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Home My WebLink AboutContract 56820-R1 CSC No. 56820-Rl CITY OF FORT WORTIi CONTRACT RENEWAL NOTICE: September 30, 2022 Carahsoft Technology Corp 11493 Sunset Hills Rd.,Suite 100 Reston,VA. 20190 Re: Contract Renewal Notice Contract No. CSC No. 56820 (the"Contract") Renewal Term No. 1: December 1, 2022 to September 30, 2023 The above referenced Contract with the City of Fort Worth expires on November 30,2022. 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,along with your quote for charges for the new renewal term,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:.ww,%v.fortworthtcxas.goy;/dggartmcnt&/financc/purchasing: If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Katie May Administrative Assistant 200 Texas Street Fort Worth, TX, 76102 Katherine.may@fortworthtexas.gov (817)392-8894 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Paec I of 2 [Executed effective as of the date signed by the Assistant City Manager below.] i [AC'( 1.1, 11.D AND AGREED:] City: Carahsoft Technology Corp •YR1,".k1�— By: Valerie•Washington(Oct 26,202210:08 CDT) By: �uat�>>:� SM� Name: Valerie Washington Name: Krishna Smith Title: Assistant City Manager Title: Contracts Manager Date: Oct 26, 2022 Date: 10/18/2022 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval kcconuuended: Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration _ of this contract, including ensuring all lip: performance and reporting requirements. \atnc: Kevin Gunn Title: Director, IT Solutions Bv: Str.vn Van(tvcr k0a 24•2021217 CDT) .lpprocccl a% to Form and lxc ality: Name: Steven Vandever Title: Sr. IT Solutions Manager By: ('ih- Secretary Name: Taylor Paris Title: Assistant City Attorney By: J ette S.Goodall(Oct 26,202214: CDT) Contract authorization: Name: Janette Goodall .1&(': 20-("87 Title: City Secretary 4°4FOR �a °°°°°°°°approval Date: 08/04/2020 Form 12K: P-a ��ao-a dod0 v 0 ° aT0 0 °° d00°° aal2�reXAS- Itz OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Rcnc%%al P.tcr 2 k,1'2 M&C Review Page 1 of 2 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FoR WORTH Create New From This M&C DATE: 8/4/2020 REFERENCE **M&C 20- LOG NAME: 13P OPEN COUNTER NO.: 0487 SOFTWARE DEV JC CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize an Agreement with Carahsoft Technology Corporation for the Purchase of Open Counter Software using a National Cooperative Purchasing Alliance Cooperative Agreement for the Development Services Department for a First Year Cost of $189,050.54 and Authorize Six Annual Renews in an Amount Up to $75,582.00 (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize an execution of an Agreement with Carahsoft Technology Corporation for the purchase of open counter software using a National Cooperative Purchasing Alliance Cooperative Agreement for the Development Services Department for a first year cost of$189,050.54 and authorize six annual renews in an amount up to $75,582.00. DISCUSSION: Development Services approached the Purchasing Division with the intent to purchase a software system that would allow citizens access to information regarding the requirements and necessary steps to obtain permits, zoning, payment of fees and various other needs. The overall goal for this software is to create a more streamlined and easier process for citizens. The Open Counter Software will allow citizens the capability to apply, manage and renew permits and licensing in one place, eliminating the need to speak with multiple departments, where information and requirements can become confusing and overwhelming. Annual maintenance/subscription costs are as follows: $94,186.52 = Subscription Year 1 - 2020 $75,582 = Subscription Year 2- 2021 $75,582 = Subscription Year 3- 2022 $75,582 = Subscription Year 4- 2023 $75,582 = Subscription Year 5- 2024 $75,582 = Subscription Year 6- 2025 $75,582 = Subscription Year 7- 2026 The National Cooperative Purchasing Alliance Cooperative (NCPA) Contract No. 01-86 offers discounted pricing. Staff has reviewed the pricing and determined it to be fair and reasonable. COOPERATIVE PURCHASE state law provides that a local government purchasing an item under a cooperative purchasing Agreement satisfies any state law requiring that the local government seek competitive bids for the purchase of items. NCPA Contracts are competitively bid to increase and simplify the purchasing power of government entities. SUCCESSOR CONTRACTS: In the event that a Cooperative Agreement is not renewed, Staff would cease making purchases at the end of the last Purchase Agreement coinciding with the valid Cooperative Agreement. If the City Council were to not appropriate funds for a future year, Staff would cease making purchases when the last appropriation expires, regardless of whether the then-current Purchase Agreement has expired. If the cooperative contract is extended, this M&C authorizes the City to purchase similar software and services under the extended contracts. If the cooperative contract is not extended, but a new cooperative contract is executed with Carahsoft Technology Corporation with substantially similar terms as the previous cooperative contract, this M&C authorizes the City to purchase the services under the new cooperative contract. http://apps.cfwnet.org/council_packet/mc_review.asp?ID=28056&councildate=8/4/2020 10/26/2022 M&C Review Page 2 of 2 A MBW/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. 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 TERM - The agreement may be renewed for additional terms according to the NCPA Contract No. 01-86 cooperative agreement at the City's options to renew. 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 operating budget, as previously appropriated, in the General and Special Purpose Funds to support the approval of the above recommendation and award of the contract. Prior to any expenditure being incurred, the Development Services department has the responsibility to validate 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: Jay Chapa (5804) Dana Burghdoff(8018) Originating Department Head: Reginald Zeno (8517) Additional Information Contact: Cynthia Garcia (8525) Ashley Kadva (2047) ATTACHMENTS 1295.pdf (CFW Internal) General and Special Purpose Funds available as of 7.13.20.pdf (Public) NCPA 01-86.pdf (Public) Open Counter FID Chart.xlsx (CFW Internal) SAMs.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc_review.asp?ID=28056&councildate=8/4/2020 10/26/2022