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HomeMy WebLinkAboutContract 48499-R2CITY OF FORT WORTH CONTRACT RENEWAL NOTICE October 2, 2023 Motorola Solutions, Inc. Attn: Legal Dept 500 W. Monroe St., 43rd Floor Chicago, IL CSC No. 48499-R2 Re: Contract Renewal Notice Contract No. CSC No. 48499 (the "Contract") Renewal Term No. 2: December 14, 2023 to December 13, 2024 The above referenced Contract with the City of Fort Worth expires on December 13, 2023 (the "Expiration Date"). Pursuant to the terms Contract, the Contract may be renewed at the City's discretion for up to four one-year renewal terms. This letter is to inform you that the City is exercising its right to renew the Contract for an additional one (1) year period, which will begin immediately after the Expiration Date. All other terms and conditions of the Contract remain unchanged. Please return this signed acknowledgement letter and current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. Failure to provide a signed acknowledgment does not affect the renewal. To ensure that your company information is correct and up-to-date, please log onto PeopleSoft Purchasing at https://www.fortworthtexas.gov/departments/finance/purchasing. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Katie May Administrative Assistant 200 Texas Street Fort Worth, TX, 76102 Katherine.may@fortworthtexas.gov (817) 392 - 8894 Contract Renewal OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: By: Valerie Washington (Nov 1, 202316:30 CDT) Name: Valerie Washington Title: Assistant City Manager Date: Nov 1, 2023 Motorola Solutions, Inc.: By: cauxz.J Name: Clay'Cassard Title: MSSSI Territory Vice President Date: October 16, 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: 21-0939 Approval Date: 12/14/2021 Form 1295: 2021-824867 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 27, 2023 10:26 CDT) Name: Steven Vandever Title: Sr. IT Solutions Manager City Secretary: By: Qom, A .Lanr..S.as Name: Jannette Goodall Title: City Secretary Contract Renewal OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX MOTOROLA SOLUT/ONS PremierOne CSR CONTRACT EXTENSION PROPOSAL 0 MOTOROLA SOLUTIONS PREMIERONE CSR CONTRACT EXTENSION PROPOSAL: City of Fort Worth, TX October 26, 2023 Data Restrictions This proposal is considered Motorola Solutions confidential and restricted. The proposal is submitted with the restriction that it is to be used for evaluation purposes only, and is not to be disclosed publicly or in any manner to anyone other than those employed by the City of Fort Worth required to evaluate this proposal without the express permission of Motorola Solutions, Inc. This proposal is valid until December 13, 2023. MOTOROLA SOLUTIONS, MOTOROLA and the Stylized M Logo are registered in the U.S. Patent & Trademark Office. All other product or service names are the property of their respective owners. © Motorola Solutions, Inc. 2023. Motorola Solutions Confidential Proprietary Page 1 MOTOR LA SOLLiTDONS PREMIERONE CSR CONTRACT EXTENSION PROPOSAL PremierOne CSR Contract Extension Proposal October 26, 2023 Krishna Mohan Gollamudi IT Project Manager, IT Solutions City of Fort Worth 275 W. 13th Street Fort Worth, TX 76102 Subject: PremierOne CSR Contract Extension Proposal. Proposal # PSVCFW10262023 Motorola Solutions is pleased to present the City of Fort Worth with the following proposal for the extension of contract #48499 signed on December 23, 2016 between the City of Fort Worth and Motorola Solutions. Section 3.3 of the contract provides the City the option to renew the agreement at the same cost for four (4) additional one (1) year terms. This proposal represents the third of the additional terms leaving the City the option of one (1) additional one (1) year terms. All terms and conditions of the contract will remain in effect for the extension period. Please review the proposal and contact me if you have any questions. I can be reached at 404- 402-6078 or k.leverett@motorolasolutions.com Sincerely, Kenny Leverett National Sales Director, Public Service Motorola Solutions, Inc. Motorola Solutions Confidential Proprietary Page 2 0 MOTOROLA SOLLIT/ONS PREMIERONE CSR CONTRACT EXTENSION PROPOSAL PremierOne CSR Contract Extension Pricing Description Price PremierOne CSR Annual Cloud Services Motorola Solutions to provide annual cloud services for the hosting and support of the PremierOne CSR solution. Includes Motorola's Service Offerings, Citizen Mobile Apps, CSR Mobile Apps (field worker) and full conference attendance for two people to attend the annual CSR user group conference. Annual pricing to remain the same as outlined in the contract based on the original system subscriptions. Increases in the number of subscriptions for CSR or the CSR Mobile Apps will increase the annual cloud service pricing. $322,704.00 Annual Services for the Contract Extension S322,704.00 Motorola Solutions Confidential Proprietary Page 3 M&C Review Page 1 of 3 CITY COUNCIL AGENDA Create New From This M&C DATE: 12/14/2021 REFERENCE NO.: **M&C 21- 0939 LOG NAME: Official site of the City of Fort Worth, Texas FORT WORTII 04RENEW CITY SECRETARY CONTRACT NO. 48499 CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Amendment to City Secretary Contract Number 48499 to Add Four (4) One -Year Renewal Options for Motorola Customer Relationship Management Solution, Authorize a One -Time Expenditure