HomeMy WebLinkAboutContract 35728-A10CSC No. 35728-A10
AMENDMENT NO. 10
TO
CITY OF FORT WORTH CONTRACT 35728
This Tenth 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 CourtView Justice Solutions, Inc. d/b/a equivant ("Vendor"),
Buyer and Vendor may be referred to individually as a Party and collectively as the Parties.
WHEREAS, on January 1, 2007 the Parties entered into City Secretary Contract 35728
to provide application software support services ("Agreement/Contract");
WHEREAS, the Parties wish to amend the Agreement to add Exhibit C-5 eCitation
Phase 2 Integration Enhancement for a one-time cost of $46,741.50, and allow for five (5)
additional one-year renewal options based on the original terms of City Secretary Contract 35728.
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 add Exhibit C-5 eCitation Phase 2 Integration
Enhancement for a one-time cost of $46,741.50. The annual amount of the Agreement will be in
an amount not to exceed $206,852.50. The Agreement is further amended to allow for five (5)
additional one-year renewal options based on the original terms of City Secretary Contract 35728.
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.
Tenth Amendment to Fort Worth City Secretary Contract No. 35728
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
By: Valerie Washington 23 16:28 CDT)
Date:
Name: Valerie Washington
Title: Assistant City Manager
Nov 1, 2023
APPROVAL RECOMMENDED:
By:
Name: Kevin Gunn
Title: Director, IT Solutions Department
ATTEST:
By:
Q X .;S0=cpa as
Name: Jannette Goodall
Title: City Secretary
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 (Oct 20, 2023 08:33 CDT)
Name: Steven Vandever
Title: Sr. IT Solutions Manager
APPROVED AS TO FORM AND LEGALITY:
By:
Name: Taylor Paris
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 23-0845
Approved: 10/17/23
1295: N/A
VENDOR:
CourtView Justice Solutions, Inc. d/b/a equivant
By:
Date:
NameStuart Rosove
Title: General Manager
10/02/2023
ATTEST:
C6')242r.4- Ne9-2i2.GddHi
By:
Name: Connie Morriosn
Title: Contract Manager
Tenth Amendment to Fort Worth City Secretary Contract No. 35728
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
EXHIBIT C-5
equivant
CourtView Justice Solutions Inc. d/b/a equivant
QUOTE
Project: Fort Worth eCitation Phase 2 Integration Enahancement 08.08.23
Prepared for:
William Rumuly
Municipal Court Director
Fort Worth,City of
1000 Throckmorton
Fort Worth, Texas, 76102
william.rumuly@fortworthtexas.gov
ONE TIME COSTS
Quote Number:
Date: August 7, 2023
Valid Through: November 5, 2023
Client ID: FTWORTTX
Product
Product Type Quantity Unit Price Subtotal Discount Extended Price
Licenses:
Services:
Professional Services - Deployment
Professional Services - Project Management
Professional Services - Software Development and
Quality Assurance Testing
Professional Services - User Acceptance Testing
Assistance
Other:
RECURRING COSTS
Service
Service
Service
1 $3,120.00 $3,120.00 0.00% $3,120.00
1 $8,775.00 $8,775.00 0.00% $8,775.00
1 $35,490.00 $35,490.00 15.00% $30,166.50
Service 1 $4,680.00 $4,680.00 0.00% $4,680.00
Subtotal $46,741.50
Estimated Total of One Time Costs, excluding applicable taxes: $46,741.50
Product
Product Type Quantity Unit Price Subtotal Discount Extended Price
Total First Year Recurring Costs, excluding applicable taxes: $0.00
GRAND TOTAL: $46,741.50
4825 Higbee Avenue NW, Suite 101, Canton, Ohio 44718 I Tel: 800.406.4333 I info@equivant.com
equivant
CourtView Justice Solutions Inc. d/b/a equivant
QUOTE ACCEPTANCE
Project: Fort Worth eCitation Phase 2 Integration Enahancement 08.08.23
Quote Accepted By:
Signature: Valerie Washington (Nov 1, 202316:28 CDT)
Name:
Title:
Date:
Valerie Washington
Assistant City Manager
Nov 1, 2023
Prepared By:
Gary Egner
Director, Business Development
Phone: (330) 470-0816
4825 Higbee Avenue NW
Canton, Ohio 44718
gary.egner@equivant.com
Customer Contact:
Hamid Hejazifar
Business Process Analyst
Phone: 682-760-3563
hamid.hejazifar@fortworthtexas.gov
The attached terms and conditions are incorporated into this quote by reference.
4825 Higbee Avenue NW, Suite 101, Canton, Ohio 44718 I Tel: 800.406.4333 I info@equivant.com
Scope of Work
This enhancement request is needed to expand the eCitation interface to allow Parking Tickets to be sent and processed using the
IJIS Broker and CV2. The expansion of the interface will included the additional fields included in the attachment labeled Citation
Fields.
