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Home My WebLink AboutContract 44587-A1 (3)�6s�� e��i1i� 1Ai�il ' I'` %� �'�6d13 U Q�E� B 0tl�. 1 1��' ` AMENDMENT NO. 1 TO CITY SECRETARY CONTRACT NO. 44587 PROFESSIONAL SERVICES AGREEMENT BETWEEN CITY OF FORT WORTH AND TANGOE, INC. This Amendment No. 1("Amendment") to City Secretary Contract No. 44587 Professional Services Agreement ("Agreement"), is made and entered into by and between the City of Fort Worth (the "City"), a home rule municipal corporation situated in portions of Tarrant, Denton, and Wise Counties, Texas acting by and through Susan Alanis, its duly authorized Assistant City Manager, and Tangoe, Inc., ("Consultant" or "Contractor"), a Delaware corporation and acting by and through Thomas Beach, its duly authorized VP Finance, each individually referred to as a"party" and collectively referred to as the "parties." RECITALS The following provisions are true and correct and form the basis of this Amendment: WHEREAS, on or about June 25, 2013, the parties entered into a Professional Services Agreement ("Agreement") for professional consulting services for the purpose of providing telecommunications expense management and related services under the terms and conditions set forth in the Agreement. The Agreement is a public document on file in the City's Secretary Office and referenced as City Secretary Contract No. 44587, and WHEREAS, the Agreement provided an Initial term expiring June 25, 2014, with options to renew for two (2) additional terms of one year each. The City wishes to exercise its first option to renew the Agreement, subject to the terms and conditions of this Amendment. NOW, THEREFORE, for good and valuable consideration, the receipt and a�dequacy of which are hereby acknowledged, the City and Consultant agree as follows: 1. � m � m � m 0 � -� � � � � 0 � Section 2 of the Agreement shall be modified to extend the term of the Agreement with the renewal term commencing on June 25, 2014 and expiring on June 25, 2015 ("First Renewal Period"). 2. Services during the First Renewal Period shall be for completion of the Historical Audit only, as described on Exhibit D of the Agreement. Consultant agrees to only invoice City for the percentage of actual savings found in the Historical Audit. Consultant shall not provide and City OFFICIAL RECO�t@� CITY ��CREIFAR�( �7'.'�Vm1�VHl, V'� shall not be liable for any payments for the CommCare Premium services or any other services not related to the Historical Audit. 3. The total amount to be paid to Consultant during the First Renewal Period shall not exceed $85,000.00. 4. All other provisions of the Agreement that are not expressly amended herein shall remain in full force and effect. / . ,�/ � Executed on this the � day ofC ,�01d: CITY OF FORT WORTH: By: St�san Alanis ssistant City Manager Date: �}'� � � Ir TANGOE, INC.: By: � " , Thomas Beach VP Finance Date: IZ1221 ��I� ATl � Tangoe, Inc. Amendment No. 1 to CSC No. 44587 Page 2 of 3 ;�t�r��ioc� !_eyal i��`>i. ,r�� r ved as to �. gal Form GVl_4�'? _�� -- OFFICiAL RECORD CIY1f SECRE'�A6tY �1'.1NOitTH, �'� APPROVED AS TO FORM AND LEGALITY: By� Males ia . Farmer �" Senior Assistant City Attorney Contract Authorization: M&C: P-11514 Date Approved: _4/16/2013_ Tangoe, Inc. Amendment No. 1 to CSC No. 44587 Page 3 of 3 AFFICIAL RECOIdD ceTv s�cR�i�� 1'. IfVORTH, '9'aS � ?vI&C Review �. �`', j:� Page 1 of 2 Official site of the City of Fort Worth, Texas �URTV�ORTI� r _,m �,..t _- � , �� .� _ _ � COUNCIL ACTION: Approved on 4/16/2013 DATE: CODE: 4/16/2013 REFERENCE NO.: **P-11514 P TYPE: CONSENT LOG NAME: PUBLIC HEARING: 13P0281 TELECOM EXPENSE HAR 1►[�7 SUBJECT: Authorize Purchase Agreement with Tangoe Inc., in the Amount Up to $169,000.00 for Consulting Services for Telecommunication Expense Management in the First Year and Up to $84,000.00 Annually Thereafter (ALL COUNCIL DISTRICTS) �.. ��,_� �r ; _. � � �_ .,-ti..� � w.- �, , . . _ _� ._. �m. � . . �w., _. , _ . -�_ . , � -s.. t, W � RECOMMENDATION: It is recommended that the City Council authorize a purchase Agreement with Tangoe Inc., in the amount up to $169,000.00 in the first year and up to $84,000.00 annually thereafter for Consulting Services for the historical audit and ongoing Telecommunication Expense Management. DISCUSSION: This Agreement will be used by the Information Technology Solutions (ITS) department to procure professional consulting services for a one time historical audit and an annual Telecommunication Expense Management (TEM) solution. Due to the extreme complexity of telecommunication rate structures, taxes, fees, and billing processes, industry best practices and Gartner, Inc., research shows that using a TEM provider is the only cost-effective way to get the program management capabilities