HomeMy WebLinkAboutContract 51829-A4CSC No. 51829-A4
AMENDMENT NO.4
TO
CITY OF FORT WORTH CONTRACT 51829
This Fourth 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 29, 2019, the Parties entered into City Secretary Contract 51829
to provide professional services related to the use of the Perceptive Content Software
("Agreement/Contract");
WHEREAS, the Parties wish to amend the Agreement to add Perceptive Content and
Brainware upgrades.
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 include Attachment A-1, attached to this Fourth
Amendment, Carahsoft Professional Services Proposal dated January 19, 2023 and Carahsoft
Hyland Quote 37376331 for a total amount of $140,805.57.
Upon City Council approval and execution of this Fourth Amendment, the total contract
amount will not exceed $944,972.00.
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
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 1 of 21
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
By:
Valerie Washington (May 1, 202311:03 CDT)
Name: Valerie Washington
Title: Assistant City Manager
Date: May 1, 2023
APPROVAL RECOMMENDED:
By:
Name: Kevin Gunn
Title: Director, IT Solutions Department
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By:
Name: Jannette Goodall
Title: City Secretary
VENDOR:
Carahsoft��Technology Corporation
By:
Name: Kristina Smith
Title: Contracts Director
Date: 02/16/2023
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:
Name: Taylor Paris
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 23-0292
Approved: 4/24/2023
1295:2023-980504
ATTEST:
In
Name:
Title:
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 2 of 21
Attachment A-1
Carahsoft
PROFESSIONAL
SERVICES
PROPOSAL
Carahsoft
Technology Corp. for
the benefit of City of
Fort Worth, Texas
Document Version: 1
Document Date: 19 Jan 2023
THIS PROPOSAL WILL EXPIRE 90
DAYS FROM THE ABOVE DATE
UNLESS SIGNED BY BOTH PARTIES.
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 3 of 21
TABLE OF CONTENTS
Introduction................................................................................................................................ 5
Proposal Terms & Usage........................................................................................................... 5
ProjectAreas............................................................................................................................. 6
Project 1 — Perceptive Content and Brainware Upgrade..........................................................6
KeyAssumptions......................................................................................................................10
Customer/End User Obligations................................................................................................12
Project Change Control Process...............................................................................................15
Pricing.......................................................................................................................................16
Time and Materials Proiects..................................................................................................16
Signatures.................................................................................................................................17
Appendix 1 — Resource Descriptions........................................................................................18
Appendix 2 — Document Deliverable Descriptions.....................................................................20
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 4 of 21
INTRODUCTION
The purpose of this document ("Services Proposal") is to define the goals, scope, fees, and other
important details supporting the delivery of Professional Services for one or more projects defined
in the Project Areas section.
PROPOSAL TERMS & USAGE
Carahsoft Technology is pleased to provide the following estimate for professional services
related to the use of the Perceptive Content Software ("Software") in behalf of Hyland for the
benefit of City of Fort Worth, Texas ("End User") as described in the Project Areas section of this
document.
The content of this Services Proposal is subject to review and revision by both Hyland and
Customer/End User until fully executed by both parties.
Upon execution of this Services Proposal, the Hyland project manager or designated resource
will contact project team to discuss project logistics and potential start dates. At this time, Hyland
resource availability will be reviewed and presented to. Start times can vary based on existing
work volumes. The project(s) will begin upon a mutually agreed upon date as soon as resource
availability and availability allow. Once the project start date has been determined, resources will
be assigned and scheduled to begin delivery of the services described in this Services Proposal.
This Services Proposal is subject to and governed by the terms and conditions of the current
Reseller Agreement, [as amended], in connection with the General Services Administration
("GSA") Contract, Contract Number: 47QSWA18D008F, Carahsoft [Contract Holder] with the
Term: 08/22/2018— 8/21/2023, in place between Hyland and Customer effective November 3,
2017 (the "Agreement"). All defined terms used herein and not separately defined shall have the
same meanings as set forth in the Agreement.
Services described in this Services Proposal will be provided in accordance with the applicable
services contract between the parties within which this Services Proposal is incorporated. Such
services contract may be a stand-alone services agreement or may be included within the
agreement under which distributes licenses to use the software from Hyland, such as a, OEM
Agreement, VAR Agreement, Reseller Agreement, Solution Provider Agreement or Framework
Agreement. If such services contract provides that services will be provided under a Statement
of Work, this Services Proposal shall be considered the Statement of Work. All terms of any
purchase order or similar document provided by Customer including but not limited to any pre-
printed terms and any terms that are inconsistent or conflict with this Services Proposal shall be
null and void.