• equivant will provide up to 45 hours of Project Management services to schedule and coordinate the work to be performed by
equivant.
• equivant will provide up to 182 hours of Integration Development and Quality Assurance Testing services to expand the eCitation
interface to included Parking Tickets per the approved Design document.
• equivant will provide up to 24 hours of User Acceptance Testing Assistance (UAT) in which the Customer and its third party
organization/vendors will engage in testing of the customized interface/s. The Customer will communicate with and schedule its third
party organization/vendors for all system tests and validation with the equivant team. User Acceptance Testing will be completed by
the Customer in a maximum of 30 calendar days.
• equivant will provide up to 16 hours of Deployment.
Billing Terms
• Payment term is net 30 days from invoice date.
Software License:
• Software License will be invoiced thirty (30) days after the execution of the Quote.
Software Maintenance:
• Software Maintenance will be invoiced and due upon Go Live.
Professional Services:
• Project Management fees will be invoiced in full at the end of the first month in which project management services are provided.
• Integration Development and Quality Assurance Testing fees will be invoiced at 50% at the end of the month in which the Software
Development and Quality Assurance services begin, and 50% at the end of the month in which the Software is deployed to the
Customer's non production environment.
• User Acceptance Testing Assistance fees will be invoiced in full at the end of the first month in which UAT Assistance services are
provided.
• Deployment fees will be invoiced in full at the end of the first month in which Deployment services are provided.
Additional Terms
1 Quote must be signed and returned with a purchase order for scheduling of the project work.
2 Delivery will be scheduled for the first available date at which equivant and Customer resources are jointly available. Should
rescheduling be necessitated for any reason, the next available date at which equivant and Customer resources are both available
will be scheduled.
3 Professional Services are quoted at a firm fixed price, but services are limited to the total effort defined in the "Scope of Work"
section. Actual effort, costs and expenses may be less than or greater than those estimated. Customer shall have no obligation to
pay equivant more than the quoted price. equivant shall have no obligation to provide labor or incur costs or expenses having a
combined value more than the quoted price, even if the services have not been completed or the deliverables delivered, or the
results expected by the customer have not been achieved. The parties may by mutual, written agreement, increase the quoted price.
Changes in scope will require a change order to increase the firm fixed price based upon the additional level of effort required.
4 equivant has created this quote based upon the functional description provided in the enhancement request. Should the functionality
requested expand beyond the scope of the current scope of work a change order will be processed to adjust the level of effort and
cost required to include the additional functionality.
5 equivant assumes no more than four months review cycle of the Design (Specification) for the integration customization work
included in this project.. A'cycle' being the provision of the specification by equivant, the review and comment by the Customer,
modification made to the specification by equivant. Should additional review cycles be required, they will be invoiced on a T&M basis
in addition to the quoted amount shown.
6 equivant will build the customized interface for the Customer based upon the exact design specification approved by the Customer.
Changes to the design after the start of development efforts will result in a Change Request and additional funds will be required to
accommodate the change in scope. As part of the Agile Methodology equivant will have check in session to review the design
specification before the final document is submitted to the client.
7 equivant will staff the Integration UAT cycle on a part time basis for up to a 30 day duration. This will allow for the Customer and its
third party organization/vendors to validate the interface in full using test data of their own making. equivant will assign staff to
support the UAT effort and troubleshoot reported defects that can be validated by equivant engineers within the hours allotted in this
Quote. At the end of this 30 day UAT cycle, equivant will complete interface/issue remediation related to its side of the solution
within 15 days in the non production environment. At the end of the 15 day remediation period, the Customer accepts the
Integration development work effort and the work activity will be closed out. Additional work effort requested by the Customer will
require a change order to be processed to adjust the level of effort and cost related to staffing prolonged integration assistance as
needed.
4825 Higbee Avenue NW, Suite 101, Canton, Ohio 44718 I Tel: 800.406.4333 I info@equivant.com
8 equivant will not support the Customer's third party organizations/vendors, their networks, hardware, configurations, connectivity or
custom code reviews and/or changes during this project. equivant accepts responsibility for the creation and operability of its side of
the custom interface only. Should additional support work effort be requested of equivant, the scope of this project will be increased
via equivant's standard Change Management process, thus increasing budget in addition to the quoted amount shown.
9 Scheduled equivant resource/s that are unable to proceed with assigned integration tasks due to a Customer initiated delay (i.e. lack
of testing effort and feedback, lack of approvals) will be reassigned to other work within the equivant queue. equivant will not provide
unlimited resource availability for projects that are not progressing according to the agreed upon Project Schedule. If equivant
resources are reassigned to other projects, the Customer project will be placed on hold until resources can be reassigned.
