HomeMy WebLinkAbout(0075) M&C 21-0939City of Fort Worth, Texas
Mayor and Council Communication
DATE: 12/14/21 M&C FILE NUMBER: M&C 21-0939
LOG NAME: 04RENEW CITY SECRETARY CONTRACT NO. 48499
SUBJECT
(ALL) Authorize Amendment to City Secretary Contract Number 48499 to Add Four (4) One -Year Renewal Options for Motorola Customer
Relationship Management Solution, Authorize a One -Time Expenditure of Phase Three Implementation in the Amount of $193,320.00 and
Additional Funds for Licenses, Maintenance, and Services in an Annual Amount $322,704.00 for a Combined Fiscal Year 2022 Annual Amount of
$516,024.00 for the Information Technology Solutions and Communications & Public Engagement Departments
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize an amendment to City Secretary Contract 48499 to add four (4) one-year renewal options for the Motorola Customer Relationship
Management Solution;
2. Athorize a one-time fee of the Phase Three implementation in the amount of $193,320.00; and
3. Authorize additional funds for licenses, maintenance, and services in an annual amount of $322,704.00 for a combined Fiscal Year 2022
annual amount of $516,024.00 for the Information Technology Solutions and Communications & Public Engagement Departments.
DISCUSSION:
On December 13, 2016, City Council approved Mayor and Council Communications (M&C) P-11983 for an enterprise solution to transform the
manner in which the City of Fort Worth interacts with its residents, businesses, visitors and the community at large. The Customer Relationship
Management (MyFW) system, Motorola's PremierOne CSR hosted solution, has enhanced the efficiency through multiple communications
channels and provides a common point of origin for city services.
MyFW implementation occurred in three phases:
Phase 1 included Code Enforcement with one interface for CodeOps and was implemented April 2, 2017.
Phase 2 included Code, Animal Care & Control, Solid Waste, Consumer Health and Environmental, Transportation & Public Works (Traffic,
Streets, Stormwater, Construction and Parking), Park & Recreation (Contract Mowing, Graffiti Abatement and Forestry), Mayor's Office, City
Secretary's Office, City's Manager's Office and Human Resources (Benefits) with five interfaces for PetPoint, ISM, Accela, VueWorks and
ITSM. Phase 2 was completed on December 1, 2020.
Phase 3 includes Park & Recreation (Internal Mowing, Trades and Districts) Police, Neighborhood Services, Water, IT Solutions, Aviation,
Library, Solid Waste (Contract Mowing / Litter), Development Services, Human Resources (Risk Management), Public Events, Fire,
Municipal Courts, Mayor's Office (City Call Center build for taking their calls), Property Management and Economic Development with six
interfaces completed October 15, 2021. It was determined Directions Home, Diversity & Inclusion, Planning & Data Analytics and Financial
Management Service would continue on their current systems or seek a solution from IT Solutions for internal services. The remaining
portions of Phase 3 include the MyFW App update for the last new requests and reporting for Park & Recreation Contract Mowing to be
completed for the final one-time amount of $193,320.00 (final Phase 3 cost).
With this M&C, staff requests that the City Council authorize an amendment to City Secretary Contract (CSC) 48499 to add four (4) one-year
renewal options for the MyFW program. Further, with this M&C, the City Council will authorize additional funds for license renewals, maintenance,
and other services to be added to the existing agreement in an annual amount of $322,704.00. As a result, this M&C will authorize an amendment
to the agreement for a new total annual amount not to exceed $3,158,338.00 and an additional one-time fee of $193,320.00 for the final phase 3
costs.
DVIN-BE: A waiver of the goal for M/WBE subcontracting requirement was approved by the Office of Business Diversity, in accordance with the
M/WBE or BDE Ordiancne, 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.
AGREEMENT TERMS — Upon City Council's approval, the existing agreement will be renewed in accordance with current coverage period of
December 14, 2021 through December 13, 2022.
RENEWAL OPTIONS — After expiration of the first renewal term on December 13, 2022, the agreement may be renewed for up to three remaining
additional one-year terms at the City's option. 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 capital & operating budgets, as previously appropriated, in the General
Fund and the General Gas Lease Capital Prj Fund for the Customer Rel Mgmt (CRM) System project to support the approval of the above
recommendations and execution of the agreement. Prior to an expenditure being incurred, the Information Technology Solutions and
Communications & Public Engagement departments have the responsibility to validate the availability of funds.
Submitted for City Manager's Office by. Valerie Washington 6192
Originating Business Unit Head: Kevin Gunn 2015
Additional Information Contact: Kevin Gunn 2015
Expedited