After execution, all changes to this Services Proposal will follow the Project Change Control
Process. All changes must be made to this Services Proposal through an authorized Change
Order unless otherwise agreed to in writing by both Hyland and Customer/End User.
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 5 of 21
PROJECT AREAS
Hyland will provide the following Professional Services described within this Services Proposal:
Project 1 — Perceptive Content and Brainware Upgrade
Scope
Hyland will provide Professional Services to the Customer/End User to upgrade Perceptive
Content version 7.2.3 and Brainware version 5.9.192 to the latest commercially available release.
Base Upgrade
The base upgrade services provided to the Customer/End User will consist of the following items:
Proiect initiation
1. Project kick-off and planning activities; and
2. Project Plan.
Technical Planning
1. Infrastructure evaluation to aid with environmental planning. Consultants will review the
current infrastructure and general setup or configuration of Software in order to provide
recommendations on changes and/or confirmation of infrastructure plans;
2. Review software requirements and prerequisites specific to server and client -side setup;
and
3. Hyland will provide technical specifications documentation for the Hyland software
infrastructure (Technical Architecture Diagram).
Environmental Setup and Upgrade
1. Upgrade two (2) Environments;
2. Upgrade Delivery Plan will be delivered to Customer/End User; and
3. Technical Consultant will complete basic software testing to validate general functionality
following the upgrade (e.g., user login, client -side software installation, core module
functionality, general retrieval and archival).
Perceptive Experience Content Apps
1. Hyland will install and configure the Perceptive Experience Content Apps bundle in the
following environments:
A. One (1) Production; and
B. One (1) non -Production.
2. This excludes any additional design or configuration updates to the current Solution;
3. Solution functionality in Experience Content Apps is limited to the version's product
capabilities as defined in the latest release notes;
4. Hyland will provide up four (4) hours for training on Perceptive Experience Content Apps.
Training includes:
A. User interface overview; and
B. Location of configuration and logging.
5. Customer/End User is responsible for updating any external application links to utilize new
Perceptive Experience URLs; and
6. Customer/End User is required to provide a resource to configure their SSO provider to
work with Perceptive Experience Content Apps.
Intelligent Capture
1. Hyland will upgrade Brainware using the following assumptions:
A. Hyland will perform an upgrade of the core application to the latest commercially
available release;
B. Hyland will upgrade the following solution to the latest commercially available
release:
i. Brainware for Invoices.
C. Hyland will upgrade Brainware Visibility;
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 6 of 21
D. Hyland will move the Customer/End User to the latest Perceptive Content
Brainware connector using Perceptive Connect Runtime. In the event the
Customer/End Users existing External Message Agent iScripts have
customizations that need to be moved to other parts of the solution then a Change
Order may be required; and
E. Hyland will review the Customer/End Users solution and determine what
customizations need to be modified and migrated as part of the upgrade for the
purpose of maintaining current solution functionality. Any Brainware
customizations delivered/ performed by Hyland will be reviewed and updated. The
Customer/End User acknowledges that additional hours may be required to
perform the solution code review for code developed by Customer/End User and/or
third -party and updates, which may require a Change Order.
i. Please note — the code review/updates exclude any enhancements or new
logic. The review/update process is required to ensure the solution
operates as -is within the upgraded Software environment(s) included
within this Services Proposal.
User Testinq CUT')
1. Customer/End User and Hyland will determine UT testing cycle. Customer/End User can
anticipate at least four (4) weeks of User Testing:
A. Duration can depend on test plans, resource availability, total number of
environment(s), and solution complexity; and
B. Additional UT time can be added, see Add -On Service table referenced below.
Ad -hoc consultation following the initial upgrade; and
2. Please review the Add -on Service table for any additional support included in scope.
Production Cut Over
1. Hyland and the Customer/End User will agree on a mutually decided date and time to
begin the production cutover;
Customer/End User is responsible for notifying users of the system outage, as services and
scheduled tasks will be stopped prior to beginning the cutover;
Technical Consultant will complete and provide the Customer/End User a Cut Over Plan;
One (1) day for execution of Production cut over;
Five (5) day dedicated Go Live assistance immediately following production upgrade;
Two (2) weeks of ad -hoc support post Go Live;
Please review the Add -on Service table for any additional support included in scope; and
Any open issues after the dedicated post upgrade assistance will be submitted to the Hyland
Support team. Should any issues require Professional Services, a change request may
be required.