organizations need to control spending on telecom services. The historical audit will include a detailed billing review targeting erroneous charges on previously invoiced telecom services. Staff estimates the historical audit will result in a 10 percent savings due to corrections to previously paid invoices. This is based upon a Gartner Inc., research report indicating that potential savings during the first two years of employing TEM services would be four percent - 15 percent. From these projected savings, Staff estimated charges for the historical audit will be in the amount of $85,000.00 based upon the negotiated vendor fee of an 18 percent share on the first $250,000.00 in savings and a 15 percent share, thereafter, on all savings. The TEM solution will provide monthly proactive optimization reviews to increase savings going forward. It will also provide reviews to validate inventory against the telecom invoices, as well as dispute management with telecommunications providers to recover funds as necessary. The City will be assessed a fixed fee in the amount of $7,000.00 per month for the TEM solution. The following table illustrates the estimated costs: Contract Year Historical Audit Telecom Expense Management Solution Year 1 $85,000.00 * $84,000.00 Year 2** None $84,000.00 Year 3** None $84,000.00 * Estimated amount. If the Historical Audit recovers more or less savings than Staff estimated, the cost for it would change. In the event that the costs exceed the amount approved in the Mayor and Council Communication plus the administrative change order amount, Staff will return to Council for additional authorization for payment of the vendor fee based on a percentage of the actual savings recovered. ** Year 2 and Year 3 renewals are optional, in accordance with the Renewal Options of this M&C. http://apps.cfwnet.org/council�acicet/mc_review.asp?ID=18166&councildate=4/16/2013 12/29/201 � �VI&C Review Page 2 of 2 The Purchasing Division issued Request for Proposals (RFP) No. 13-0281 on September 19, 2012, soliciting qualified firms to provide consulting services related to TEM. The RFP included the City's requirements and evaluation factors such as proposed solution, vendors experience, staff qualifications, and cost. The City's evaluation panel included representatives from the ITS Department. The evaluation panel rated Tangoe Inc.'s proposal as the best value solution for the City. RFP ADVERTISEMENT - This RFP was advertised every Wednesday in the Fort Worth Star- Teleqram from September 19, 2012 through November 7, 2012. Three hundred vendors were solicited from the purchasing vendor database; six proposals were received. PRICE ANALYSIS - The City has no previous history for these goods and services. No guarantee was made that a specific amount of goods or services would be purchased. Staff reviewed this pricing and determined it to be fair and reasonable. M/WBE Office: 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. ADMINISTRATIVE CHANGE ORDER - An Administrative Change Order or increase may be made by the City Manager for the Purchase Agreement in the amount up to $42,250.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERM - Upon City Council's approval, this Agreement shall begin on April 17, 2013 and expire on April 16, 2014. RENEWAL OPTIONS - This Agreement may be renewed for up to two successive 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. Staff anticipates that the costs for renewal years shall decrease significantly from the first year due to historical audit being completed. FISCAL WFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds will be available in the Fiscal Year 2013 operating budget, as appropriated, of the Information Systems Fund. BQN\130281\HAR TO Fund/Account/Centers FROM Fund/AccountlCenters P168 535080 0046002 $169,000.00 Submitted for City Manager's Office bv: Oriqinatinq Department Head: Additional Information Contact: ATTACHMENTS Susan Alanis (8180) Horatio Porter (2379) Jack Dale (8357) http://apps. cfwnet. org/council�acicet/mc_review. asp?ID=18166 &councildate=4/ 16/2013 12/29/2014 Agee-Dow, Kathryn From: Page, Joey Sent: Tuesday, December 30, 2014 3:33 PM To: Agee-Dow, Kathryn Subject: RE: ACORD COI for Tangoe Inc. Amendment No. 1 to CSC 44587 Looks good. Joey From: Agee-Dow, Kathryn Sent: Tuesday, December 30, 2014 10:25 AM To: Page, Joey Subject: ACORD COI for Tangoe Inc. Amendment No. 1 to CSC 44587 Joey: Attached for your review is the Tangoe Inc. ACORD COI for the pending Amendment No. 1 to CSC 44587. Please let me I<now if you have any questions. Thank you. Kathy Agee-Dow Contract Compliance Specialist IT Solutions - Finance 817-392-8461 Kathr,�A�ee-Dow cr,fortworthtexas.gov City of Fort Wortla — Working togethe� to build a strong cona�nunity � �I ! � �