HomeMy WebLinkAboutContract 58142-R1CSC No. 58142-Rl
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
July 6, 2023
Carahsoft Technology Corp.
Attn: Legal Dept
11493 Sunset Hills Road
Reston, VA 20190
Re: Contract Renewal Notice
Contract No. CSC No. 58142 (the "Contract")
Renewal Term No. 1: September 30, 2023 to September 29, 2024
The above referenced Contract with the City of Fort Worth expires on September 30, 2023.
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, along with your
quote for charges for the new renewal term, 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 httDs://www.fortworthtexas.2ov/departments/finance/Durchasin2.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
Amy McCormick
IT Finance Contract Technician
200 Texas Street
Fort Worth, TX, 76102
Amy.mccormick@fortworthtexas.gov
(817) 392-6082
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City: Carahsoft Technology Corp.:
By: Valerie Washington (Ju(17, 202313:09 CDT) By:
Name: Valerie Washington Name: Jenni et r Reed
Title: Assistant City Manager Title: Team Lead
Date: J u l 17) 2023 Date: 7/6/2023
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: Taylor Paris
Title: Assistant City Attorney
Contract Authorization:
M&C: 23-0097
Approved: 2/14/2023
Form 1295: 2022-930827
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: Steven Vandever (Jul 6, 202316:08 CDT)
Name: Steven Vandever
Title: Sr. IT Solutions Manager
City Secretary:
By:
Name: Jannette Goodall
Title: City Secretary
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
7/6/23, 3:24 PM
M&C Review
CITY COUNCIL AGENDA
Create New From This M&C
Official site of the City of Fort Worth, Texas
FoRTWORyn
REFERENCE **M&C 23- 04AMEND CITY SECRETARY
DATE: 2/14/2023 NO.: 0097 LOG NAME: CONTRACT 58142 WITH
CARAHSOFT TECHNOLGY
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize an Amendment to City Secretary Contract 58142 with Carahsoft
Technology Corporation, Increasing the Number of Required Licenses for the Information
Technology Systems Initiative Project to Fund the Accela Cloud Migration Project, Adopt
Appropriation Ordinance, and Amend Fiscal Years 2023-2027 Capital Improvement
Program
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the amendment to the City Secretary Contract 58142 increasing the total number
or required licenses to access the Accela Cloud application from the original 400 to 536;
2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations
in the Special Purpose Fund in the amount of $130,888.00 from available funds, within the
Developer Tech Improvement project ( City Project No. S00164) for the purpose of
transferring to the General Capital Projects Fund to fund the ARPA for Information
Technology Services Initiatives project related to the Accela Cloud Migration;
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations
in the General Capital Projects Fund in the amount of $130,888.00 transferred from the
Special Purpose Fund for the purpose of funding the ARPA for Information Technology
Services Initiatives project (City Project No. 103746) related to the Accela Cloud Migration;
and
4. Amend the Fiscal Years 2023-2027 Capital Improvement Program.
DISCUSSION:
The purpose of this Mayor and Council Communication (M&C) is to appropriate funding with the
General Capital Projects Fund transferred from the Special Purpose Fund to cover the costs
associated with the increased of the number of departmental licenses associated with the Accela
Cloud Migration.
During the formulation of City Secretary Contract 58142, authorized by M&C 22-0728, an analysis of
current users set the number of licenses required at 400. As a follow-up during the execution phase of
the project, Development Services staff polled user departments and found that going forward the
number of licenses required would need to increase from the 400 to 536, which breaks down as
follows:
Department Name
Development Services
Fire
Code Compliance
Water
Requested Number
of Licenses
2791
100
0
34
apps. cfwnet.org/counci I_packet/mc_review.asp? I D=30723&cou nciIdate=2/14/2023 1 /3
7/6/23, 3:24 PM
Transportation and Public Works
Neighborhood Services
Park and Recreation
TOTAL
M&C Review
99
6
10
536
A quote obtained from Carahsoft Technology Corporation referencing General Services Administration
Schedule 47QSWA18DO08F for the additional 136 licenses is $130,888.00, bringing the overall
contract total to $1,379,887.00 for the first year. Maintenance costs for future years will include the
additional 136 licenses. M&C 22-0728 authorized four additional annual renewals for City Secretary
Contract 58142, using General Services Administration Schedule 47QSWAl 8D008F.
Funding for this project was not included in the FY2023-2027 Capital Improvement Program due to the
fact it was not identified until after the budget was approved. The action in this M&C will amend the
FY2023-2027 Capital Improvement Program as approved in connection with Ordinance 25773-09-
2022.
Funding is available in the Developer Tech Improvements Project within the Special Purpose Fund for
the purpose of transferring to the General Capital Project Fund for the ARPA for its ITS Initiatives
Project.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are currently available in the Developer Tech
Improvements Project within the Special Purpose Fund and upon approval of the above
recommendations and adoption of the attached appropriation ordinances, funds will be available in the
General Capital Projects Fund for the ARPA for ITS Initiatives Project related to Accela Cloud. Prior to
expenditures being incurred, the Development Services and Information Technology Systems
Departments have the responsibility of verifying the availability of funds.
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project
ID ID
Submitted for City Manager's Office bv:.
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Program Activity Budget Reference #
Year (Chartfield 2)
Valerie Washington (6192)
Kevin Gunn (2015)
Mark Deboer (8598)
Amount
04AMEND CITY SECRETARY CONTRACT 58142 WITH CARAHSOFT TECHNOLGY funds availabilitv..pdf (CFW
Internal)
04AMEND CITY SECRETARY CONTRACT 58142 WITH CARAHSOFT TECHNOLGY Updated FID.xlsx (CFW
Internal)
Carahsoft Form 1295 2022-930827.pdf (CFW Internal)
ORD.APP04AMEND CITY SECRETARY CONTRACT 58142 WITH CARAHSOFT TECHNOLGY 25002 A023
(r2).docx (Public)
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7/6/23, 3:24 PM
M&C Review
ORD.APP04AMEND CITY SECRETARY CONTRACT 58142 WITH CARAHSOFT TECHNOLGY 30100 AO23
(r3).docx (Public)
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