HomeMy WebLinkAboutContract 52453-R2DocuSign Envelope ID: 4A29E422-BC5B-412A-B190-583283BFAAE7
CSC No. 52453-R2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
March 30, 2023
Highstreet IT Solutions, LLC
Attn: Legal Department
2600 Tower Oaks Blvd., #240
Rockville, MD 20852
Re: Contract Renewal Notice
Contract No. CSC No. 52453 (the "Contract")
Renewal Term No. 2: June 21, 2023 to June 20, 2024
The above referenced Contract with the City of Fort Worth expires on June 20, 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,
Katie May
Administrative Assistant
200 Texas Street
Fort Worth, TX, 76102
Katherine. may(a, fortworthtexas. gov
(817) 392 - 8894
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
DocuSign Envelope ID: 4A29E422-BC5B-412A-B190-583283BFAAE7
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
By:
Valerie Washington gton (May 1, 202311:02 CDT)
Name: Valerie Washington
Title: Assistant City Manager
May 1, 2023
Date:
Highstreet IT Solutions, LLC
By:
Docuftned by:
Name:
Nick Magl i ato
Title:
CEO
Date:
4/21/2023
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-12343
Approved: June 18, 2019
1295: 2019-491919
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:
Jannette Goodall
City Secretary
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
M&C Review Page 1 of 3
Official site of the City of Fort Worth, Texas
ACITY COUNCIL AGEND FORT W1
COUNCIL ACTION: Approved on 6/18/2019
Create New From This M&C
DATE: 6/18/2019 REFERENCE NO.: P-12343 LOG NAME: 13PRFP-19-0049
IDIQ SB ITS
CODE: P TYPE: NON -CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize Non -Exclusive Agreements for Oracle/PeopleSoft/Hyperion Technical and
Functional Consulting Services and Maintenance and Support with The Business and
Technology Resource Group, Inc., CherryRoad Technologies, Inc., Clarity Partners, LLC,
Highstreet IT Solutions, LLC, HyperGen Inc., Infosys Public Services, Inc., Performance
Architects, Inc., Sierra -Cedar, Inc., and SpearMC Consulting, Inc. for the Information
Technology Solutions Department in a Combined Amount Up to $19,500,000.00 for an
Initial Term of Three Years with Two, One -Year Options to Renew in the amount of
$2,700,000.00 each year (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive Agreements for
Oracle/PeopleSoft/Hyperion technical and functional consulting services and maintenance and
support with The Business and Technology Resource Group, Inc., CherryRoad Technologies, Inc.,
Clarity Partners, LLC, Highstreet IT Solutions, LLC, HyperGen Inc., Infosys Public Services, Inc.,
Performance Architects, Inc., Sierra -Cedar, Inc., and SpearMC Consulting, for the Information
Technology Solutions Department in a combined amount up to $19,500,000.00 for an initial term of
three years with two, one-year options to renew in the amount of $2,700,000.00 each year.
DISCUSSION:
Council approved M&C P-1186 on April 12, 2016 to authorize non-exclusive Indefinite Delivery
Indefinite Quantity (IDIQ) services contracts with four vendors to provide the City the necessary
increased resource flexibility on an as needed basis to deliver services independently (with
appropriate knowledge turnover) and/or in partnership with City resources. The initial term of each of
the IDIQ contracts was three years and expires in May 2019.
The IDIQ services contracts have been an extremely successful resource for the City. Through these
contracts, staff delivered major upgrades and enhancements to the ERP system such as: new
Hyperion Budgeting System, Pay for Performance System, Purchasing System, Accounts
Receivable/Point of Sale System, as well as system upgrades and support.
Considering the success of the IDIQ service contracts and the anticipated new capabilities (Inventory
System, ePerformance System, Learning Management System, etc.) staff pursued another RFP
process to identify vendors for another three years. This resulted in expanding the number of
vendors to work with improving the quantity and experience of the vendors.
When the City determines services are required and funding is available, the City will issue a Delivery
Order to the approved vendor partners. The vendor partners will submit Statement of Work (SOW)
proposals, which will be evaluated to determine the most advantageous proposal based on, but not
limited to, cost advantage, proposed assigned key personnel's expertise and time commitment, MBE
commitment, ability to meet the required schedule and other factors specific to each project.