10 If project is cancelled prior to completion, all costs related to effort expended through the date of cancellation will be due and
payable.
11 Customer is responsible for the host environment including all required licenses, hardware, SSL certificates, network and third party
software components and configuration as well as providing remote access to the application to equivant staff as required.
12 Delays caused by Customer site or configuration issues may require rescheduling and/or Change Order for additional services and
related travel costs.
13 Customer will make available all resources requested by equivant for assistance.
14 Unless otherwise specified in this quotation, all enhancements to equivant's software products are made to the most current software
releases under development at the time that work is scheduled by equivant, and not to the software release currently installed in the
Customer's environment.
15 All services are to be provided remotely. Should travel be requested or deemed to be required, a separate Change Order for
estimated travel costs and travel time will be provided.
16 First Year Maintenance services will begin upon the completion of the Go Live. Custom code changes required by the Customer post
UAT will require additional project funds be allocated; Maintenance services do not include custom code changes for a customized
interface, nor does it include ongoing advanced technical support for the Customer's third party organizations/vendors involved.
17 Except as expressly modified here, Maintenance is subject to the terms and conditions of the active software maintenance
agreement.
18 Except as expressly modified here, Software License is subject to the terms and conditions of the active software license agreement.
4825 Higbee Avenue NW, Suite 101, Canton, Ohio 44718 I Tel: 800.406.4333 I info@equivant.com
Violator
Offense Date and Time
Issue Date and Time
Last Name
First
Middle *
Residence Address
Phone *
City
State
Zip Code
Drivers License/ID Number*
DL Class*
DL State *
CDL *
Date of birth (DOB)
Sex
Race
Height*
Weight*
Eye*
Hair*
Vehicle Information
License Plate
State
REG. EXP *
Color *
Make
Model*
VIN*
Year*
CMV*
Hazmat*
Trailer Plate*
Trailer State *
Trailer Reg. EXP *
DOT #*
Location
Address
Direction of Travel*
Violations
Charges
Comments *
To Wit*
Traffj
X
General Complaint
X
Parking
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
11`
P
Speed (MPH) *
Speed Limit (MPH) *
Case Number*
Construction Zone *
Workers Present *
School Zone *
Accident *
Knew Race *
Search *
Contraband *
i verify financial responsibility*
Speed Determined*
MOV/Stat*
Lidar Distance*
Officer Information
Officer
Second Officer/ Badge *
Unit *
Officer Signature
Witness
Name
Address
Phone number
Legend:
r-
X
x
X
x
X
x
Absolutely necessary Information
Alternative/Complentary field due to ci
Alternative/Complentary field necessar
* Won't make the ticket an incomplete if
Notes
Needed for CMV - Traffic &
Needed for CMV - Traffic &
Needed for CMV - Traffic &
Needed for CMV - Traffic &
Needed for CMV - Traffic
Needed for CMV - Traffic
Needed for CMV - Traffic
Needed for CMV - Traffic
DPS Reporting
DPS Reporting
DPS Reporting
DPS Reporting
VIN necessary if license plate field is missing - Parking
Required for DPS reporting
Required for DPS reporting
QAR16 code entered if to wit field empty. Then it's routed to prosecutors for verification
Used for Accident/Incident Report -Traffic
Boxed checked on ticket will double fine. Alernative charge used instead. Consider removing
Boxed checked on ticket will double fine. Alernative charge used instead. Consider removing
Box indicates a verification of the charge on entry and adjusted if necessary
Needed to indicate additional fines to be added and/if an incident or accident report is needed
Memo is in conflict in issuing warrants if signature is missing
rcumstance or violation
y if included/circumstancial
missing
CITY COUNCIL AGENDA
Official site of the City of Fort Worth, Texas
FORT WORTH
Create New From This M&C
DATE: 1 0/1 7/2023 REFERENCE
NO.:
**M&C 23-
0845
04COURTVIEW
LOG NAME: PROFESSIONAL SERVICES
ECITATION INTEGRATION
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize a Contract Amendment to City Secretary Contract No. 35728 for
Professional Services for eCitation Integration by CourtView Justice Solutions, Inc. d/b/a
Equivant for a One -Time Cost of $46,741.50, Increasing the Annual Authorization to
$206,852.50 and Adding Renewal Options for the Municipal Court Department through the
Information Technology Solutions Department
RECOMMENDATION:
It is recommended that the City Council authorize a contract amendment to City Secretary Contract
No. 35728 for professional services for eCitation Integration by CourtView Justice Solutions, Inc. d/b/a
equivant for a one-time cost of $46,741.50, increasing the annual authorization to $206,852.50 and
adding four (4) renewal options for the Municipal Court Department through the Information
Technology Solutions Department.