Proiect Closure Activities
1. Provision of any final recommendations and/or identification of next steps as appropriate;
and
2. Hand-off to Hyland Technical Support.
Project Team & Project Coordination
The Hyland project team will consist of one (1) or more consultants to support technical activities,
as well as a primary Project Coordinator. Project coordination shall include intermediate project
management, which includes:
1. Managing project initiation, develops Project Charter and Project Plan, coordinates
schedules and resources;
2. Weekly and/or daily involvement where necessary working to track project progress,
issues, scope creep and impact, generating change order as needed;
3. Active involvement in planning and execution of Production upgrade activities; and
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 7 of 21
4. Heavy project coordination and collaboration with Customer/End User Project
Management resource(s).
Optional Add -on Services
The below table represents additional add -on options reviewed with Customer/End User. Those
marked with a "Y" reflect Services which have been included within the scope, those with an "N"
are excluded. Should Customer/End User's Service needs change after contract execution,
ultimately requiring the inclusion of any add -on Services, a Change Order can be put in place to
address those changes.
Add -on Service Included
Location
Three (3) days of onsite time, per resource. (Plus T&E)
N
Outside Hours
Two (2) dedicated day (eight (8) continuous hours) of off hours Production
Cutover
Y
Support Services
Phased or incremental production upgrade steps required. Price per production
upgrade phase, which includes one (1) day of post upgrade dedicated support.
N
Creating and/or upgrading one (1) additional environment, pre or post upgrade.
N
One (1) additional day(s) of ad -hoc support over a one (1) week period
Y
Environment
Current version of one or more of the products being upgraded is greater than
three (3) versions behind
Y
Upgrade will be performed in place within the existing environment
Y
Disaster Recovery / High Availability Environmental Support (e.g. existing Load
Balancers, mirroring, fail-overs, etc.)
Y
Basic installation, setup, testing of an additional module.
N
SSO Consulting
N
Perceptive Content Modules
Perceptive Content AP Invoice Eform
Y
Perceptive Interact for Salesforce
N
Perceptive Direct Print
N
Perceptive Content Business Insight
Y
Perceptive Content EDI Engine
N
Perceptive Content Conversion Module
Y
Perceptive Brainware Connector
Y
Perceptive Experience AP Approval App
N
Perceptive Content Fax Agent
N
Perceptive Email Agent
Y
Perceptive Search
N
Perceptive Connect Runtime (PDT)
Y
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 8 of 21
Assumptions
This project is based upon the below assumptions being true. If for some reason these
assumptions prove to be false, this could result in a scope change and may have an impact on
the proposed cost and timeline to deliver:
1. The purpose of this engagement is to create an upgraded environment that provides the
same functionality that is in the Customer/End Users current production environment. In
the event this is not possible Hyland will provide best practice recommendations on any
required solution re -designs which may be necessary due to these changes, but the
Customer/End User is responsible for all solution design and/or configuration changes. In
the event Hyland is required to perform these changes then a Change Order can be
provided;
Hyland will perform a review of the Hyland created forms, custom reports, and scripts currently
deployed in the Customer/End Users production environment to ensure compatibility with
the upgraded version of Software. If additional work is required to update, then a change
order may be required;
Agents/Modules/Components the Customer/End User may currently be licensed for that have
reached an end -of -life state will be reviewed during the Upgrade Planning process.
Should a Software product (e.g., module, agent, component) be deprecated or reach end -
of -life, services shall include the installation, setup, testing, and training on the new
product. When software functionality, modules, or features are replaced with new
functionality, the use and features of the new software may differ from the deprecated or
end of life product;
The following assumptions apply regarding the Customer/End Users Accounts Payable
Invoice Processing Solution within OnBase:
A. A hybrid data pipeline connection to the Customer/End User Costpoint non -
production & production instances will be provided by Hyland.
Customer/End User will create and manage any necessary service accounts;
Customer/End User is responsible for the backup and restore of data, such as the database
and image repository;
Existing solution has a deployed Software platform version within three (3) versions of new
version being deployed unless otherwise stated in the Add-Ons Services table above;
While production hardware may be upgraded, the overall infrastructure will not be changing
in any way (e.g., no additional servers to be added, servers will reside within the same
infrastructure environment);
Solution is on premise to Customer/End User environment and is not hosted or maintained by
a third party;
Standard Hyland response, not resolution, to any logged issue is two (2) business days or
less;
Customer/End User will own end to end solution testing;
Customer/End User is responsible for User Testing including creation of test plans, formal
documentation/solution guides and formal project management; and
Customer/End User is responsible for performing the Database and OSM copy/move to pre-
production servers if needed.
