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Home My WebLink AboutContract 52459-R1 CSC No.52459-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE February 18, 2022 The Business &Technology Resource Group,Inc. Attn:Legal Department 14200 Park Meadow Drive, Suite 250N Chantilly,VA 20151 Re:Contract Renewal Notice Contract No. CSC No. 52459 (the"Contract") Renewal Term No. 1:June 21,2022 to June 20,2023 The above referenced Contract with the City of Fort Worth expires on June 20, 2022 (the "Expiration 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 and 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, Kathy Agee-Dow Sr. Contract Compliance Specialist 200 Texas Street Fort Worth, TX, 76102 Kathryn.Agee-Dow(a,fortworthtexas.gov (817)392 - 8461 OFFICIAL RECORD CITY SECRETARY FT.WORTH, TX Contract Renewal Page 1 of 2 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: VENDOR By: Valerie Washington(Apr4,202216:18 CDV By: N"&a CLf2¢12 Name: Valerie Washington Name: Michael A. Yager Title: Assistant City Manager Title: President Date: Apr 4,2022 Date: 2/20/2022 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 By: performance and reporting requirements. Name: Kevin Gunn Title: Director, IT Solutions UG1✓ld Zellmer David Zellmer(Mar 29,2022 13:24 CDT) By: Approved as to Form and Legality: Name: David Zellmer Title: Sr. IT Solutions Manager By: City Secretary: Name: Taylor Paris Title: Assistant City Attorney ,dbaaOn� aa�FaRr�aa k.O!-." °°°°° By: Jan nette S.Goodall(Apr4,202216:31 CDT) o o ° Oaf od Contract Authorization: Name: Jannette Goodall �o � M&C: P-12343 Title: City Secretary v �� 'ddApproved: June 18,2019 ° °011P 1295: 2019-491791 aa�nFXpS�ap OFFICIAL RECORD CITY SECRETARY FT.WORTH, TX Contract Renewal Page 2 of 2 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA Fo�11 COUNCIL ACTION: Approved on 6/18/2019 Create New From This M&C DATE: 6/18/2019 REFERENCE P-12343 LOG NAME: 13PRFP-19-0049 IDIQ SB NO.: ITS CODE: P TYPE: NON- PUBLIC CONSENT HEARING: NO SUBJECT. Authorize Non-Exclusive Agreements for Oracle/PeopleSoft/Hyperion Technical and Functional Consulting Services and Maintenance and Support with The Business and Technology Resource Group, Inc., CherryRoad Technologies, Inc., Clarity Partners, LLC, Highstreet IT Solutions, LLC, HyperGen Inc., Infosys Public Services, Inc., Performance Architects, Inc., Sierra-Cedar, Inc., and SpearMC Consulting, Inc. for the Information Technology Solutions Department in a Combined Amount Up to $19,500,000.00 for an Initial Term of Three Years with Two, One-Year Options to Renew in the amount of $2,700,000.00 each year (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize non-exclusive Agreements for Oracle/PeopleSoft/Hyperion technical and functional consulting services and maintenance and support with The Business and Technology Resource Group, Inc., CherryRoad Technologies, Inc., Clarity Partners, LLC, Highstreet IT Solutions, LLC, HyperGen Inc., Infosys Public Services, Inc., Performance Architects, Inc., Sierra-Cedar, Inc., and SpearMC Consulting, for the Information Technology Solutions Department in a combined amount up to $19,500,000.00 for an initial term of three years with two, one-year options to renew in the amount of$2,700,000.00 each year. DISCUSSION: Council approved M&C P-1186 on April 12, 2016 to authorize non-exclusive Indefinite Delivery Indefinite Quantity (IDIQ) services contracts with four vendors to provide the City the necessary increased resource flexibility on an as needed basis to deliver services independently (with appropriate knowledge turnover) and/or in partnership with City resources. The initial term of each of the IDIQ contracts was three years and expires in May 2019. The IDIQ services contracts have been an extremely successful resource for the City. Through these contracts, staff delivered major upgrades and enhancements to the ERP system such as: new Hyperion Budgeting System, Pay for Performance System, Purchasing System, Accounts Receivable/Point of Sale System, as well as system upgrades and support. Considering the success of the IDIQ service contracts and the anticipated new capabilities (Inventory System, ePerformance System, Learning Management System, etc.) staff pursued another RFP process to identify vendors for another three years. This resulted in expanding the number