HomeMy WebLinkAboutContract 57390-A2CSC No. 57390-A2
AMENDMENT NO. 2
TO
CITY OF FORT WORTH CONTRACT 57390
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 N. Harris Computer Corporation ("Vendor"), Buyer and
Vendor may be referred to individually as a Party and collectively as the Parties.
WHEREAS, on April 11, 2022, the Parties entered into City Secretary Contract 57390
to provide iNovah eCommerce software and support services ("Agreement/Contract");
WHEREAS, the Parties wish to amend the Agreement to Add Professional Services at a
one-time cost of $17,600.00
NOW, THEREFORE, the Parties, acting herein by and through their duly authorized
representatives, enter into the following agreement:
1.
AMENDMENTS
This agreement is hereby amended to add to Add Professional Services in the amount of
$17,600.00. (Attached Exhibit A) for a total contract amount of $309,035.00
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
Second Amendment to Fort Worth City Secretary Contract No. 57390 Page 1 of 10
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
Valerie Washington (Jun 12, 2023 14:55 CDT)
Name: Valerie Washington
Title: Assistant City Manager
Date: Jun 12, 2023
APPROVAL RECOMMENDED:
By:
Y
Name: Kevin Gunn
Title: Director, IT Solutions Department
ATTEST. poouvanu
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By:
Name: Jannette Goodall
Title: City Secretary
VENDOR:
N. Harris Computer Corporation
By: iaWt%
c�Gcl�2�it.
rey Sumner
Title: Executive Vice President
Date: June 8, 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.
Mark Deboer (Jun 9, 2023 09:07 CDT)
By:
Name: Mark Deboer
Title: Asst. Director. IT Solutions
APPROVED AS TO FORM AND LEGALITY:
By:
Name: Taylor Paris
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 22-0658
Approved: 09/13/2022
ATTEST:
By: t� i
Name: Kenneth Urquhari
Title: Vice President, Sales & Marketing
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Second Amendment to Fort Worth City Secretary Contract No. 57390 Page 2 of 10
Exhibit A
Y TEM
None lb
Additional Service Request
Fort worth, City
❑eal # 13057370996
Apr 20, 2023
Fort Worth, City iNovahJAries(Auto Return) interface issue
This additFonaI service request is an addendum to the existing agree rnant between Fort Worth, City
("Organization"} and System Innovators, a division of N_ Harris Computer C0rpWati0n.
Component QTY I Price (USD) Discount I Subtotal
Professional Services
Professional Services
so 1 $220.00 1 $0.00 1 $17.600.00
Subtotal $17,600.fl0
Discount $0r00
Tax so. -Do
Total (USD) $17,600.00
Second Amendment to Fort Worth City Secretary Contract No. 57390 Page 3 of 10
Payment Schedule
This schedule represents the fixed -prise professional services investrwnt for the design. development, coding.
testing, and implementation of the requested modification described in the Statement of Work_ This investment will
be paid in installments based on the milestones identified in the following payment schedule_
Payment. Milestones Payment Amount
Number
1 50% of Professional Services due on contract signature 88,804_0O
2 50% of Professional Services due on software in installed in the o8,800.00
Organizatiorfs Test Environment
Payment Milestones Totals $17,&W-00
Signature Block
By signing below, Organization authorizes System Innovators to proceed with the efforts necessary to perform this
work.
This offer expires 90 days from Apr 20, 2023
Fort Worth, City
by its duly authorized representative:
John Samford
Treasurer
System Innovators,
by its duly authonaed representative;
Bill Collins
Account Executive
2023-04 -2 4
Second Amendment to Fort Worth City Secretary Contract No. 57390 Page 4 of 10
Appendix A
Q 230008816.Auto.,.
230008816.iNova.,.
Ft Worth wants to modify the Aries impound interface to add a separate i i n a item for sales tax and exclude it
from the taxable line items. The attachments include an iNovalh receipt and an AiJtOPeturn receipt forthe
same transaction. The 2 receipts total the same amount however, sales tax is being netted into the
Impoundment and Storage allocations (they are highl€ghted) in the iNovah receipt. Ft Worth needs the sales
tax to come over as a separate allocation so that it will generate the correct accounting entries. Andrew
noted that Ft Worth is using the iNovah sales tax functionality for other rNova h offices and pay types_ brit we
wouldn't need Lo in this instance_ Ft Worth would create a separate sales tax allocation that would be
mapped to the Aries Sales tax line item_
Assumptions:
1. The current specification maps the Iota IPrice' to the NDvah allocation amount. Change the iNovah
allocat€on amount Lo use the 'totalPricePretax' instead_
2. All Aries Tax goes to the same GL Account so a static allocation code for Aries Sales Tax could be
added with the sum of the 'to€ar7ax' for all the allocations returned on the invoices This allocation would
be added as the last lane item of the invoice_
3. Aries would need to define how Aries Sales Tax needs to be passed back in the Arles payment
update.