Exclusions
The following items are considered out of scope for this engagement:
1. Modifications to Customer/End User's Software solution as a result of the Software
upgrade. This includes any custom scripts, workflows, API integrations, or other general
configuration areas of Software, should Software solution require changes, following the
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 9 of 21
testing phase. All solution changes will be the responsibility of Customer/End User's
Software system administrator(s);
2. The migration of the solution to new hardware;
3. Leveraging an existing non -production environment as the go -forward production
environment;
4. Migration to a new data center / hosting provider;
5. Performing a Solution Assessment;
6. The refresh of any non -production environment with current production data;
7. The creation of additional Software environments; and
8. Software upgrade will not include the implementation of Software modules not currently in
use within Customer/End User's environment.
Required Resources
Resource
Advanced Capture Consultant
Infrastructure Analyst
Integration Engineer/Custom Solution Consulting
Project Manager
Technical Consultant
For details about the required resources, please review Appendix 1.
Document Deliverables
Deliverable
Project Plan
Technical Architecture Diagram
Upgrade Plan
For details about the deliverables, please review Appendix 2.
KEY ASSUMPTIONS
The following are key assumptions that impact the success of the solution, and are applicable to
all Project Areas within this Services Proposal:
1. Project start date(s) are subject to a mutually agreed upon schedule after execution of
contract;
2. Professional Services will be delivered utilizing Hyland's standard implementation
methodology;
3. Professional Services will be provided remotely from Hyland offices:
A. When providing remote services, Hyland and Customer/End User will discuss
generally acceptable working hours and take into consideration time zone
differences. Issues deemed as non -critical will only be addressed during normal
business hours.
4. Each project is intended to be implemented in a timeframe of contiguous weeks.
Scheduling delays that impact the project timeline will result in changes to project costs;
5. Each deliverable created will use Hyland's standard deliverable templates. Customer/End
User requested changes to deliverable templates may increase project costs or introduce
timeline delays; and
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 10 of 21
6. If necessary, after execution, this Services Proposal or corresponding agreement can be
adjusted in scope, or a new agreement issued, following the Project Change Control
Process.
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 11 of 21
CUSTOMER/END USER OBLIGATIONS
To facilitate Hyland's execution of the Professional Services, Customer/End User agrees, at a
minimum, to the following obligations. The parties acknowledge and agree that failure to meet
the responsibilities noted will likely affect project duration, cost and/or quality in the execution and
completion of Professional Services.
Project Personnel
1. Customer/End User will assign a project sponsor, who will be actively involved in the
project(s) and is the final escalation point for all issues and decisions:
A. The project sponsor will also ensure that the appropriate Customer/End User
personnel are assigned and made available to execute the project(s) successfully.
2. Customer/End User will assign a project manager, who will act as a single point of contact
for the Hyland project team and whose responsibilities include, but are not limited to, the
following:
A. Managing all Customer/End User obligations as defined within this Services
Proposal; and
B. Coordinating all key departmental decision makers, technical experts, subject
matter experts, end user representatives, third party software application
resources and project sponsorship.
3. Customer/End User will designate a Software administrator who will undergo any
applicable Software training recommended in order to participate actively throughout the
project(s) and support all Software environments and solutions:
A. Software training course(s) (if recommended) are provided separately from this
Services Proposal by the Hyland Account Manager.
4. Customer/End User will engage the appropriate business process owners to the
project(s), as well as subject matter experts, who are thoroughly knowledgeable about the
current business practices in their respective areas and who are capable of performing
their assigned project roles:
A. Business process owners and subject matter experts will be required to attend and
contribute to all project meetings to which they have been invited for the duration
of the project(s).
5. If applicable, Customer/End User will provide Information Services (IS)/Information
Technology (IT) representative(s) to assist with the Software installation with regard to
network and system administration;
6. If applicable, Customer/End User will provide trained technical team member(s) to assist
in supporting and maintaining all aspects of the hardware, network, and/or database
maintenance plans throughout the project(s);
7. Customer/End User will provide vendor resources, interface specialists, technical experts,
and/or subject matter experts deemed necessary for third party system(s) with which
Software will integrate or from which content will be migrated; and
8. Customer/End User will make reasonable efforts to maintain consistent resources
throughout the project(s):
A. Any anticipated changes to the core team must be communicated in writing within
five (5) business days; and
B. If the change is due to illness or termination of the core team member, the change
must be communicated as soon as possible.
