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HomeMy WebLinkAboutContract 56950-A2CSC No. 56950-A2 AMENDMENT NO. 2 TO CITY OF FORT WORTH CONTRACT 56950 This Second Amendment is entered into by and between the City of Fort Worth (hereafter 'Buyer"), a home rule municipality, with its principal place of business at 200 Texas Street, Fort Worth, Texas, and Carahsoft Technology Corporation ("Vendor"), Buyer and Vendor may be referred to individually as a Party and collectively as the Parties. WHEREAS, on January 7, 2022 the Parties entered into City Secretary Contract 56950 to provide an implementation of Questica Budget software system ("Agreement/Contract"); WHEREAS, the Parties wish to amend the Agreement to include additional Questica software system in the amount of $5,400.00 NOW, THEREFORE, the Parties, acting herein by and through their duly authorized representatives, enter into the following agreement: 1. AMENDMENTS The Agreement is hereby amended to add Exhibit F-2 for Private Data Access Hosting Service in the amount of $5,400.00 Upon execution of this Second Amendment, the total amount of the contract will be $1,356,588.60. 2. ALL OTHER TERMS SHALL REMAIN THE SAME All other provisions of the Agreement which are not expressly amended herein shall remain in full force and effect. 3. ELECTRONIC SIGNATURE This Amendment may be executed in multiple counterparts, each of which shall be an original and all of which shall constitute one and the same instrument. A facsimile copy or computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall have the same effect as anoriginal. OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Second Amendment to Fort Worth City Secretary Contract No. 56950 Page 1 of 9 Wxej 0191104 I7:1Q1:7:TeI;7 DI 0113 CITY OF FORT WORTH: By: Valerie Washington (Feb 21, 2023 09:38 CST) Name: Valerie Washington Title: Assistant City Manager Date: Feb 21, 2023 APPROVAL RECOMMENDED: By: Name: Kevin Gunn Title: Director, IT Solutions Department ATTEST: qoF FORT aa 101 o oo' O'P p A1 o �0 ,o od a� bEd 45p�.c Name: Jannette Goodall Title: City Secretary VENDOR: Carahsoft Technology Corporation 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. Lo Name: David Zellmer Title: Sr. IT Solutions Manager APPROVED AS TO FORM AND LEGALITY: By: 5� Name: Taylor Paris Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 21-0936 Approved: December 14, 2021 1295: 2021-827940 ATTEST: By: 67By: Name: Lorin Krzywicki Title: Sales Director Date: Feb 1, 2023 Name: Stephanie Stallings Title: Team Lead OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Second Amendment to Fort Worth City Secretary Contract No. 56950 Page 2 of 9 Government Price Quotation Exhibit F-2 Questica at Carahsoft carahsoft9 V) Questica 11493 SUNSET HILLS ROAD I SUITE 100 I RESTON, VIRGINIA 20190 vmereb,7raM�;•.. PHONE (703) 871-8500 1 FAX (703) 871-8505 1 TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM TO: Pamela Kacmarynski FROM: Brittney Vance Business Process Manager Questica at Carahsoft City of Fort Worth 11493 Sunset Hills Road TX USA Suite 100 Reston, Virginia 20190 EMAIL: pamela.kacmarynski@fortworthtexas.gov EMAIL: Brittney.Vance@carahsoft.com PHONE: (817) 392-8704 PHONE: (571) 662-3094 FAX: (103) 871-8505 TERMS: DIR Contract No. DIR-TSO-4288 QUOTE NO: 36809627 Expiration Date: February 21, 2025 QUOTE DATE: 01 /2712023 FTIN: 52-2189693 QUOTE EXPIRES: 0312712023 Shipping Point: FOB Destination RFQ NO: Credit Cards: VISAIMasterCardfAMEX SHIPPING: ESD Remit To Same as Above Payment Terms, Net 30 (On Approved Credit) TOTAL PRICE: $5 400-00 Texas VID4:1522189693700 Sales Tax May Apply TOTAL QUOTE: $5,400-00 LINE NO. PART NO. DESCRIPTION QUOTE PRICE QTY EXTENDED PRICE ANNUAL FEE 1 BA-131213-1-2-2 Between $1-2 Billion $5,400.00 OM 1 $5,40QA0 Private Data Access Incremental Annual Software Subscription (including maintenance, support & hosting) Questica - BA-B12B-1 SUBTOTAL: $5,400.00 TOTAL PRICE: $5,400.00 TOTAL QUOTE: $5,400.00 Pricing valid through: March 27, 2023 • Above pricing in US dollars • Applicable Taxes Extra • Terms of Payment: o Annual Maintenance/Software Subscription (including annual maintenance, support, and hosting services), Year 1 to be charged on a pro -rated basis based on time from Quote Acceptance Date to the anniversary date of the master agreement, due on Quote Acceptance Date Year 2 to be added to the already existing annual maintenance/subscription fee, subject to any applicable annual increases, and due in full on the existing Contract Renewal Date and annually thereafter CONFIDENTIAL PAGE IofI QUOTE DATE: 01/27/2023 QUOTE NO: 36809627 Second Amendment to Fort Worth City Secretary Contract No. 56950 Page 3 of 9 Questica Price Quote - License Prepared for Pamela Kacmarynski City of Fort Worth By Patricia Oblak Questica Ltd. January 27, 2023 Questica Where brilliant begins. Second Amendment to Fort Worth City Secretary Contract No. 56950 Page 4 of 9 Questica Budget Price Quote Quotation ID#: 20221121 Rev 2 January 27, 2023 Requirement: City of Fort Worth to subscribe to Private Data Access hosting services for their Questica Budget production system. Carahsoft Quote Number: 36809627 Description: Questica's Private Data Access is the provisioning of a read-only replication of the clients production Questica Budget Azure SQL database. It uses Microsoft Azure to replicate in near real-time, with the target database accessible using ODBC. Limitations: Limitations include, but are not limited to, the following points: • Anything not explicitly mentioned in the above specification cannot be assumed as part of the work to be performed. © Questica Ltd. January.27, 2023 Page 2 of 6 Second Amendment to Fort Worth City Secretary Contract No. 56950 Page 5 of 9 Fixed Price Items Description Private Data Access Incremental Annual Software Subscription © Questica Ltd. January.27, 2023 Dal (including maintenance, support & hosting) Total Increase to Annual SaaS: Total $" . ,400.00 $ 5,400.00 Page 3 of 6 Second Amendment to Fort Worth City Secretary Contract No. 56950 Page 6 of 9 Pricing Notes Quotation ID#: 20221121 Rev 2 January 27, 2023 • Pricing valid through: March 27, 2023 • Above pricing in US dollars • Applicable Taxes Extra • Terms of Payment: c Annual Maintenance/Software Subscription (including annual maintenance, support, and hosting services): • Year 1 to be charged on a pro -rated basis based on time from Quote Acceptance Date to the anniversary date of the master agreement, due on Quote Acceptance Date • Year 2 to be added to the already existing annual maintenance/subscription fee, subjectto any applicable annual increases, and due in full on the existing Contract Renewal Date and annually thereafter © Questica Ltd. January.27, 2023 Page 4 of 6 Second Amendment to Fort Worth City Secretary Contract No. 56950 Page 7 of 9 Questica General Terms and Conditions ID: 20221121 January 27, 2023 General Terms and Information: Terms of Service: The services and any related software are provided under the original license and/or service and/or subscription agreement which is hereby deemed to be fully incorporated into this Quotation. Taxes: The pricing on this Quotation is exclusive of all sales, use or other taxes, customs duties and similar levies, if any, payable in or to any jurisdiction or authority whatsoever. Such taxes (other than the taxes on the net income of Questica) shall be the responsibility of the Customer. Pavment: Payment is required in the currency noted. Unless detailed otherwise in this Quotation, terms are net-30 days from the later of a) the date of receipt of invoice, or b) the invoice date. Customer Resoonsibility: Efforts detailed in this Quotation are presented as a solution to a business issue you have described to us. It is based on our understanding of the business issue and may or may not address all of your concerns. It is your responsibility