of vendors to work with improving the quantity and experience of the vendors. When the City determines services are required and funding is available, the City will issue a Delivery Order to the approved vendor partners. The vendor partners will submit Statement of Work (SOW) proposals, which will be evaluated to determine the most advantageous proposal based on, but not limited to, cost advantage, proposed assigned key personnel's expertise and time commitment, MBE commitment, ability to meet the required schedule and other factors specific to each project. Funding for new modules and upgrades is available in current and future capital projects. Annual support exists in current and planned future IT operating budgets. New ERP Modules/Upgrades— Project $16,000,000.00 ($12M for years 1-3; $2M per each optional renewal year) Annual Support- Operating $3,500,000.00 ($2.1 M for years 1-3; $700K per year for each optional renewal year) BID ADVERTISEMENT—- A Request for Proposals (RFP) was advertised in the Fort Worth Star- Telegram on Wednesdays between February 6, 2019, February 13, 2019, February 20, 2019, February 27, 2019 ,and March 3, 2019. The evaluation factors included company qualifications, functionality and usability, professional service, weight of raw score from proposer response form and cost. One hundred forty-one vendors were solicited from the purchasing vendors database system and sixteen non-registered vendors were solicited via email. Sixteen responses were received. The proposals received were reviewed by an evaluation committee consisting of staff from the Information Technology Solutions Department, Human Resources Department and Financial Mangement Department . Evaluation committee recommends awarding contracts to The Business and Technology Resource Group, Inc., CherryRoad Technologies, Inc., Clarity Partners, LLC, Highstreet IT Solutions, LLC, HyperGen Inc., Infosys Public Services, Inc., Performance Architects, Inc., Sierra- Cedar, Inc., and SpearMC Consulting. AGREEMENT TERM: Upon City Council's approval these Agreements shall begin upon execution and expire three years from the date of execution. RENEWAL OPTIONS: These Agreements may be renewed for two additional one-year terms at the City's option. This action does not require specific City Council approval provided that City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal terms. M/WBE OFFICE: A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the MWBE Office, in accordance with the M/WBE or BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. ADMINISTRATIVE CHANGE ORDER: 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. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of this recommendation, this action provides contract authority up to $24,900,000.00, as specified and that funds are available in the current operating budget of the General Fund and the Capital budget of the ITS Captial Fund. The Information Technology Solutions Department will be responsible for validating the availability of funds, budgeting the appropriate funds in ensuing years and securing additional funding, where necessary, prior to expenses being made and the project exceeding the budget. 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_ Susan Alanis (8180) Originating Department Head: Kevin Gunn (2015) Additional Information Contact: Trey Imes (8558) ATTACHMENTS 1295 Business and Technology Redacted.pdf (CFW Internal) 1295 CherryRoad Redacted.pdf (CFW Internal) 1295 Clarity Partners Redacted.p.± (CFW Internal) 1295 Highstreet Redacted.pdf (CFW Internal) 1295 HyperGen Redacted.pdf (CFW Internal) 1295 Infosys Redacted.pdf (CFW Internal) 1295 Performance Architects Redacted.p. f (CFW Internal) 1295 Sierra-Cedar Redacted.pdf (CFW Internal) 1295 SpearMC Redacted.pdf (CFW Internal) 19-0049 Signed Waiver.pdf (CFW Internal) SAMS 05-23-2019 CherryRoad Technologies Inc..pdf (CFW Internal) SAMS 05-23-2019 BUSINESS TECH.pdf (CFW Internal) SAMS 05-23-2019 Clarity Partners, LLC.pdf (CFW Internal) SAMS 05-23-2019 Highstreet IT Solutions LLC.pdf (CFW Internal) SAMS 05-23-2019 HyperGen Inc..pdf (CFW Internal) SAMS 05-23-2019 Infosys Public Services Inc..p.± (CFW Internal) SAMS 05-23-2019 Performance Architects Inc..pdf (CFW Internal) SAMS 05-23-2019 Sierra-Cedar Inc..pdf (CFW Internal) SAMS 05-23-2019 SpearMC Consulting_pdf (CFW Internal)