1 _ Would we skip the Aries sales tax allocation and just use the consolidated 'totalPrice' for the
line item as it is posted today or send it separately'
4. Partial payments cannot be allowed because we are not calculating the sales tax. It is being retrieved
from the interface. if a cashier tried to partially pay of eliminate a line item that includes sates tax, the
sales tax won't be recalculated_
5. No changes are necessary to iNovah a ommerce.
Second Amendment to Fort Worth City Secretary Contract No. 57390 Page 5 of 10
Timeline
Once the Organization has authorized this additional service, System Innovators will prepare a project schedule for
this additional service- The project schedule will identify the project start date and end date as well as a timeline for
all project milestones. The project schedule will be mutually monitored and managed by the Organization and
System Innovators- Any variation to the dates and milestones defined in the project schedule must be mutually
agreed upon by the Organization and System Innovators. The foil owing project timeline adentiFies the duration of the
milestones for this additional service project- Specific dates for this additional service will be defined in the project
schedule.
Assumptions
1. The Organization acknowledges this project is fixed in scope and duration as defined In Appendix A.
Modifications to the scope- duration, and other terms of this agreement will be processes in accordance with
the Project Change Control procedure as described herein.
2. The Organization will employ the hoo-mn resources necessary to ensure the project is successfully
completed Dn schedule. These resources will include
Project Manager who has the authority to represent the Organization in all aspects of this agreement
Subject matter experts who can define the requirements and business rules that dictate the design of
the customizations
Technical staff who can provide System Innovators with support (of the Organization's computing
environment (personal computers, servers, network, software, and so forth) as well as technical
support for third -party systems that interface with System lnriovators' software-
3_ The Organization or Organization's delegate will produce a tested and documented application programming
interface (API) to any application to be interfaced with System Innovator products and/or software.
4. The Organization will provide System Innovators with remote access to their computing environmen[ so ttrat
System innovators may support the Organization with delivery, implementation, and testing of the
customized software- System Innovators access to the Organizations computing environment may be
accomplished through such means as a high-speed virtual private network (VPN! or an Intemet-based
remote access tool (such as Go To Meeting or Turbo Meeting)-
5. The Organization will provide a fully functional test system including hardware, software, docurnentation and
any system saftwere and/or upgrades necessary to complete acceptance testing-
S. The Organization will install and configure a1I required personal computers. hardware. software. and
communications networking in advance of planned delivery of Systems Innovator's software and/or services.
7. System Innovators- pricing does not include the cost for changes to 3rd party syst,erns-
8. Travel to the Organization location will be billed as incurred.
Second Amendment to Fort Worth City Secretary Contract No. 57390 Page 6 of 10
Project Change Control Process
A defied process for controlling scope issues and change requests must t e in place and followed to help ensure
that proper visibility is given to change requests and any associated approvals required.
Items that modify the scope of work will be reviewed by the System innovators Project Manager to determine if there
is an impact to the cost or timelines for [his project. Out of scope services will be charged as oultlned 41 Professional
Services Rate Gard listed within this SO V. Any change must be documenred in a mutually executed Change
Control Work Order.
The following change control procedure shall apply to this SOW.
1. Project ResocrWs) Identity new or change in requirements and escalate to the respective Project Manager.
2. System Innovators and Organization's Project Managers work together to gather required information to
determine if a Change Order is required_
3. Project Managers determine if a Change Order is valid
3_1. If no, Project Resources will be informed. and the change management process ends.
3.2_ If yes_ System Innovators Project Manager will facilitate the creation of the Change Older and
promptly provide it to the Organization's Project Manager_
4. Organization Project Manager will fevtew the proposed Change Order, with Organization resources. for
content and completeness, and accuracy-
5. If proposed Change Order requires changes. Organizalion's Project Manager and System innovators Project
Manager will collaborate to consider necessary frtadifications _
B. Ghange Orders must be reviewed and approved by the Contract Level of the Project Steering Team_
7. If approved by Project Steering Team, the appropriate authorized Ofganizatfon signatory may sign the
Change Order. provided that notwithstanding anything to the contrary in this SOON, no Change Order shall
bind Organization unless approved expressly and in writing by the authorized Organization signatory or
hWher designee.
8. The Organization Project Manager will inform the System Innovators Project Manager and process required
paperwork for any executed Change Order.
9. The Organization Project Manager and System tnnovators Project Manager will perform aclmWstrative
project tasks associated to the project and inform the Project Resources accordingly.
