HomeMy WebLinkAboutContract 51829-A3 CSC No.51829-A3
THIRD AMENDMENT TO
FORT WORTH CITY SECRETARY CONTRACT NO. 51829
This Third Amendment to Fort Worth City Secretary Contract No. 51829 ("Third
Amendment") is made between the City of Fort Worth ("Fort Worth"), a municipal corporation
and Carahsoft Technology Corp., a Virginia corporation ("Vendor").
WHEREAS, Fort Worth and Vendor entered into an Agreement identified as Fort Worth
City Secretary Contract No. 51829 beginning January 29, 2019 (the "Agreement");
WHEREAS, on or about June 8, 2021 the Parties subsequently amended the Agreement
via CSC No 51829-Al to include additional licenses and support; and
WHEREAS, on or about October 27, 2021 the Parties subsequently amended the
Agreement via CSC No. 51829-A2 to include Smartsheet licenses and support; and
WHEREAS, it is the collective desire of both Fort Worth and Vendor to amend the
Agreement to extend the contract term through December 9, 2022 and add $85,717.47 to the
contract amount.
NOW THEREFORE,known by all these present, Fort Worth and Vendor, acting herein by
the through their duly authorized representatives, agree to the following terms, which amend the
Agreement as follows:
1. The Agreement is hereby amended by extending the term through December 9,
2022, in accordance with General Services Administration Schedule GS-35F-0119Y.
2. The Agreement is hereby amended by adding $85,717.47 for professional services.
The not-to-exceed amount of the contract is $804,165.87.
3. All other terms,provisions,conditions,covenants and recitals of the Agreement not
expressly amended herein shall remain in full force and effect.
[Signature Page Follows]
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Third Amendment to Fort Worth City Secretary Contract No. 51829 Page ] of 2
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City: Vendor:
By: Valerie Washing 14,202109:45 CST) By:
Name: Valerie Washington Name: _Kd'Sfina.Smifh
Title: Assistant City Manager Title: eontiacts Manager
Date: Date: 12/1/2021
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended: 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: Kevin Gunn
Title: Director, IT Solutions
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By: David Zellmer(Dec 2,202115:25 CST)
Approved as to Form and Legality: Name: David Zellmer
Title: Sr. IT Solutions Manager
By: City Secretary:
Name: Taylor Paris
Title: Assistant City Attorney
By: ette S.Goodall(Dec 14,202110 CST)
Contract Authorization: Name: Jannette Goodall ��aan���
M&C: P-12292 Title: City Secretary o�oFORT4f
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Third Amendment to Fort Worth City Secretary Contract No. 51829 Page 2 of 2
11/24/21,8:20 AM M&C Review
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA Fo 11
COUNCIL ACTION: Approved on 1/29/2019
REFERENCE ** 13PAUTOMATED MANGEMENT
DATE: 1/29/2019 NO.: P-12292 LOG NAME: SYSTEM SB IT
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT. Authorize Agreements with Carahsoft Technology Corporation for the Software, Training,
Services and Support for the Automated Invoice Management System, Using a
Cooperative Contract and a Professional Services Contract for the Information
Technology Solutions Department in the Amount Up to $704,165.87 (ALL COUNCIL
DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize a agreements with Carahsoft Technology Corporation for
software, training, services and support for the automated invoice management system, using General
Services Administration Contract No. GSA-GS-35F-0119Y and a professional services contract for the
Information Technology Solutions Department in the Amount Up to $704,165.87.
DISCUSSION:
The Enterprise Resource Planning (ERP) Governance Committee has reviewed and recommends approval
of this Mayor and Council Communication (M&C)for an Automated Invoice Management System. Staff
recommends the Hyland, LLC, proposal using the Carahsoft Technology Corporation cooperative contract.
This proposal will enable the City to receive electronic and/or paper invoices, process them electronically
including the capability to automatically match invoices against purchase orders and issue payments
thereby reducing the need for manual handling to process payments.