Project Management
1. Customer/End User will review all deliverables in accordance to the agreed upon plan.
Failure to respond where needed within the designated timelines may result in project
delays, loss of resources, and incorporation of the Project Change Control Process;
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 12 of 21
2. Customer/End User will execute timely decision -making, completion of all deliverables and
action items and resolution of issues throughout the course of the project(s); and
3. Customer/End User will arrange for physical workspace and tools (work desks, networked
computers, meeting rooms, training rooms, conference phones, whiteboards, etc.) for
duration of the project(s) to accommodate scheduled onsite and/or remote activities as
dictated by Customer/End User's reasonable security measures.
Software Installation, Access, Integrations and Deployment
1. Customer/End User will ensure all hardware is in place and made ready as dictated by the
implementation schedule. This includes full, independent access to all environments in
which Hyland is required to work including environments required for migrations or
integrations, or multiple development, testing and production environments for Software:
A. Local and remote VPN access must be provided to applicable Hyland resources
through the use of dedicated user account(s) with appropriate privileges to the
Software and/or relevant third -party applications; and
B. Access must be provided prior to Hyland's arrival at Customer/End User facilities
and/or project discovery sessions.
2. Customer/End User will have at least one (1) non -production Software environment for
installation and deployment;
3. Customer/End User will provide all necessary components including, but not limited to,
power, lighting, network connections/rights and environmental controls deemed
necessary for the proper functioning of and access to the system;
4. Customer/End User will manage third party application setup (i.e., installation,
configuration), testing, training, and go -live support related to integration(s) with Software;
5. Customer/End User will package and deploy all Software clients, unless otherwise defined
within this Services Proposal; and
6. Customer/End User will deploy all supporting Software client hardware (e.g., scanner,
signature device) and related third party software (e.g., drivers, licenses) required for the
Software solution.
On Premise Deployment
1. Customer/End User will provide a properly setup environment in accordance with Hyland's
prerequisites. Setup will consist of the installation, configuration, and administration of, but
not limited to, all hardware and operating systems, database instance(s), networking and
required third party software;
2. Customer/End User will provide proper setup of networking and required third party
software environment(s) in accordance with Hyland's prerequisites;
3. Customer/End User will manage setup, execution, and validation of database
maintenance plan(s) for each Software instance; and
4. Customer/End User will perform routine, scheduled backups and maintain disaster
recovery and contingency plans for each Software instance.
Testing/Training
1. Customer/End User will manage the deployment of Software testing/training
workstation(s) (e.g. PC and scanner) including the installation of all necessary
software/clients, unless otherwise defined within this Services Proposal;
2. Customer/End User will prepare and supply the necessary testing/training resources
including, but not limited to, the following:
A. Sample, production -like, content;
B. Electronic feeds; and
C. Paper documents.
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 13 of 21
3. Customer/End User will secure training room(s) ensuring that all resources participating
will have the proper workstations and materials, as set forth by the Hyland project team:
A. If these provisions are not met, Hyland has the right to cancel and reschedule
training.
4. Customer/End User will create, maintain, and execute test plans and cases, as well as
track and report testing results during the testing cycle(s); and
5. Customer/End User will train additional end users on the use of the Software.
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 14 of 21
PROJECT CHANGE CONTROL PROCESS
Requested changes to this Services Proposal will be managed using the Project Change Control
Process outlined below.
If any party believes that a change to this Services Proposal is warranted, the party shall issue a
Change Request in writing. The Hyland and Customer/End User project teams will review the
Change Request, determine the impact and attempt to agree to the change(s). Once the
change(s) are agreed upon, Hyland will provide a formal Change Order to Customer/End User
outlining the change in Professional Services, the impact on hours, resources, timeline and/or
cost.
Customer/End User and Hyland will fully execute each mutually agreed upon Change Order prior
to the requested changes taking effect. Customer/End User and Hyland acknowledge that this
may affect Professional Services, timelines and deliverables, and therefore will make reasonable
efforts to execute any changes to this Services Proposal with enough lead-time to minimize the
influence on the project. No Change Order is binding upon the parties until it is executed by both
Customer/End User and Hyland.
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 15 of 21
PRICING
Customer/End User acknowledges that the Professional Services pricing is based solely on the
information provided to Hyland and referenced in the above Project Areas.
