HomeMy WebLinkAboutContract 56024-R2DocuSign Envelope ID: A556DD20-375C-481C-ACFB-9912A6F3204B
CSC No. 56024-R2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
February 07, 2023
SHI Government Solutions Inc.
Attn: Legal Department
PO Box 847434
Dallas, TX 75284-7434
Re: Contract Renewal Notice
Contract No. CSC No. 56024 (the "Contract")
Renewal Term No. 2: March 1, 2023 to February 28, 2024
The above referenced Contract with the City of Fort Worth expires on February 28, 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.gov/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
KathM.Aaee-Dow(& fortworthtexas. gov
(817) 392 - 8461
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
DocuSign Envelope ID: A556DD20-375C-481C-ACFB-9912A6F3204B
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
By:
Name:
Title:
Date:
Vl&- O.A—
Valerie Washington (Feb 27, 202315:15 CST)
Valerie Washington
Assistant City Manager
Feb 27, 2023
SHI Government Solutions Inc.
DocuSigned by:
By FAA1RF7RQFnQAnA
Name: Kri sti na Mann
Title: Sr. Manager - Contracts
Date: 2/24/2023
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: Taylor Paris
Title: Assistant City Attorney
Contract Authorization:
M&C: 19-0296
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
Title:
TS PACK
JS Park (Feb 27, 2023 13:35 CST)
Jeff Park
Sr. IT Solutions Manager
City Secretary: a4Fopr°��
By:
Name:
Title:
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Jannette Goodall
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: 11/12/2019 REFERENCE **M&C 19- LOG NAME
NO.: 0296
CODE: P TYPE: CONSENT PUBLIC
HEARING:
Official site of the City of Fort Worth, Texas
FQRTWORTII
141 _
13P AMENDMENT TO
SOFTWARE LICENSES AND
RELATED SERVICES SHI JC
NO
SUBJECT: Authorize an Amendment to Existing Purchase Agreement with SHI Government
Solutions, Inc. for the Purchase of Software Licenses and Related Services to Increase
the Amount by $650,000.00 for a Total Annual Amount to $1,400,000.00 for the
Information Technology Solutions Department (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize an amendment to existing purchase agreement with
SHI Government Solutions, Inc. for the purchase of software licenses and related services to increase
the amount by $650,000.00 for a total annual amount to $1,400,000.00 for the Information Technology
Solutions Department.
DISCUSSION:
The purpose of this M&C is to amend M&C P-12275, approved by the City Council on November 13,
2018. The M&C authorized the execution of a Purchase Agreement with SHI Government Solutions in
the annual amount of $750,000.00 using National IPA Contract No. 2018011-02 and The Department
of Information Resources Contract No. DIR-TSO-4092. The Purchase Agreement was increased by
$100,000.00 using the Administrative Change Order allowed by M&C P-12275 in September 2019, for
a total annual amount of $850,000.00.
The Information Technology Solutions (ITS) Department uses the cooperative contracts agreements
to purchase computer software packages, software maintenance and related services for desktops,
laptops and other smart devices. Software packages include, but are not limited to, Adobe products,
VMware products, monitoring software, security software, backup tools, specialty Microsoft products
such as Visio, Project and other department required software.
ITS was notified that Microsoft Office 2010 will reach its end of support in 2020. This support lifecycle
provides for technical support, bug fixes for discovered issues and security solutions for
vulnerabilities. Due to this end of support, all users of Microsoft Office 2010 were preemptively
upgraded. ITS is now aware that additional funds are needed to support this project as they were not
initially included in the M&C approved on November 13, 2018.
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. The National Intergovernmental Purchasing Alliance (NIPA)
and the Texas Department of Information Services (DIR) contracts have been competitively bid to
increase and simplify the purchasing power of government entities across the State of Texas.
PRICE ANALYSIS: The NIPA and DIR contracts offer fixed discounts. Staff reviewed pricing and
determined it to be fair and reasonable.
M/WBE: A MBE/SBE goal is not assigned when purchasing from an approved purchasing
cooperative or public entity.
http://apps.cfwnet.org/council_packet/mc review.asp?ID=27443&councildate=l1/12/2019 2/27/2023
M&C Review
Page 2 of 3
SUCCESSOR CONTRACTS: To facilitate planning and budgeting, Staff would prefer to have annual
Agreements that align with the Fiscal Year. However, the NIPA and DIR contract are out of alignment
with the City's Fiscal Year. The current terms of the contracts are:
AGREEMENT NUMBER EXPIRATION
DATE
National IPA 2018011-02 2/28/2023
DIR-TSO-4092 2/21 /2024
In order for these Agreements to align with the City's Fiscal Year, adoption of this M&C technically
authorizes (i) a series of Purchase Agreements, each of which will align to the terms of the respective
cooperative contracts 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 will 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 software and services under the extended contracts. If a cooperative contract is not
extended, but a new cooperative contract is executed with SHI Government Solutions, Inc., with
substantially similar terms as the previous cooperative contract, this M&C authorizes the City to
purchase the equipment and supplies under the new cooperative contract.
ADMINISTRATIVE CHANGE ORDER: 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.
AGREEMENT TERM: Upon City Council approval, this agreement will commence upon execution by
both parties and continue in accordance with the terms and conditions of National IPA 2018011-02
and DIR-TSO-4092 or applicable successive contract for the same services.
RENEWAL OPTIONS: 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. Staff anticipates the cost for renewal years will be approximately
the same as for the first year.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendations, funds are available in
the current operating budget, as appropriated, in the General Fund and that, prior to an expenditure
being incurred, the IT Solutions Department has the responsibility to validate the availability of funds.
BQN\\
TO
Fund Department
ID
FROM
Fund Department
ID
Account I Project I Program Activity Budget Reference # Amount
ID Year (Chartfield 2)
Account Project Program Activity Budget Reference # Amount
ID Year (Chartfield 2)
Submitted for City Manager's Office by:
http://apps.cfwnet.org/council_packet/mc review.asp?ID=27443&councildate=l1/12/2019 2/27/2023
M&C Review
Page 3 of 3
Originating Department Head:
Additional Information Contact:
Kevin Gunn (2015)
Reginald Zeno (8517)
Cynthia Garcia (8525)
Jeff Cope (8313)
ATTACHMENTS
04AMENDMENT TO SOFTWARE LICENSES AND RELATED SERVICES Corrected FID and availability.xlsx
(CFW Internal)
Form 1295 Certificate 100564290.pdf (CFW Internal)
Form 1295 Certificate 100564291.pdf (CFW Internal)
SHI SAMs report 10-14-2019.pdf (CFW Internal)
http://apps.cfwnet.org/council_packet/mc review.asp?ID=27443&councildate=l1/12/2019 2/27/2023