of Phase Three Implementation in the Amount of $193,320.00 and Additional Funds for Licenses, Maintenance, and Services in an Annual Amount $322,704.00 for a Combined Fiscal Year 2022 Annual Amount of $516,024.00 for the Information Technology Solutions and Communications & Public Engagement Departments RECOMMENDATION: It is recommended that the City Council: 1. Authorize an amendment to City Secretary Contract 48499 to add four (4) one-year renewal options for the Motorola Customer Relationship Management Solution; 2. Athorize a one-time fee of the Phase Three implementation in the amount of $193,320.00; and 3. Authorize additional funds for licenses, maintenance, and services in an annual amount of $322,704.00 for a combined Fiscal Year 2022 annual amount of $516,024.00 for the Information Technology Solutions and Communications & Public Engagement Departments. DISCUSSION: On December 13, 2016, City Council approved Mayor and Council Communications (M&C) P-11983 for an enterprise solution to transform the manner in which the City of Fort Worth interacts with its residents, businesses, visitors and the community at large. The Customer Relationship Management (MyFW) system, Motorola's PremierOne CSR hosted solution, has enhanced the efficiency through multiple communications channels and provides a common point of origin for city services. MyFW implementation occurred in three phases: • Phase 1 included Code Enforcement with one interface for CodeOps and was implemented April 2, 2017. • Phase 2 included Code, Animal Care & Control, Solid Waste, Consumer Health and Environmental, Transportation & Public Works (Traffic, Streets, Stormwater, Construction and Parking), Park & Recreation (Contract Mowing, Graffiti Abatement and Forestry), Mayor's Office, City Secretary's Office, City's Manager's Office and Human Resources (Benefits) with five interfaces for PetPoint, ISM, Accela, VueWorks and ITSM. Phase 2 was completed on December 1, 2020. • Phase 3 includes Park & Recreation (Internal Mowing, Trades and Districts) Police, Neighborhood Services, Water, IT Solutions, Aviation, Library, Solid Waste (Contract Mowing / Litter), Development Services, Human Resources (Risk Management), Public Events, Fire, Municipal Courts, Mayor's Office (City Call Center build for taking their calls), Property Management and Economic Development with six interfaces completed October 15, 2021. It was determined Directions Home, Diversity & Inclusion, Planning & Data Analytics and Financial Management Service would continue on their current systems or seek a solution from IT Solutions for internal services. The remaining portions of Phase 3 include the MyFW App update for the last new requests and reporting for Park & Recreation Contract Mowing to be completed for the final one- time amount of $193,320.00 (final Phase 3 cost). http://apps.cfwnet.org/council packet/mc review.asp?ID=29487&councildate=12/14/2021 10/27/2023 M&C Review Page 2 of 3 With this M&C, staff requests that the City Council authorize an amendment to City Secretary Contract (CSC) 48499 to add four (4) one-year renewal options for the MyFW program. Further, with this M&C, the City Council will authorize additional funds for license renewals, maintenance, and other services to be added to the existing agreement in an annual amount of $322,704.00. As a result, this M&C will authorize an amendment to the agreement for a new total annual amount not to exceed $3,158,338.00 and an additional one-time fee of $193,320.00 for the final phase 3 costs. DVIN-BE: A waiver of the goal for M/WBE subcontracting requirement was approved by the Office of Business Diversity, in accordance with the M/WBE or BDE Ordiancne, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERMS — Upon City Council's approval, the existing agreement will be renewed in accordance with current coverage period of December 14, 2021 through December 13, 2022. RENEWAL OPTIONS — After expiration of the first renewal term on December 13, 2022, the agreement may be renewed for up to three remaining 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 & operating budgets, as previously appropriated, in the General Fund and the General Gas Lease Capital Prj Fund for the Customer Rel Mgmt (CRM) System project to support the approval of the above recommendations and execution of the agreement. Prior to an expenditure being incurred, the Information Technology Solutions and Communications & Public Engagement departments have the responsibility to validate the availability of funds. TO Fund Department ID Account Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount FROM Fund Department ID Account Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount Submitted for City Manager's Office by: Originating Department Head: Additional Information Contact: Valerie Washington (6192) Kevin Gunn (2015) Kevin Gunn (2015) ATTACHMENTS 04RENEW CITY SECRETARY CONTRACT NO. 48499 funds availability.docx (CFW Internal) CS 48499 Amendment No 2 vendor signed.pdf (Public) CS 48499.pdf (Public) FID TABLE Motorola CRM.xlsx (CFW Internal) Form 1295 Certificate 100846305.pdf (CFW Internal) http://apps.cfwnet.org/council packet/mc review.asp?ID=29487&councildate=12/14/2021 10/27/2023 M&C Review Page 3 of 3 Waiver 48499 Motorola CRM.pdf (CFW Internal) http://apps.cfwnet.org/council packet/mc review.asp?ID=29487&councildate=12/14/2021 10/27/2023