Time and Materials Projects
Project
Work Hours
Totals (USD)
Project 1 — Perceptive Content and Brainware Upgrade
617
$140,805.57
Total
617
$140,805.57
Resources: Project 1
SKU CODE
Standard
Hourly Rate
Vendor
Hourly Rate
Hours
Professional Services Project Manager
700000
$250.00
$228.21
103
Professional Services Technical Architect
700004
$300.00
$228.21
16
Professional Services Consultant (2)
700010
$250.00
$228.21
496
Professional Services Solution Development
700150
$250.00
$228.21
2
Pricing Assumptions
The pricing was created using the following assumptions:
1. The above pricing includes estimated Professional Services fees anticipated to complete
the project(s) successfully;
2. The time and materials estimate(s) provided to complete the Professional Services are
provided for convenience only and are an approximation of the anticipated amount of fees
needed to complete such Professional Services. Customer will be invoiced monthly based
on the amount of time actually required to complete such Professional Services and the
applicable hourly fees and must be approved by the Customer in the form of a Change
Order; and
3. Any additional Professional Services requested of Hyland resources in alignment to this
Services Proposal, which have been facilitated by the Project Change Control Process,
may be charged at the then current standard Hyland resource rates. This must be
approved by the Customer in the form of a Change Order.
After -Hours Support
1. After-hours or weekend support will be made available for this project and must be
approved by the Customer in the form of a Change Order:
A. After Hours shall be defined as after normal business hours of 8am to 5pm local
time, Monday through Friday not including observed national holidays;
B. Weekend Support shall be defined as 8am to 5pm local time, Saturday and Sunday
or observed national holidays;
C. A maximum of eight (8) hours per resource, per shift, with a rest period of eight (8)
hours rest between each engagement; and
D. All After Hours work is billed at time and a half (1.5 x bill rate).
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 16 of 21
SIGNATURES
Carahsoft Technology Corp.
By:
Name: (Print)
Title:
Date:
City of Fort Worth, Texas
Name: (Print) Valerie Washington
Title: Assistant City Manager
Date:
Purchase Order #:
(Invoices issued hereunder may not reflect a PO number if this field is not completed)
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 17 of 21
APPENDIX 1 - RESOURCE DESCRIPTIONS
The following table provides an overview of the Hyland Global Services resource types and their
corresponding responsibilities.
Type
ResponsibilitiesResource
1
Advanced Capture Consultant
Provides expertise on capture solutions.
Documents business process requirements, configures capture solutions to meet requirements,
provides administrative training and train the trainer courses, migrates solutions to additional
environments and provides user testing issue resolution andgo-live support.
Business Consultant
Provides expertise on Workflow and Case Management solutions.
Documents business process requirements, configures solutions to meet requirements, provides
administrative training and train the trainer courses, migrates solutions to additional environments and
provides user testing issue resolution and go -live support.
Conversion Consultant
Provides expertise on the conversion process.
Drives conversations with Customer/End User on best practices and ultimately assists in defining the
conversion process to be utilized to meet Customer/End User conversion requirements.
Database Engineer
Provides expertise related to the Software database.
Makes recommendations on best practices, maintenance plans and disaster recovery considerations.
Enterprise Solutions
Provides long-term business and strategy planning, analysis,
Consultant
discovery and coaching to support business transformation with
Customer/End User's Software solution.
Develops strategies analysis, coaching and recommendations based on Customer/End User needs
resulting from information assessments and change management efforts.
Implementation Engineer
Provides hands-on development related to the implementation of
the Software.
Responsible for leading in all phases of the design, test, and implementation process. This position is a
hands-on development role responsible for helping to modify project scope, identify and troubleshoot
problems, assess modifications needed, and determine the success of implementations after the
project is complete.
Infrastructure Analyst /
Provides consulting on the initial setup or review of hardware
Solution Architect
infrastructure impacting the Software solution.
Drives conversations with Customer/End User technical teams focusing on the network, server,
database, and storage level of the Software solution as well as reviews integration components that
may affect overall performance.
Integration Engineer / Custom
Solution Consulting
Provides expertise on integrations and API development.
Supports and mentors Customer/End User on the creation of web service integrations. Develops
custom scripts and pre- and post -processors within Software to meet specialized Customer/End User
needs. Documents business requirements, develops solutions to meet requirements, provides
administrative training and train the trainer courses, migrates solutions to additional environments and
provides user testing issue resolution andgo-live support.
