The URL can be used to link to this page

Home My WebLink AboutContract 56950-R1CSC No. 56950-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE December 1, 2022 Carahsoft Technology Corp Attn: Kristina Smith 11493 Sunset Hills Road Reston, VA. 20190 Re: Contract Renewal Notice Contract No. CSC No. 56950 (the "Contract") Renewal Term No. 1: February 22, 2023 to February 21, 2024 The above referenced Contract with the City of Fort Worth expires on February 21, 2023. 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/fmance/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: Vdx- 0, A -- By: Valerie Washington (Jan 13, 2023 16:02 CST) Name: Valerie Washington Title: Assistant City Manager Date: J an 13, 2023 Carahsoft Technology Corp. By: Lai K� Name: Lorin Krzywicki Title: Sales Director Date: Dec 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: Taylor Paris Title: Assistant City Attorney Contract Authorization: M&C:12-0936 Approval Date:12/14/2021 Form 1295: n/a 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: Llaee96� 9 S Gooc�gGG Jannette S. Goodall (Jan 17, 2023 07:13 CST) Jannette Goodall City Secretary 4.�44�Un� FOR?1`l� 'r�Oo oo �o Oa� �=�10 Gva PPT0000* a44 �EXASo�p OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 CITY COUNCIL AGENDA DATE: 12/14/2021 REFERENCE **M&C 21- LOG NAME: NO.: 0936 CODE: C TYPE: CONSENT PUBLIC HEARING: Official site of the City of Fort Worth, Texas FoRTWOR!II 03BUDGET SOFTWARE REPLACEMENT RIN SUBJECT: (ALL) Authorize Execution of an Agreement with Carahsoft Technology Corporation, for the Purchase and Implementation of Questica Budget Software, Utilizing Texas Department of Information Resources Cooperative Contract DIR-TSO-4288 For An Amount Up to $1,346,189.00 for the First Year and Five Annual Renewals up to $305,135.00 For the Planning and Data Analytics Department and Adopt the Attached Appropriation Ordinances in the Amount of $1,346,189.00 RECOMMENDATION: It is recommended that the City Council: 1. Authorize execution of an agreement with Carahsoft Technology Corporation for procurement and implementation of Questica Budget, budgeting software, in an amount up to $1,346,189.00. 2. Adopt the attached appropriation ordinance to increase appropriations in the General Fund in the amount of $1,346,189.00, reducing from fund balance for the purpose of transferring to the ITS Capital Projects Fund; and 3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the ITS Capital Projects Fund in the amount of $1,346,189.00, transferred from available funds in the General Fund, for the purpose of funding the ERP IT programmable project (City Project No. P00093). DISCUSSION: The Planning and Data Analytics Department (P&DA) is responsible for the development of the City's annual operating and capital budget. The current budget software is at end of life for support and requires replacement. P&DA engaged the Information Technology Solutions Department (ITS) to assist in a review of replacement software platform. After the Departments' review, staff recommends replacing the current on premise software with a software -as -a -solution platform from Questica, Inc. sold by Carahsoft Technology Corporation using the Texas Department of Information Resources (DIR) cooperative purchasing contract DIR-TSO- 4288. The new software will satisfy the City's needs and includes the operating budget function, capital budget function, budget book/reporting function, and citizen engagement function. By approving the execution of the agreement and adopting the appropriation ordinances, $1,346,189.00 will be transferred from the fund balance of the General Fund to the ITS Capital Projects Fund for the costs associated with the project. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a cooperative purchasing agreement satisfies State laws requiring that the local government seek competitive bids for purchase of the item. Cooperative contracts have been competitively bid to increase and simplify the purchasing power of local government entities across the State of Texas. SUCCESSOR CONTRACTS - In the event the DIR agreement is not renewed, staff would cease purchasing at the end of the last purchase agreement coinciding with a valid DIR agreement. 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 will initially use the DIR contract to make purchases authorized by this M&C. The Cooperative Contract is set to expire on February 21, 2025. If DIR-TSO-4288 is extended, this M&C authorizes the City to purchase similar equipment and supplies under the extended contract. If DIR- TSO-4288 is not extended but DIR executes a new cooperative contract with Carahsoft Technology Corporation and with substantially similar terms, this M&C authorizes the City to purchase the equipment and supplies under the new DIR contract. If this occurs, in no event will the City continue to purchase goods and services under the new agreement for more than three (3) years without seeking Council approval. BUSINESS EQUITY - A goal is not assigned when purchasing from an approved purchasing cooperative or public entity. AGREEMENT TERM - Upon City Council's approval, this agreement will become effective and expire February 21, 2023 in accordance with the DIR contract. The agreement will renew on an annual basis thereafter. RENEWAL OPTIONS - This agreement may be renewed for up to five one-year renewal 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. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are currently available in the General Fund and upon approval of the above recommendations and adoption of the attached appropriation ordinances, funds will be available in the ITS Capital Fund for the ERP IT project to support the approval of the above recommendations and execution of the agreement. Prior to an expenditure being incurred, the Planning & Data Analytics Department has the responsibility of verifying the availability of funds. 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 Yea I (Chartfield 2) Submitted for City Manager's Office by_ Fernando Costa (6122) Originating Department Head: Mark McAvoy (6222) Additional Information Contact: ATTACHMENTS 03 BUDGET SOFTWARE REPLACEMENT.docx (CFW Internal) 03BUDGET SOFTWARE REPLACEMENT 10100 A022(r2).docx (Public) 03BUDGET SOFTWARE REPLACEMENT 30112 A022(r3).docx (Public) 03BUDGET SOFTWARE REPLACEMENT FID TABLE.xlsx (CFW Internal) Form 1295 Certificate 2021-827940 signed.pdf (CFW Internal)