HomeMy WebLinkAboutContract 55936-R2DocuSign Envelope ID: 999A75A0-CA51-4363-9BB2-16C5D5BA45E7
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
February 21, 2023
SHI Government Solutions Inc.
Attn: Legal Department
PO Box 847434
Dallas, TX 75284-7434
CSC No. 55936-R2
Re: Contract Renewal Notice
Contract No. CSC No. 55936 (the "Contract")
Renewal Term No. 2: February 22, 2023 to February 21, 2024
The above referenced Contract with the City of Fort Worth expires on February 21, 2023
(the "Expiration Date"). 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 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,
Kathy Agee -Dow
Sr. Contract Compliance Specialist
200 Texas Street
Fort Worth, TX, 76102
Kathryn.Agee-Dow (cfortworthtexas.gov
(817) 392 - 8461
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
DocuSign Envelope ID: 999A75A0-CA51-4363-9BB2-16C5D5BA45E7
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
Valerie Washington (Feb 27, 202315:15 CST)
By:
Name: Valerie Washington
Title: Assistant City Manager
Date: Feb 27, 2023
SHI Government Solutions Inc.
DocuSigned by:
Name: ri s�i na Mann
Title: sr. Manager - Contracts
Date: 2/22/2023
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended:
By:
Name
Title:
Kevin Gunn
Director, IT Solutions
Approved as to Form and Legality
By:
Name
Title:
Taylor Paris
Assistant City Attorney
Contract Authorization:
M&C: 21-0168
Approved: 3/9/2021
Form 1295: 2021-713976
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: J ark (Feb 27, 2023 13:41 CST)
Name: Jeff Park
Title: Sr. IT Solutions Manager
City Secretary:
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By:
Name: Jannette Goodall
Title: City Secretary
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
M&C Review
Page 1 of 3
ACITY COUNCIL AGEND
Create New From This M&C
DATE: 3/9/2021 REFERENCE NO.:**M&C 21- LOG NAME:
0168
CODE: P TYPE: CONSENT PUBLIC
HEARING:
Official site of the City of Fort Worth, Texas
FORTWORTII
141 _
04 MICROSOFT
SOFTWARE LICENSES
NO
SUBJECT: (ALL) Authorize the Execution of a Purchase Agreement with SHI Government Solutions,
Inc. for Microsoft Software, License, Maintenance, and Related Services for the
Information Technology Solutions Department, Using Cooperative Contract DIR-TSO-
4092 in an Annual Amount of $1,406,387.25 for a Three -Year Term Amount of
$4,219,161.75
RECOMMENDATION:
It is recommended that the City Council authorize the execution of a purchase agreement with SHI
Government Solutions, Inc. for Microsoft software, license, maintenance, and related services for the
Information Technology Solutions Department using State of Texas Department of Information
Resources Cooperative Contract DIR-TSO-4092, in an annual amount of $1,406,387.25 for a three-
year term amount of $4,219,161.75.
DISCUSSION:
On March 3, 2018, City Council approved Mayor and Council Communication (M&C) P-12181 for the
execution of a purchase agreement with SHI Government Solutions, Inc. for Microsoft licenses. This
action seeks to replace M&C P-12181 for continued services.
The Information Technology Solutions Department (ITS) will use this agreement to purchase Microsoft
software licenses, maintenance, and related services for desktops, laptops, tablets, smartphones,
servers, and databases under a Microsoft Enterprise Agreement (EA) for the foundation Microsoft
products used by most employees. Software under the EA includes, but is not limited to Windows
Desktop and Server, Office, Exchange, Virus Protection, and required Client Access Licenses (CAL)
to maintain licensing compliance. Significant benefits under this agreement include consistent
software availability regardless of the device type (desktop/laptop, tablet, smartphone), fast
deployment, and broad management controls.
The contract pricing is based on the current license count but additional licenses will be added as new
devices are brought online. An authorization of $50,000.00 is requested to ensure that the ITS
Department is able to pay for additional licenses acquired throughout the year. This "true -up" amount
was determined using historical growth data.
ADDITIONAL
ITS
WATER IT
LIBRARY
LICENSES
TOTAL
Year 1
$ 1,199,911.54
$ 136,475.71
$20,000.00
$50,000.00
$ 1,406,387.25
Year 2
$ 1,199,911.54
$ 136,475.71
$20,000.00
$50.000.00
$ 1,406,387.25
Year 3
$ 1,199,911.54
$ 136,475.71
$20,000.00
$50,000.00
$ 1,406,387.25
Total
$ 3,599,734.62
$ 409,427.13
$60,000.00
$150,000.00
$4,219,161.75
http://apps.cfwnet.org/council_packet/mc review.asp?ID=28720&councildate=3/9/2O21 2/22/2023
M&C Review
Page 2 of 3
ADMINISTRATIVE INCREASE — 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.
PRICE ANALYSIS — The Department of Information Resources (DIR) contract DIR-TSO-4092 offers
fixed discounts. Staff 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 purchase of the item. DIR Contracts are competitively bid to increase and simplify
the purchasing power of government entities across the State of Texas.
M/WBE OFFICE - A MBE/SBE goal is not assigned when purchasing from an approved purchasing
cooperative or public entity.
SUCCESSOR CONTRACTS - In the event that the 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 the cooperative contract
is extended, this M&C authorizes the City to purchase similar services under the extended contracts. If
the cooperative contract is not extended, but a new cooperative contract is executed with the
respective vendor 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, this agreement will commence upon execution
by both parties and expire in accordnace with DIR-TSO-4092 or applicable successor contract.The
agreement may be renewed for additional terms according to the 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. The
Agreements may be renewed up to two (2) additional one-year terms.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as
previously appropriated, in the participating departments' Operating Funds to support the approval of
the above recommendation and execution of the purchase agreement. Prior to any expenditure
being incurred, the participating departments have the responsibility to validate the availability of
funds.
Fund Department Account Project Program Activity Budget Reference # Amount
ID I ID I I 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: Valerie Washington (6192)
Originating Department Head: Kevin Gunn (2015)
Additional Information Contact: Kevin Gunn (2015)
http://apps.cfwnet.org/council_packet/mc review.asp?ID=28720&councildate=3/9/202l 2/22/2023
M&C Review
Page 3 of 3
ATTACHMENTS
City of Fort Worth 1295 Certificate 100733563 (020921).pdf (CFW Internal)
FID Template MicrosoftEA.xlsx (CFW Internal)
search Results-SH1.pdf (CFW Internal)
SHI Quote- 19673467.pdf (Public)
SHI Quote- 19988434.pdf (CFW Internal)
SHI Quote-19988473 final from SHI.pdf (CFW Internal)
http://apps.cfwnet.org/council_packet/mc review.asp?ID=28720&councildate=3/9/2O21 2/22/2023