Provides deep Software expertise to advise Hyland and
Principal Consultant
Customer/End User implementation teams on best practices
throughout an engagement.
Guides discovery sessions and takes technical ownership of solution requirements and design.
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 18 of 21
Establishes relationships with key stakeholders to regularly
Program Manager
examine business needs against Customer/End User's vision,
strategies and goals.
Focuses on managing and optimizing Hyland project resources to minimize resource rotation.
Develops metrics and reports regularly on steady state solutions and in-flight projects, assuring
delivery of desired business value. Provides a single point of focus for all escalations.
Project Manager
Provides project management expertise and is the initial point of
project escalation.
Manages project initiation, develops the project charter and plan, and coordinates schedules and
resources. Tracks burn down rates, project/solution issues, scope creep and impact, generating
change orders as needed.
Technical Consultant
Provides expertise on Software installation and module
configuration.
Documents business requirements, installs and configures solutions to meet requirements, provides
administrative training and train the trainer courses, migrates solutions to additional environments and
provides user testing issue resolution andgo-live support.
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 19 of 21
APPENDIX 2 - DOCUMENT DELIVERABLE
DESCRIPTIONS
The following table provides an overview of the Hyland project document deliverables. Please
reference the specific Project Areas for a listing of the applicable deliverables.
.• . .
Project Plan Defines the projected schedule of project events from initiation
through closure.
Delivered within the initiation/discovery phase and updated throughout the project.
Includes the activities, deliverables, assignments and dates required to complete the project.
Upgrade Plan
Defines the projected schedule of the upgrade including all
events from beginning to end of the upgrade.
Delivered within the initiation/discovery phase and updated throughout the project.
Includes the activities, deliverables, assignments and dates required to complete the upgrade.
Outlines recommended architecture and sizing specifications for
Technical Architecture Diagram
servers (physical and virtual), storage considerations and
integration points with external Customer/End User applications.
Documents recommendations for production, test, staging/User Testing (UT), disaster recovery and
development environments.
Documents recommendations based on Customer/End User throughput and access requirements.
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 20 of 21
GOVERNMENT - PRICE QUOTATION
ca ra hsofta CARAHSOFT TECHNOLOGY CORP
11493 SUNSET HILLS ROAD I SUITE 100 1 RESTON, VIRGINIA 20190
PHONE (703) 871-9500 1 FAX (703) 871-8505 1 TOLL FREE (888) 66CARAH Hyland
WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM
70: David Zellmer
Senior IT Solutions Manager
Fort Worth, City of
200 Texas Street
Fort Worth, TX 76102 USA
EMAIL: ciavid.zellmer@fortworthtexas.gov
PHONE:
TERMS: GSA Schedule No: 47QSWA180008F
Term: August 22, 2018 - August 21, 2023
FTIN'.52-2189693
Shipping Point: FOB Destination
Credit Cards: VISA/MasterCard/Ai
Remit To Same as Above
Payment Terms: Net 30 (On Approved Credit)
Cage Code: 1 P3C5
DUNS No 088355767
UEI: DT8KJHZXVJH5
Business Size: Other than Small
Sales Tax May Apply
LINE NO. PART NO. DESCRIPTION
1 2865-120-79853178
2 2865-120-99096135
3 2855-120-65509732
4 2885-120-34296983
Kofax Professional Services Project Manager
Kofax - 700000
Kofax Professional Services Technical Architect
Kofax - 700004
Kofax Professional Services Consultant
Kofax - 700010
Kofax Professional Services Solution
Development Manager
Kofax - 700150
FROM: Uriel Vasquez
Carahsoft Technology Corp.
11493 Sunset Hills Road
Suite 100
Reston, Virginia 20190
EMAIL: UrielVasquez@carahsoft.com
PHONE: (571) 662-3799 FAX` (703) 871-8505
QUOTE NO:
37376331
QUOTE DATE:
01/19/2023
QUOTE EXPIRES:
0411812023
RFQ NO:
SHIPPING:
ESD
TOTAL PRICE:
$140,605-57
TOTAL QUOTE:
$140,805-57
LIST PRICE QUOTE PRICE
CITY EXTENDED PRICE
$250.00
$228.21
GSA
103
$250 00
$228 21
GSA
16
$250 00
$22821
GSA
496
$250.00
$228.21
GSA
2
$23,505.63
$3,651.36
$113,19216
$456.42
SUBTOTAL: $140,805.57
TOTAL PRICE: $140,805.57
TOTAL QUOTE: $140,805.57
Hyland has recently instituted a policy whereby maintenance quotes will now show a consolidated price or Single Line Item Maintenance
(SLIM). For a list of your current modules, including quantity and description, please log into the Hyland Community
httpsalcommunity.hyland.comflogin?returnUrl=l and click on the Maintenance tab
In order to prevent a disruption in maintenance support, please ensure that a purchase order is sent to Carahsoft no less than 30 days prior to
the expiration of the existing maintenance period. Maintenance support is turned off upon expiration of the maintenance term and cannot be re-
instated until Hyland Software, Inc. has received payment for the renewal maintenance period, from Carahsoft on behalf of the customer.