Funding for new modules and upgrades is available in current and future capital projects. Annual
support exists in current and planned future IT operating budgets.
http://apps.cfwnet.org/council_packet/mc review.asp?ID=27084&councildate=6/18/2019 4/3/2023
M&C Review Page 2 of 3
New ERP Modules/Upgrades — Project
$16,000,000.00 ($12M for years 1-3; $2M per each optional renewal year)
Annual Support - Operating
$3,500,000.00 ($2.1 M for years 1-3; $700K per year for each optional renewal year)
BID ADVERTISEMENT — - A Request for Proposals (RFP) was advertised in the Fort Worth Star -
Telegram on Wednesdays between February 6, 2019, February 13, 2019, February 20, 2019,
February 27, 2019 ,and March 3, 2019. The evaluation factors included company qualifications,
functionality and usability, professional service, weight of raw score from proposer response form and
cost. One hundred forty-one vendors were solicited from the purchasing vendors database system
and sixteen non -registered vendors were solicited via email. Sixteen responses were received. The
proposals received were reviewed by an evaluation committee consisting of staff from the Information
Technology Solutions Department, Human Resources Department and Financial Mangement
Department . Evaluation committee recommends awarding contracts to The Business and
Technology Resource Group, Inc., CherryRoad Technologies, Inc., Clarity Partners, LLC, Highstreet
IT Solutions, LLC, HyperGen Inc., Infosys Public Services, Inc., Performance Architects, Inc., Sierra -
Cedar, Inc., and SpearMC Consulting.
AGREEMENT TERM: Upon City Council's approval these Agreements shall begin upon execution
and expire three years from the date of execution.
RENEWAL OPTIONS: These Agreements may be renewed for two additional one-year terms at the
City's option. This action does not require specific City Council approval provided that City Council
has appropriated sufficient funds to satisfy the City's obligations during the renewal terms.
M/WBE OFFICE: A waiver of the goal for MBE/SBE subcontracting requirements was requested by
the Purchasing Division and approved by the MWBE Office, in accordance with the M/WBE or BDE
Ordinance, because the purchase of goods or services is from sources where subcontracting or
supplier opportunities are negligible.
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.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of this recommendation, this action provides
contract authority up to $24,900,000.00, as specified and that funds are available in the current
operating budget of the General Fund and the Capital budget of the ITS Captial Fund. The
Information Technology Solutions Department will be responsible for validating the availability of
funds, budgeting the appropriate funds in ensuing years and securing additional funding, where
necessary, prior to expenses being made and the project exceeding the budget.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 21
FROM
Fund Department Account Project Program Activity Budget Reference # I Amount
ID ID Year (Chartfield 2)
Submitted for City Manager's Office by: Susan Alanis (8180)
http://apps.cfwnet.org/council_packet/mc review.asp?ID=27084&councildate=6/18/2O19 4/3/2023
M&C Review
Page 3 of 3
Originating Department Head:
Additional Information Contact:
Kevin Gunn (2015)
Trey Imes (8558)
ATTACHMENTS
1295 Business and Technology Redacted.pdf (CFW Internal)
1295 CherrvRoad Redacted.pdf (CFW Internal)
1295 Clarity Partners Redacted.pdf (CFW Internal)
1295 Highstreet Redacted.pdf (CFW Internal)
1295 HvperGen Redacted.pdf (CFW Internal)
1295 Infosys Redacted.pdf (CFW Internal)
1295 Performance Architects Redacted.pdf (CFW Internal)
1295 Sierra -Cedar Redacted.pdf (CFW Internal)
1295 SpearMC Redacted.pdf (CFW Internal)
19-0049 Signed Waiver.pdf (CFW Internal)
SAMS 05-23-2019 CherrvRoad Technologies Inc..pdf (CFW Internal)
SAMS 05-23-2019 BUSINESS TECH.pdf (CFW Internal)
SAMS 05-23-2019 Clarity Partners, LLC.pdf (CFW Internal)
SAMS 05-23-2019 Highstreet IT Solutions LLC.pdf (CFW Internal)
SAMS 05-23-2019 HvperGen Inc..pdf (CFW Internal)
SAMS 05-23-2019 Infosys Public Services Inc..pdf (CFW Internal)
SAMS 05-23-2019 Performance Architects Inc..pdf (CFW Internal)
SAMS 05-23-2019 Sierra -Cedar Inc..pdf (CFW Internal)
SAMS 05-23-2019 SpearMC Consulting.pdf (CFW Internal)
http://apps.cfwnet.org/council_packet/mc review.asp?ID=27084&councildate=6/18/2019 4/3/2023