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Home My WebLink AboutContract 35728-R12 CSC No.35728-R12 APPLICATION SOFTWARE RENEWAL AGREEMENT TWELFTH CONTRACT RENEWAL OF CSC NO. 35728 FOR MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM This Contract Renewal Agreement (the "Agreement") is made and entered into by and between the City of Fort Worth, a home-rule municipal corporation of the State of Texas, located within Tarrant, Denton, and Wise Counties, (hereinafter referred to as the "City"), acting by and through, its duly authorized Assistant City Manager, and CourtView Justice Solutions, Inc. d/b/a equivant (hereinafter referred to as the "Company"), a Delaware corporation with its principal offices located at 4825 Higbee Avenue, NW, Suite 101, Canton, Ohio 44718 acting by and through Matthew Goddard, its duly authorized Group Leader, to provide application software support services. RECITALS WHEREAS,on January 1,2007,the City entered into an Agreement with the MAXIMUS, Justice Solutions Division to provide application software support services (M&C G-15785, City Secretary Office (CSO) Contract No. 35728) (the "Original Agreement"); and WHEREAS, on October 16, 2009, the City entered into an amendment to CSO Contract No. 35728 with Company, which assigned all responsibilities under the Original Agreement from MAXIMUS, Justice Solutions Division to Company; and WHEREAS, the initial term of the Original Agreement expired December 31, 2011; and WHEREAS, the Original Agreement has been renewed annually through December 31, 2022; and WHEREAS, The City Council approved the increased spending authority for the Original Agreement on February 6, 2018, (G-19220); and WHEREAS, The City Council approved the increased spending authority for the Original Agreement on December 11, 2018 (P-12285); and WHEREAS, The City Council approved the increased spending authority for the Original Agreement on March 19, 2019 (P-12312); and WHEREAS, the City and Company now wish to exercise this renewal option to allow for services to continue in accordance with the terms of CSC 35728, as amended, beginning on January 1, 2023 until December 31, 2023. OFFICIAL RECORD CITY SECRETARY NOW THEREFORE City and Company do hereby agree to the following: FT.WORTH,Tx CourtView Justice Solutions Inc.dba equivant Page 1 of 3 CSC NO.35728,Renewal No. 12 MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM RENEWAL OF AGREEMENT 1. The Original Agreement, as amended, is hereby renewed and extended for a renewal term commencing on January 1, 2023, and expiring on December 31, 2023. 2. The Amendment to the Original Agreement, Schedule A, "Application Software Systems Covered Under this Agreement," is amended by replacing the pricing table with the following pricing table: Software Support and Maintenance Renewal Period: January 1,2023 tlrmugh December 31,2023 Software Q12023 O22023 Q32423 Q42023 UD23 to 3131M 4iF23 to 6130123 711123 to 9130123 l0iF23 to IV31.'23 CourtView Application Software Support: 520,749.75 $20,749.75 $20,749.75 $20,349.75 Case Management Judicial Management Financaal Mamgement Accounts Receivable Imaging and wotlflow CourtView Access S11,670.25 $11,670.25 $11,670.25 $11,670.25 RAMserver API IuterfaceSupporl $1,027.00 $1,027.00 $1,027.00 $1,027.00 eCitatiou Exchange with Review Queue and Image Handling $2,571.00 $2,571.00 $2,571.00 $2,571.00 CourtView Update3Zpress $2,449.00 $2,448.00 $2,445.00 $2,448.00 CourtView ePav $691.50 S691.50 $691.50 S691.50 Und.W&Deplaymenl $409.50 S409.50 $409.50 S409.50 Vista Retenton Module $460.75 S460.75 $460.75 S460.75 Quarterly Total S40,027.75 $40,027.75 $40,027.75 $40.02 7.75 Includes updates&enhancements,unlimited email 8c phone support for 1'mouths equivant will issue an invoice within 60 days 3. All other terms and conditions of the Original Agreement, as amended, between the City and the Company shall remain unchanged and in full force and effect. [THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK] [SIGNATURE PAGE FOLLOWS] CourtView Justice Solutions Inc.dba equivant Page 2 of 3 CSC NO.35728,Renewal No. 12 MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM ACCEPTED AND AGREED: CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and Yids'kh— administration of this contract, including By: Valerig,Washington(Dec 7,2022 21:53 CST) ensuring all performance and reporting Name: Valerie Washington requirements. Title: Assistant City Manager Dec 7, 2022 � By: Steven Vandever(Dec 5,2022 09:25 CST) APPROVAL RECOMMENDED: Name: Steven Vandever Title: Sr IT Solutions Manager APPROVED AS TO FORM AND By: LEGALITY: Name: Kevin Gunn Title: Director, IT Solutions �p4ovnn� a F FORT�aa B 00 °°o�yoaa y' ATTEST: duo °os►�;oo Name: Taylor Paris o_° Title: Assistant City Attorney s/GL�1�J, CIR.fi(/ baoaoa Contract Authorization: By: Jannette S.Goodall(Dec 8,202213:21 CST) M&C: P-12312 Name: Janette Goodall Date Approved: 03/19/2019 Title: City Secretary Form 1295:2019-454578 CourtView Justice Solutions Inc. dba equivant By: V&d6za4� Name: Matthew Godd rd Title: Group Leader OFFICIAL RECORD CITY SECRETARY FT.WORTH,TX CourtView Justice Solutions Inc.dba equivant Page 3 of 3 CSC NO.35728,Renewal No. 12 MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM M&C Review Page 1 of 2 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FoRTWORRTI1 COUNCIL