business Planner, Water Department (817) 392-6629 Contract Renewal OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX CSC No. ACCEPTED AND AGREED: FORT WO TH: City of Fort Worth T�� B�l�GG By�., R��,p� �.� ., : �r� Name: Dana Burghdoff Title: Assistant City Manager 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. Date: Apr 5, 2021 Approval Recommended: � By; k��,a,��,e,e2e �.,�,��z��:�z�� Name: Richard Lisenbee Title: Sr. IT Manager, Water Department cGr,��sEms�e�^ tla�^der- By: �;<� ; „z�,;_�-��:��. Name: Chris Harder Title: Director, Water Department Attest: By: `�`�� Name: Mary Kayser Title: City Secretary VENDOR: Approved as to Form and Legality: TB St✓onA By. JHScrorg�j\piS�021J°S1CDT�� Name: John B. Strong Title: Assistant City Attorney Contract Authorization: M&C: 20-0194 Agility Communications Group, LLC By: /I 'vU� � Name: Amy eeves Title: Controller Date: 03.25.21 Contract Renewal OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX City of Fort Worth Water Dept. Support Renewals 2021 Summary Agility Support Wrap (6/1/2021-5/31/2022) Moves/Adds/Changes (MAC) Agility 250 SIP trunks annually (5/1/2021-4/30/22) Virsae (9/1/2021-8/31/2022) Avaya Support (9/1/2021-8/31/2022) (includes dispatch add) Vuesion Support (il/1/21-10/31/22) Extended Hours M-F 7am to 9pm and Sat 8am to 3pm $13,400.00 $49,603.04 $42,372.00 $6,500.00** $23,166.96** $61,148.00* (includes Add'I queue, dispatch, after call survey, CDR, 20 Add'I queue) Total $196,190.00 Note: * this may change if unplanned Vuesion adds are placed prior to renewal ** are subject to change as qty counts may occur prior to renewal. These are on the high side and will more than likely decrease. ,,., , �"", �.,,u „�"u, � ��.�� ,�, ��„ ��.u�,� AgilityCG 3/24/2020 CITY COUNCIL AGENDA DATE: 3/24/2020 REFERENCE **M&C 20- NO.: 0194 CODE: P TYPE: CONSENT M&C Review LOG NAME: PUBLIC HEARING: 13P VUESION MIGRATION WATER JC NO FO R�' �'�'� Ri I � �- SUBJECT: Authorize Execution of Agreement with Agility Communications Group, LLC to Implement the Vuesion Contact Center Suite and to Provide Maintenance, Support, Monitoring, and Upgrade the AVAYA Phone System for the Water Department in an Amount Up to $551,560.00 for the First Year and Authorize Four Annual Renewals in an Amount up to $196,190.00 for Maintenance and Support (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize execution of a agreement with Agility Communications Group, LLC to ment the Vuesion Contact Center suite and to provide maintenance, support, monitoring, and upgrade the AVAYA phone system for the Water Department in an amount up to $551,560.00 for the first year and authorize four annual renewals in an amount up to $196,190.00 for maintenance and support. DISCUSSION: The Water Department approached the Purchasing Division to conduct a bid for an annual Agreement for maintenance, support, monitoring, upgrade AVAYA Phone System, and Implement the Vuesion Contact Center Suite. The Invitation to Bid (ITB) was advertised in the Fort Worth Star-Telegram on Wednesdays beginning December 18, 2019 through January 8, 2020, with detailed specifications for the Water Department call center upgrade. The evaluation factors included Vuesion Contact Center for AVAYA Aura Migration, system upgrade, maintenance & support, and systems integrations. Forty-five vendors were solicited from the purchasing vendor database system; one response was received from Agility Communications Group, LLC. The proposal received was reviewed by an evaluation committee consisting of city staff from the Water Department. The purchase agreement with Agility Communications Group, LLC will upgrade its Water Customer Call Center through implementation of the Vuesion Contact Center suite ("Vuesion") and also renew the annual maintenance, support and monitoring of the AVAYA phone system for the first year in the amount of $551,560.00 and $196,190.00 for each additional renewal term for maintenance and support of both Vuesion and AVAYA. The renewal of maintenance, support and monitoring will ensure the coverage and upgrade of current and future hardware, software and infrastructure for the AVAYA phone system. The Vuesion software implementation will provide Water with an integrated and all- inclusive call center system with reporting, call queuing, monitoring, recording, quality assurance, reporting, analytics, forecasting, post call survey capabilities. Agents and Supervisors will have a single user interface to access all current and future add-on modules. The simplification of the current phone system provides the Water Customer Call Center with a speedier delivery, as well as an ease of use and training. In addition, by reducing the multi-vendor maintenance and support of the current integrated system, annual maintenance and support costs will decrease by over $90,000.00 per year. An administrative change order or increase may be made by the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated. 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. http://apps.cfwnet.org/council_packet/mc_review.asp?ID=27763&councildate=3/24/2020 1 /2 3/24/2020 M&C Review Upon City Council approval, this Agreement shall begin on April 1, 2020 and end on March 31, 2021. This agreement may be renewed for up to four additional one-year terms. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as appropriated, of the Water & Sewer Fund to support approval of the above recommendation and award of the contract. Prior to an expenditure being made, the Water Department has the responsibility to validate the availability of funds. BQN\\ TO 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 by_ Kevin Gunn (2015) Originating Department Head: Additional Information Contact: ATTACHMENTS Reginald Zeno (8517) Cynthia Garcia (8525) Jeff Cope (8355) http://apps.cfwnet.org/council_packet/mc_review.asp?ID=27763&councildate=3/24/2020 2/2