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Home My WebLink AboutContract 54771-R1 CSC No. 54771-Rl CITY OF FORT WORTH CONTRACT RENEWAL NOTICE July 11, 2022 Kilan Holdings, Inc. dba Kilan Solutions Attn: Legal Department 5700 Granite Parkway, Suite 560 Plano, TX 75024 Re: Contract Renewal Notice Contract No. CSC No. 54771 (the "Contract") Renewal Term No. 1: January 1, 2022 to December 31, 2022 The above referenced Contract with the City of Fort Worth expired on December 31, 2021 (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.Aee-Dow(a�fortworthtexas. og_v (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: Kilan Holdings d/b/a Kilan Solutions: By: Valerie Washington(Jul 22,2022 15:20 CDT) By: Name: Valerie Washington Name: Pamela R. Paul Title: Assistant City Manager Title: CEO Date: J U[ 22, 2022 Date: July 11, 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 By: Mark Deboer(Jul 15,2022 10:15 CDT) Approved as to Form and Legality: Name: Mark Deboer Title: Assistant Director, IT Solutions City Secretary: a� F�R �� By a °0000°o Name: Taylor Paris ��o°° o O d� °� Title: Assistant City Attorney Tahh�fte S. Goodall l•o B Jannette S.Goodall(Jul 23,2022 06:58 CDT) 0!`o o .� o y �vo oT.d Name: Jannette Goodall 1 o o� ��V Contract Authorization: Title: City Secretary d� 0 M&C: 22-0493 �� EXASo�ICY Approved: 6/14/2022 w� OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 M&C Review Pagel of 3 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FoR WORTH Create New From This M&C REFERENCE **M&C 22- 13P AMEND CITY DATE: 6/28/2022 NO.: 0493 LOG NAME: SECRETARY CONTRACT NO. 54771 CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize an Amendment and Extension to City Secretary Contract No. 54771 with Kilan Holdings, Inc. until December 31, 2023 to add Project Management Information System Implementation Support Services for an Amount of$232,195.00 and Adopt the Attached Appropriation Ordinance to Effect a Portion of Water's Contribution to Fiscal Years 2022-2026 Capital Improvement Program RECOMMENDATION: It is recommended that the City Council: 1. Authorize an amendment and extension to City Secretary Contract No. 54771 with Kilan Holdings, Inc. until December 31, 2023 to add Project Management Information System Implementation Support Services for an amount up to $232,195.00; and 2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Water & Sewer Capital Projects Fund in the amount of $116,097.50, from available funds, for the purpose of funding the Fiscal Year 2022 Project Management Information System project (City Project No. 103782) to effect a portion of Water's contribution to Fiscal Years 2022-2026 Capital Improvement Program. DISCUSSION: A Request for Qualifications, RFQual 20-0164, for a Project Management Information System (PMIS) consultancy was issued on May 27, 2021, and opened on June 11, 2020. Upon evaluation, it was determined that Kilan Holdings, Inc. was the most qualified vendor for the City's needs. Subsequently, the City executed City Secretary Contract No. 54771 with Kilan Holdings, Incc (Kilan). The City executed a contract with Kilan to assist the Transportation and Public Works (TPW) and Water Departments with preparing a bid for its PMIS. Kilan assisted in developing, issuing, and providing support for the evaluation process. The evaluation is complete and staff is making a recommendation for the PMIS project. Staff recommends continuing its contractual relationship with Kilan so they can provide support and expertise during the implementation phase of the PMIS project. Kilan will provide support and expertise during the PMIS implementation phase. The costs for these additional services is an amount up to $232,195.00. The costs of this extended agreement will be shared by Transportation and Public Works and the Water Departments. The cost breakdown is Department Share of Contract Cost Transportation and Public 50\% $116,097.50 Works Water 50\% $116,097.50 Total $232,195.00 It is the practice of the Water Department to appropriate its CIP plan throughout the fiscal year, instead of within the annual budget ordinance, as projects commence, additional funding needs are identified, and to http://apps.cfwnet.org/council_packet/mc_review.asp?ID=30047&councildate=6/28/2022 6/29/2022 M&C Review Page 2 of 3 comply with bond covenants. The actions in the Mayor and Council Communication will appropriate funds in support of the Water's portion of the City of Fort Worth's Fiscal Years 2022-2026 Capital Improvement Program, as follows: Capital Project FY2022 CIP Budget Revised Fund Name Name Appropriations Authority Adjustment FY2022 Budget 103782- 56002-W&S Fiscal Year Capital 2022 Project _ This Projects Management $ M&C $116,097.50 $116,097.50 Fund Information System DVIN-BE: A waiver of the goal for M/WBE subcontracting requirement is approved by the Office of Business Diversity, 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. AGREEMENT TERMS: Upon City Council's approval, this agreement shall begin upon execution and expire one year from that date. RENEWAL TERMS: This agreement may be renewed for one additional one-year term. 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. Funding is budgeted in the Consultant and Other Professional Services account of the TPW Department's Capital Project Srvc-Capital Fund and in the Unspecified-All Funds within the W&S Capital Projects Fund. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are currently available in the Unspecified-All Funds project within the W&S Capital Projects Fund and in the TPW PMIS Procurement project within the Capital Project Srvc-Capital Fund and upon approval of the above recommendations and adoption of the attached appropriation ordinance, funds will be available in the W&S Capital Projects Fund for the FY 22 PMIS project to support the approval of the above recommendations and execution of the change order. Prior to an expenditure being incurred, the Transportation Public Works and the Water Department have the responsibility of verifying 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: Reggie Zeno (8517) Valerie Washington (6192) Originating Department Head: Reginald Zeno (8517) Kevin Gunn (2015) Additional Information Contact: http://apps.cfwnet.org/council_packet/mc_review.asp?ID=30047&councildate=6/28/2022 6/29/2022 M&C Review Page 3 of 3 Cynthia Garcia (8525) Ashley Kadva (2047) ATTACHMENTS http://apps.cfwnet.org/council_packet/mc_review.asp?ID=30047&councildate=6/28/2022 6/29/2022