Second Amendment to Fort Worth City Secretary Contract No. 57390 Page 7 of 10
Deliverable Acceptance Process
All completed project deliverables will be reviewed by the System Innovators Project Manager and uploaded to the
designated project repositorylnatwork folder. The System Innovators Project Manager shall notify the Ofg anization
Protect Manager.
Upon System Innovators submission of a completed Deliverable, the Organization shall review [he Deliverable and
approve it or notify System Innovators of the discrepancies and efrers found in the Deliverable. within ten (10)
business days, unless otherivise mutually agreed to in writing by the Project Managers of both parties. The
Organization will have ten {i0} business days after submission to review the Business Requirements and Design
documents. If the organization does not provide System Innovators with discrepancies or approtal within such ten
(1 Di business day period. then such Deliverables will be deemed accepted.
If the Organization requires revisions to the subr0ted Deliverables, all the required changes shall be collected and
consolidated by the Organization Project Manager into one document and provided to the System innovators
Project Manager within the stipulated time period- System Innovators shall then revise the Deliverable of
satisfactorily explain the reasons for Accepting the Deliverable "as is-- Upon receipt of the revised Deliverable or
receiving a satisfactory explanation for the deficiencies identifred. The Organization's Project Manager and the
System Innovators' Project Manager will mutually agree on the Iimeffame for acceptance based on the effort
required to adequately accept the revised Deliverable- If the Organization does not provide approval or feedback
within stipulated time period, the outstanding Deliwefable will be raised to the Project Steering Committee as an
tssue and follow the Issue Resolution process defined in this SOW. The Deliverable will be deemed as
-Unaccepted". and System Innovators will not proceed with the next phase_
Project Phase Acceptance
Once the Acceptance of all pre -Go Live Deliverables ass aciated with a particular Release of the project has
occufred. the Organization Shall begin using the Software Components in [hat Phase for Productive Use ("Go Live
Date-)- The project will be considered "Accepted" within 30 days of Go -Live. or when reported and logged Severity 1
or Severity 2 defects have been resolved- Severity 8 will be tra ns ition e-d to GEenl Sery ices via the Ticket
Management System (TeamSuppony
Severity Definitlon Description
Severity t - Urgent An issue that completely blocks the use of the product for all users is a critical issue- An
example would be the Novah Web Portal is unavailable for all users. Or in some other
cases, when the issue blocks the ability to go -lave with new functionality.
Severity 2 - High Asevere issue occurs when the functionality is functioning grossly away from the
expectations or not doing what it should be doing. An example could be, The inability to
void transactions within the enfire system- When severe. multiple. it not all- users are
impacted, however, the system overall is not down and has some operations available.
Second Amendment to Fort Worth City Secretary Contract No. 57390 Page 8 of 10
Severity Definition Description
Severity 3 - Medium A moderate issue occurs when the product or application exhibits some unnatural
behavior. however. the functionality as a whole is not impacted. For example, in the
inability to void transactions from above, a moderate issue would occur when the inability
to void a transaction only affeM one user_
Severity 4 - Low A minor issue occurs when there is almost no impacl to the functionality, but it is still a
valid issue that should be corrected_ Examples of this could include spelling mistakes in
error messages printed to user or issues to enhance the functionality of the
produe feature_
Second Amendment to Fort Worth City Secretary Contract No. 57390 Page 9 of 10
Issue Resolution Process
Certain technical andfor project -related problems or tssues may arise_ and that such matters shall be brought to the
Organization's attention_ Problems or issues shall normally be reported in regular status reports or in -person
meetings_ However, there may be instances where the severity of the problem tustifies escalated reporting.
To this extent, System Innovator's Project Manager will escalate the problem or issue to the Organization's Project
Manager_ The Organization's Protect Manager wili determine if the problem or issue must be escalated to the
Project Sponsor or the Project Steering Team_ The Syslem Innovators' Project Sponsor Manager has the
appropriate aulhority to represent System Innovators for all contract -related issues. The proposed escalation levels
for the Organizafion's and System Innovators include, butare not limited to, the fotlowing_
System Innovators
1 _ First level, the System Innovators Project Team-
2- Second level, the System Innovators Project ManagerlBusiness Analyst-
3_ Third level, the System Innovators Vice President of Operations-
4- Fourth Level, the System Innovators Executive Vice President_
CWganiaation
1 _ First level, the Organization's Project Team-
2- Second level, the Organization's Project Manager_
3_ Third level. the Organization's Project Sponsor_
4_ Fourth level, OrganizaGon's Project Steering Team
Professional Services Rate Card
Role hate
Project Manager $220.001 Hour
Software Developer S220.001 Hour
Application Consultant $180.001 Hour
Trainer $180.001 Hour
Second Amendment to Fort Worth City Secretary Contract No. 57390 Page 10 of 10
M&C Review
Page 1 of 2
ACITY COUNCIL AGEND
Create New From This M&C
DATE: 9/13/2022 REFERENCE **M&C 22- LOG NAME:
NO.: 0658
CODE: C TYPE: CONSENT PUBLIC
HEARING:
Official site of the City of Fort Worth, Texas
Fo H
04AMEND CITY SECRETARY
CONTRACT 57390 N HARRIS
COMPUTER CORP
NO
SUBJECT: (ALL) Authorize Execution of an Amendment to City Secretary Contract 57390 for System
Innovators iNovah Enterprise Revenue Management Support Under the Sole Source
Agreement with N. Harris Computer Corporation in the Amount of $291,435.00 for the
First Three Years for the Information Technology Solutions Department with Options to
Renew
RECOMMENDATION:
It is recommended that the City Council authorize execution of an amendment to City Secretary
Contract 57390 for System Innovators iNovah Enterprise Revenue Management Support under the
Sole Source Agreement with N. Harris Computer Corporation in the amount of $291,435.00 for the
first three years for the Information Technology Solutions Department with options to renew.