to review and understand this solution, what it includes and what it does not, and ensure it is suitable for your needs. Acceptance of Custom Work: This Quotation may include the sooping, designing and development of product customization, custom reporting, data import services or technical assistance as detailed in this Quotation and/or in an attached scope of work. Within fifteen (15) business days from the completion and delivery of each individual custom work, the Customer/Licensee shall, in its sole discretion, review the product customization and notify Questica whether it finds the customization satisfactory or unsatisfactory. If it is determined that the customization is unsatisfactory, then it shall state in writing the reasons for its determination, including identifying any nonconformance with the Licensee's specifications or expectations. Questica will promptly correct the deficiencies and reinstall the customization, and the approval procedure shall be reapplied until Licensee finally declares the customization satisfactory. In the absence of a written response within 15 business days after the delivery of the customization or once the Licensee has declared the customization satisfactory, the customization shall be considered 'accepted'. Limited Warranty: Questica provides a limited warranty on custom reporting and product customizations for a period of six months from the 'Acceptance' of the report or customization. Modifications to reports and customizations to support upgrades of Questica within this six-month period are also included in this Limited Warranty. Enhancements or modifications outside the scope of the accepted specification, scope of work, or authorized change requests are not warranted. Consultina. Trainina or Implementation Time Invoicing: Only activities approved in an approved scope of work shall be invoiced. A mutually determined change control mechanism will be used to accommodate modifications to the scope of work. Travel Costs: Unless noted otherwise, this Quotation does not include any travel, lodging, or on -site expenses. If such travel is required and subsequently authorized, Questica's standard travel and per diem rates shall apply. Air travel, rental car (with associated fuel, parking, and insurance costs), and lodging costs shall be reimbursed at cost. Questica is not responsible for unpredictable (including commercial airline travel) delays which may increase travel cost. © Questica Ltd. January 27, 2023 Page 5 of 6 Second Amendment to Fort Worth City Secretary Contract No. 56950 Page 8 of 9 Acceptance Quotation ID#: 20221121 Rev 2 January 27, 2023 Authorized Signature: Authorized Name: Organization Name: Cityof FortWorth PO/Reference: Date: Upon acoeptingthis offer, please scan and email back all pages of the signed Quotation and include an authorized purchase order, if applicable. Questica Ltd. Authorized Signature: e4e, & "'a-le� Wendie Leest Authorized Name: Director, Customer Success Date January 31, 2023 Carahsoft Technology Authorized Signature: Authorized Name: Lorin KrzyWlcki Sales Director Date: Feb 1, 2023 © Questica Ltd. January.27, 2023 Page 6 of a Second Amendment to Fort Worth City Secretary Contract No. 56950 Page 9 of 9 M&C Review Page 1 of 2 Official site of the City of Fort Worth, Texas ACITY COUNCIL AGEND FORT W1 Create New From This M&C DATE: 12/14/2021 REFERENCE **M&C 21- LOG NAME: 03BUDGET SOFTWARE NO.: 0936 REPLACEMENT CODE: C TYPE: CONSENT PUBLIC NO HEARING: 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 http://apps.cfwnet.org/council_packet/mc review.asp?ID=29484&councildate=12/14/2021 2/15/2023 M&C Review Page 2 of 2 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 Fund Department Account Project Program Activity Budget Reference # Amount ID I ID I I Year (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) http://apps.cfwnet.org/council_packet/mc review.asp?ID=29484&councildate=12/14/2021 2/15/2023