DISCUSSION:
On January 28, 2003, City Council authorized Mayor and Council Communication (M&C) C-19450 to
execute an agreement with MAXIMUS Justice Solutions Division, Inc. (MAXIMUS), for the purchase of
the CourtView Case Management System (CourtView). MAXIMUS was selected by the Municipal
Court Department through a Request for Proposals (RFP) process to implement the new case
management and Electronic Document Management System. The initial warranty period for the
system expired in December 2006.
On July 17, 2007 the City Council approved M&C G-15785, authorizing a fixed price contract for a
Maintenance Agreement with an initial term of five years and annual renewal options contingent on
sufficient funds being properly appropriated for each renewal period. City Secretary Contract (CSC)
35728 was executed August 30, 2007.
MAXIMUS was subsequently acquired by CourtView Justice Solutions, Inc. in 2008 and a Notice of
Assignment was issued by the Financial Management Services Department on February 25, 2009
authorizing the transfer of all contracts and agreements.
In March 2012, the City Council approved M&C C-25497 authorizing the execution of Amendment No.
2 to CSC 35728 for the eCitation Exchange with Review Queue and Image Handling interface
enabling the Municipal Court Department to retrieve electronic citation data from the Police
Department's Pocket Citation System. CSC 35728 Amendment No. 2 allowed for one-time costs of
$112,225.00 and recurring costs of $8,800.00. Software maintenance for 2012 was $99,498.00. The
total annual cost for 2012 was $220,523.00.
In May 2013, the City Council approved M&C C-26252 to include an additional 37 licenses at a one-
time cost of $22,200.00 and recurring costs of $11,355.00. The software maintenance for 2013 was
$100,892.00. The total annual cost for 2013 was $134,447.00.
In December 2018, the City Council approved M&C P-12285 to add renewal options, increase the
annual software maintenance amount up to $133,054.00, and authorize a one-time cost for
professional training services in the amount of $18,100.00. The annual cost for 2019 was
$151,154.00.
In March 2019, the City Council approved M&C P-12312 for the purchase of additional CourtView
software licenses for a one-time cost of $69,841.50, professional services for a one-time cost of
$6,883.50, and a recurring cost of $18,609.64 for maintenance for a total of $95,334.64. The annual
cost for 2019 consisted of software maintenance in the amount of $133,054.00, professional training
services at $18,100.00 authorized under M&C P-12285 and $95,334.64 authorized by M&C P-12312
for a total of $246,488.64.
This M&C requests authorization for a contract amendment to complete the planned Phase II upgrade
of the CourtView Case Management System interface with Tyler Technologies E-citation software.
The enhanced interface will expand its capability to receive all case types (Traffic, Parking, and
General citations) and include all required data fields. The one-time cost of the integration
enhancement is $46,741.50. The annual software maintenance cost for 2023 is $160,111.00. Upon
approval of this M&C and execution of the contract amendment, the total costs for 2023 will be
$206,852.50.
Year
One -Time
Cost
Notes
Annual Software Total Annual
Maintenance Cost
2023
$46,741.50
Up to 5\%
contractual
increase
$160,111.00
2024
Up to 5\%
contractual
increase
$206,852.50
$168,116.55 $168,116.55
2025
Up to 5\%
contractual $176,522.38
increase
$176,522.38
Year
One -Time
Cost
Notes
Annual Software Total Annual
Maintenance Cost
2026
Upto5\%
contractual $185,348.50 $185,348.50
increase
2027
Up to 5\%
contractual $194,615.92 $194,615.92
increase
Total
Up to 5\%
contractual $884,714.35 $931,455.85
increase
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, the agreement for the enhanced interface
professional services will begin upon execution of the contract amendment and expire December 31,
2024.
RENEWAL OPTIONS: This M&C requests authorization to extend the current agreement through
December 31, 2024 and provide for up to four (4) additional one-year renewal terms at the City's
option. Annual Support fees are subject to an increase not to exceed 5\%. The final renewal shall
begin January 1, 2027 and expire December 31, 2027. 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.
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 FY22 Courts eCitation project and the Special Revenue
MC Fund for the Court Technology Fees project to support the approval of the above
recommendation and execution of the contract. Prior to an expenditure being incurred, the
Information Technology Solutions Department and Municipal Courts Department have the
responsibility to validate the availability of funds.
TO
FROM
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Department
ID
Account
Project
ID
Program
Activity
Budget
Year
Reference #
(Chartfield 2)
Amount
Fund
Department
ID
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Program
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Submitted for City Manager's Office by:
Originating Department Head:
Additional Information Contact:
Valerie Washington (6192)
Kevin Gunn (2015)
Mark DeBoer (8598)
ATTACHMENTS
04COURTVIEW PROF SERVICES ECITATION INTEGRATION.docx (CFW Internal)
FID Table CourtView.XLSX (CFW Internal)