DISCUSSION:
In 2017, the City began using the iNovah Enterprise Revenue Management system. The Information
Technology Solutions (ITS) Department purchased the software and support services for iNovah using
a cooperative agreement with Dell Marketing Inc. The application provides cashiering and revenue
management functionality for the City's Accounts Receivable, Accela Permitting, and Auto Impound
payments. The solution includes an import for payments that are received via lockbox, over-the-
counter credit card processing, and electronic check deposit.
On April 11, 2022, the City entered into City Secretary Contract (CSC) 57390 with N. Harris Computer
Corporation to provide System Innovators iNovah eCommerce software for the ITS Department. The
eCommerce application enables the City's constituents to submit a payment online for a variety of
goods and services using a computer or mobile device. CSC 57390 includes an initial set up cost of
$10,000.00 and a monthly minimum cost of $1,800.00 in addition to transaction fees. Processing fees
will be invoiced based on the number of financial transactions processed through the eCommerce
system. CSC 57390 provides that processing fees will be reviewed annually and as transaction
volume increases, transaction fees will be reduced accordingly. It is anticipated that the annual
eCommerce costs will not exceed $30,000.00.
The proposed amendment to CSC 57390 will add iNovah Enterprise Revenue Management support
and maintenance for a first year cost of $90,651.05. Year two maintenance will be in the amount of
$96,996.62 and the third year maintenance will be $103,786.39. Upon approval of this Mayor and
Council Communication, the City will execute an amendment to CSC 57390 to purchase iNovah
products and services directly from N. Harris Computer Corporation, saving the City the reseller
markup percentage annually.
The first year costs for CSC 57390 and the proposed amendment for Fiscal Year (FY) 2022 will not
exceed $120,651.00. Funding is budgeted in Other Contractual Services account of the Information
Technology Department's General Fund and in the ITS Capital Fund for the AR and Billing and POS
project, as appropriated.
The remaining years maintenance cost will be budgeted accordingly in FY23 & FY24.
http://apps.cfwnet.org/council_packet/mc—review.asp?ID=3021 I&councildate=9/13/2022 6/8/2023
M&C Review
Page 2 of 2
BUSINESS EQUITY - A waiver of the goal for Business Equity subcontracting requirements was
requested, and approved by the DVIN, in accordance with the applicable Ordinance, because the
waiver request is based on the sole source information provided.
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 TERMS: Upon City Council approval, this agreement shall begin upon execution of the
amendment and expire July 31, 2023.
RENEWAL OPTIONS: The Agreement may be renewed for up to two additional one-year 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 available in the current capital and operating budgets,
as previously appropriated, in the General Fund and ITS Capital Fund for the AR and Billing and POS
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
ID ID
I d zTe7 JA ■
Fund Department Account Project
ID ID
Submitted for Citv Manager's Office bv:
Oriqinatinq Department Head:
Additional Information Contact:
Program Activity
Budget Reference # Amount
Year (Chartfield 2)
Budget Reference # Amount
Year (Chartfield 2)
Valerie Washington (6192)
Kevin Gunn (2015)
Kevin Gunn (2015)
Donlen Ruffin (2017)
ATTACHMENTS
04AMEND CITY SECRETARY CONTRACT 57390 N HARRIS COMPUTER CORP funds availabilitv.Ddf (CFW
Internal)
FID Table N Harris Computer Amend CSC 57390.xlsx (CFW Internal)
Harris Computer DVIN BE Waiver.Ddf (CFW Internal)
http://apps.cfwnet.org/council_packet/mc—review.asp?ID=3021 I&councildate=9/13/2022 6/8/2023