Hyland does not permit adjustments in period of performance due to a delay or lack of payment.
CONFIDENTIAL
PAGE 1 of 1
QUOTE DATE: 01/19/2023
QUOTE NO: 37376331
Fourth Amendment to Fort Worth City Secretary Contract No. 51829 Page 21 of 21
M&C Review
Page 1 of 2
ACITY COUNCIL AGEND
Create New From This M&C
DATE: 4/25/2023 REFERENCE **M&C 23- LOG NAME
NO.: 0292
CODE: C TYPE: CONSENT PUBLIC
HEARING:
Official site of the City of Fort Worth, Texas
FORTWORTII
141 -
04AMEND CITY SECRETARY
CONTRACT 51829
CARAHSOFT HYLAND AIM
NO
SUBJECT: (ALL) Authorize an Amendment to City Secretary Contract 51829 with Carahsoft
Technology Corporation for an Upgrade to the Automated Invoice Management System in
the Amount of $140,806.00 Using a Cooperative Agreement for the Information
Technology Solutions Department
RECOMMENDATION:
It is recommended that City Council authorize an amendment to City Secretary Contract 51829 with
Carahsoft Technology Corporation for an upgrade to the Automated Invoice Management system in
the amount of $140,806.00 using General Services Administration Contract No. GS-35F-0119Y for the
Information Technology Solutions Department.
DISCUSSION:
On January 29, 2019, City Council approved Mayor and Council Communication (M&C) P-12292
authorizing agreements with Carahsoft Technology Corporation for software, training, services and
support for an Automated Invoice Management system using General Services Administration (GSA)
Contract GS-35F-0119Y in an amount up to $704,166.00.
The City entered into City Secretary Contract (CSC) 51829 with Carahsoft Technology Corporation for
the Hyland, LLC Automated Invoice Management (AIM) system and professional services.
The current version of AIM is approaching end of life and support in 2023. The City needs to move
forward with upgrading the software to the most recent supported version. The amendment to CSC
51829 will provide for professional services to implement the upgrade at a one-time cost of
$140,806.00. IT Solutions staff will be trained for any future AIM upgrades. The upgrade project is
expected to be completed in three to five months.
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 the purchase of items. General Services Administration Multiple Award Schedule
Contracts are competitively bid to increase and simplify the purchasing power of government entities.
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 shall begin upon execution and
expire in accordance with the terms and conditions of GSA Contract GS-35F-0119Y.
RENEWAL OPTIONS: The Agreements may be renewed up to for two 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 terms.
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.
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=30919&councildate=4/25/2023 4/26/2023
M&C Review
Page 2 of 2
Funding is budgeted in the ITS Other General Government Department's ITS Capital Fund for the
purpose of funding the FY23 Hyland (AIM) project, as appropriated.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current capital budget, as previously
appropriated, in the ITS Capital Fund for the FY23 Hyland (AIM) project to support the approval of the
above recommendation and execution of the amendment to the contract. Prior to any expenditure
being incurred, the Information Technology Solutions Department has the responsibility to validate
the availability of funds.
TO
Fund Department Account Project Program Activity Budget
ID ID Year
Reference # Amount
Chartfield 2)
'ROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year Chartfield 2
Submitted for City Manager's Office by:
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Valerie Washington (6192)
Kevin Gunn (2015)
Donlen Ruffin (2017)
04AMEND CITY SECRETARY CONTRACT 51829 CARAHSOFT HYLAND AIM funds availability.pdf (CFW
Internal)
04AMEND CITY SECRETARY CONTRACT 51829 CARAHSOFT HYLAND AIM Updated FID.xlsx (CFW Internal)
Form 1295 2023-980504.pdf (CFW Internal)
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=30919&councildate=4/25/2023 4/26/2023