ACTION: Approved on 3/19/2019 Create New From This M&C REFERENCE ** 13PAMEND P-12285 DATE: 3/19/2019 NO.: P-12312 LOG NAME: COURTVIEW AD ITS CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Amendment to Mayor and Council Communication M&C P-12285 to Authorize the Purchase of Additional CourtView Software and Professional Service through CourtView Justice Solutions, Inc. d/b/a equivant in the Amount of$95,334.64, Increasing the Authorization to $246,488.64 for the CourtView Case Management System for the Municipal Court Department (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize an amendment to Mayor and Council Communication M&C P-12285 to authorize the purchase of additional CourtView software and professional services through CourtView Justice Solutions, Inc. d/b/a equivant in the amount of $95,334.64, increasing the authorization to $246,488.64 for the CourtView Case Management System for the Municipal Court Department. DISCUSSION: On December 11, 2018, City Council authorized M&C P-12285 for Courtview Application software maintenance renewal beginning January 1, 2019 and expiring December 31, 2019. The software maintenance costs are a not-to-exceed amount of$133,054.00 annually. The M&C also authorized one-time professional training services for a not-to-exceed amount of$18,100.00. This amendment to M&C P-12285 requests authorization to purchase additional software modules to include CourtView2 Dashboard, CourtView2 UpdateXpress, and CourtView2 Attachitl. The software licenses will have a one-time cost of$69,841.50, with a recurring cost of$18,609.64 for maintenance and one-time costs of$6,883.50 for professional services. The software will add functionality to Municipal Court's case management system, which will enable the court to affect workflow and processes to groups of cases reducing redundant navigation, easily attach and view electronic documentation to cases en masse, and provide all divisions with a real- time application to manage existing caseloads and work queues. ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager for an amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERMS: Upon City Council approval and execution of an amendment to City Secretary Contract No. 35728, the agreement will begin on January 1, 2019 and expire December 31, 2019. RENEWAL OPTIONS: Maintenance costs for the CourtView 2 licenses will cost approximately $18,609.64 annually and be included in the annual software maintenance for CourtView Case Management System. Maintenance will be renewed annually in accordance with M&C P-12285. This action does not require specific City Council approval provided the City Council has appropriated sufficient funds to satisfy the City's obligation during the renewal term(s). A Request to Exercise Renewal Option will be executed each year prior to software maintenance renewal. http://apps.cfwnet.org/council_packet/mc review.asp?ID=26834&councildate=3/19/2019 11/23/2022 M&C Review Page 2 of 2 FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the Special Purpose Fund - Court Technology Fees project, as appropriated, and prior to an expenditure being made, the Municipal Court Department has the responsibility to validate the availability of funds. BQNWMEND-P-12285\AD TO Fund Department Account Project Program Activity Budget I Reference# Amount 1 i ID i , ID Year (ChartFlei 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 (8517) Additional Information Contact: Cynthia B. Garcia (8525) Anabelle Dunn (7648) ATTACHMENTS 1295 Certificate CourtView Redacted.pdf (Public) 13PAMEND P-12285 COURTVIEW AD ITS FID.pdf (CFW Internal) CourtView Attachlt! Quote 20181219.pdf (CFW Internal) CourtView Dashboard Implementation Quote 20181219 5 User License.pdf (CFW Internal) CourtView eguivant CSC 35728 Amendment 5 DRAFT.docx (CFW Internal) CourtView SAMs Results.pdf (CFW Internal) CourtView UpdateXpress 20181219Quote .pdf (CFW Internal) Equivant SAMs Results .pdf (CFW Internal) MWBE CourtView executed Request for Waiver.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=26834&councildate=3/19/2019 11/23/2022 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1 of 1 Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING 1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number: of business. 2019-454578 CourtView Justice Solutions Inc. Canton, OH United States Date Filed: 2 Name of governmental entity or state agency that is a party to the contract for which the form is 02/19/2019 being filed. City of Fort Worth Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a description of the services,goods,or other property to be provided under the contract. 35728 Professional services and travel expenses Nature of interest 4 Name of Interested Party City,State,Country(place of business) (check applicable) Controlling I Intermediary Harmon,Jeffrey Canton, OH United States X 5 Check only if there is NO Interested Party. ❑ 6 UNSWORN DECLARATION My name is Jeffrey Harmon and my date of birth is IBM My address is � ■ USA (street) (city) (state) (zip code) (country) declare under penalty of perjury that the foregoing is true and correct. Executed in AndroSCo9gin County, State of Maine on the 19 day of February 20 19 (month) (year) Sig natur o authorized agent of contracting business entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.1.28ab6150