Staff from Financial Management Services and Information Technology Solutions reviewed five proposals
for the Automated Invoice Management System. Staff considered system capabilities, cost, experience of
implementation staff, and references and determined that the Hyland, LLC, proposal using the Carahsoft
Technology Corporation cooperative contract best meets the City's needs.
The agreements include: software licensing and training: $266,983.53 and annual support: $65,277.52 for
a total of$332,266.05. There will also be a professional services component of$371,899.82.
Pricing is under General Services Administration Schedule (GSA) Contract No. GSA-GS-35F-0 11 9Y for
software, training, services and support for Automated Invoice Management System. Staff reviewed the
GSA pricing and found pricing to be fair and reasonable. GSA are authorized to offer the cooperative
purchasing program to state agencies, public institutions of higher learning, public school districts and local
governments. Pursuant to state law, a local government that purchases goods or services under the
Interlocal Cooperation Act satisfies otherwise applicable competitive bidding requirements.
SUCCESSOR CONTRACTS: To facilitate planning and budgeting, Staff would prefer to have annual
Agreements that align with the Fiscal Year. However, the GSA contract is out of alignment with the City's
Fiscal Year. The current terms of the contracts are:
Terms are as follows:
Year 1 - January 29,2019 - December 19,2019
Year 2 - December 20, 2019 - December 19, 2020
Year 3 - December 20, 2020 - December 19, 2021
In order for these Agreement to align with the City's Fiscal Year, adoption of this Mayor and Council
Communication (M&C) technically authorizes (i) a series of Purchase Agreements, each of which will align
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to the terms of the respective cooperative contract to ensure legal authority exists for the contract, and (ii)
an annual spend amount, future years of which would be subject to City Council appropriation. In the event
that a cooperative contract is not renewed, Staff would cease purchasing at the end of the last Purchase
Agreement coinciding with the valid cooperative contract. If the City Council were to not appropriate funds
for a future year, Staff would stop making purchases when the last appropriation expires, regardless of
whether the then-current Purchase Agreement has expired. The City initially use these cooperative
contracts to make purchases authorized by this M&C. The cooperative contracts expire on various dates. If
a cooperative contract is extended, this M&C authorizes the City to purchase similar services under the
extended contracts. If a cooperative contract is not extended, but a new cooperative contract is executed
with Carahsoft Technology Solutions, Inc. with substantially similar terms as the previous cooperative
contract, this M&C authorizes the City to purchase the services under the new cooperative contract.
AGREEMENT TERM: Upon City Council's approval, the initial term of these Agreements shall commence
upon final execution of the Professional Services Agreement and expire in accordance with the terms and
conditions of the respective cooperative agreement.
RENEWAL OPTIONS: The Agreements may be renewed for two additional one-year terms at the City's
option, per the conditions established in the GSA contract and Carashoft Technology Solutions Inc.
M/WBE OFFICE: A MBE/SBE goal is not assigned when purchasing from an approved purchasing
cooperative or public entity.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the
City Manager for an amount up to $100,000.00 and does not require specific City Council approval as long
as sufficient funds have been appropriated.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of this recommendation, funds are available within
existing appropriations in the current capital budget of the ITS Capital Fund and anticipates, upon adoption
of the Fiscal Year 2020 Budget by the City Council, to include the payments for annual support in the
operating budget, the funds will be available in the Fiscal Year 2020 budget, as appropriated, of the General
Fund. Prior to an expenditure being made, the Information Technology Solutions Department has the
responsibility to validate the availability of funds.
BQN\GS-35F-0119Y\SB
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�IFund Department Account Project Program Activity Budget Reference# Amount
ID ID Year (Chartfield 2)
FROM
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Submitted for City Manager's Office by_ Susan Alanis (8180)
Originating Department Head: KEVIN GUNN (8517)
Additional Information Contact: Cynthia Garcia (8525)
Sheila Baker (8356)
ATTACHMENTS
Carahsoft form 1295 Redacted.pdf
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