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Home My WebLink AboutContract 51829-R4CSC No. 51829-R4 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE October 26, 2022 Carahsoft Technology Corp 11493 Sunset Hills Rd., Suite 100 Reston, VA. 20190 Re: Contract Renewal Notice Contract No. CSC No. 51829 (the "Contract") Renewal Term No. 4: December 10, 2022 to December 09, 2023 This contract was renewed in Amendment 3 for Renewal 3. The above referenced Contract with the City of Fort Worth expires on December 09, 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://www.fortworthtexas. og v/departments/finance/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.mav@fortworthtexas.gov (817) 392-8894 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: Vim- OAA - Valerie Washington (Dec 2S, 2022 16:40 CST) By: Name: Valerie Washington Title: Assistant City Manager Date: Dec 28, 2022 Carahsoft Technology Corp By: 4M11ly-a Name: Amanda Granlund Title: Sales Director Date: 12/8/2022 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: By: Name: Kevin Gunn Title: Director, IT Solutions Approved as to Form and Legality By: Name Title: Taylor Paris Assistant City Attorney Contract Authorization: M&C: P-12292 Approval Date: 01/29/2019 Form 1295: Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: Name: David Zellmer Title: Sr. IT Solutions Manager City Secretary: By: Name: Title: .7G1`1`IG2 c). C7000 all Jannette S. Goodall (Jan 3, 2023 07:46 CST) Jannette Goodall City Secretary 4.o4vanp�� Y foRT*add o0 d o o�'-+o Pvo o=d o as att nEXA?opa OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 M&C Review Page 1 of 3 A CITY COUNCIL AGEND COUNCIL ACTION: Approved on 1/29/2019 Official site of the City of Fort Worth, Texas FORT WORTH Create New From This M&C REFERENCE ** 13PAUTOMATED DATE: 1/29/2019 NO.: P-12292 LOG NAME: MANGEMENT SYSTEM SB IT CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Agreements with Carahsoft Technology Corporation for the Software, Training, Services and Support for the Automated Invoice Management System, Using a Cooperative Contract and a Professional Services Contract for the Information Technology Solutions Department in the Amount Up to $704,165.87 (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize a agreements with Carahsoft Technology Corporation for software, training, services and support for the automated invoice management system, using General Services Administration Contract No. GSA-GS-35F-0119Y and a professional services contract for the Information Technology Solutions Department in the Amount Up to $704,165.87. fi7T+�Ti�T[+�9Ti7� G The Enterprise Resource Planning (ERP) Governance Committee has reviewed and recommends approval of this Mayor and Council Communication (M&C) for an Automated Invoice Management System. Staff recommends the Hyland, LLC, proposal using the Carahsoft Technology Corporation cooperative contract. This proposal will enable the City to receive electronic and/or paper invoices, process them electronically including the capability to automatically match invoices against purchase orders and issue payments thereby reducing the need for manual handling to process payments. Staff from Financial Management Services and Information Technology Solutions reviewed five proposals for the Automated Invoice Management System. Staff considered system capabilities, cost, experience of implementation staff, and references and determined that the Hyland, LLC, proposal using the Carahsoft Technology Corporation cooperative contract best meets the City's needs. The agreements include: software licensing and training: $266,983.53 and annual support: $65,277.52 for a total of $332,266.05. There will also be a professional services component of $371,899.82. Pricing is under General Services Administration Schedule (GSA) Contract No. GSA-GS-35F-0119Y for software, training, services and support for Automated Invoice Management System. Staff reviewed the GSA pricing and found pricing to be fair and reasonable. GSA are authorized to offer the cooperative purchasing program to state agencies, public institutions of higher learning, public school districts and local governments. Pursuant to state law, a local government that purchases goods or services under the Interlocal Cooperation Act satisfies otherwise applicable competitive bidding requirements. SUCCESSOR CONTRACTS: To facilitate planning and budgeting, Staff would prefer to have annual Agreements that align with the Fiscal Year. However, the GSA contract is out of alignment with the City's Fiscal Year. The current terms of the contracts are: Terms are as follows: Year 1 - January 29,2019 - December 19,2019 Year 2 - December 20, 2019 - December 19, 2020 Year 3 - December 20, 2020 - December 19, 2021 http://apps.cfwnet.org/council_packet/mc review.asp?ID=26656&councildate=1/29/2019 12/8/2022 M&C Review Page 2 of 3 In order for these Agreement to align with the City's Fiscal Year, adoption of this Mayor and Council Communication (M&C) technically authorizes (i) a series of Purchase Agreements, each of which will align to the terms of the respective cooperative contract to ensure legal authority exists for the contract, and (ii) an annual spend amount, future years of which would be subject to City Council appropriation. In the event that a cooperative contract is not renewed, Staff would cease purchasing at the end of the last Purchase Agreement coinciding with the valid cooperative contract. If the City Council were to not appropriate funds for a future year, Staff would stop making purchases when the last appropriation expires, regardless of whether the then -current Purchase Agreement has expired. The City initially use these cooperative contracts to make purchases authorized by this M&C. The cooperative contracts expire on various dates. If a cooperative contract is extended, this M&C authorizes the City to purchase similar services under the extended contracts. If a cooperative contract is not extended, but a new cooperative contract is executed with Carahsoft Technology Solutions, Inc. with substantially similar terms as the previous cooperative contract, this M&C authorizes the City to purchase the services under the new cooperative contract. AGREEMENT TERM: Upon City Council's approval, the initial term of these Agreements shall commence upon final execution of the Professional Services Agreement and expire in accordance with the terms and conditions of the respective cooperative agreement. RENEWAL OPTIONS: The Agreements may be renewed for two additional one-year terms at the City's option, per the conditions established in the GSA contract and Carashoft Technology Solutions Inc. M/WBE OFFICE: A MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager for an amount up to $100,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of this recommendation, funds are available within existing appropriations in the current capital budget of the ITS Capital Fund and anticipates, upon adoption of the Fiscal Year 2020 Budget by the City Council, to include the payments for annual support in the operating budget, the funds will be available in the Fiscal Year 2020 budget, as appropriated, of the General Fund. Prior to an expenditure being made, the Information Technology Solutions Department has the responsibility to validate the availability of funds. BQN\GS-35F-0119Y\SB Uce 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 L Year (Chartfield 2) Submitted for City Manager's Office by: Originating Department Head: Additional Information Contact: ATTACHMENTS Susan Alanis (8180) KEVIN GUNN (8517) Cynthia Garcia (8525) Sheila Baker (8356) http://apps.cfwnet.org/council_packet/mc review.asp?ID=26656&councildate=1/29/2019 12/8/2022 M&C Review Page 3 of 3 Carahsoft form 1295 Redacted.pdf (Public) FIDs for M-C 13PAUTOM TED MANAGEMENT SYSTEM.xlsx (CFW Internal) GSA CONTRACT DETAILS GS-35F-0119Y.pdf (CFW Internal) SAMS 01-07-2019.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=26656&councildate=1/29/2019 12/8/2022