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Home My WebLink AboutContract 56024-R3DocuSign Envelope ID: 9A8DAC2C-4244-4026-813D-83665B72E1A5 CITY OF FORT WORTH CSC No. 56024-R3 CONTRACT RENEWAL NOTICE November 15, 2023 SHI Government Solutions Inc. Attn: Legal Department PO Box 847434 Dallas, TX 75284-7434 Re: Contract Renewal Notice Contract No. CSC No. 56024 (the "Contract") COOP#: 2018011-02 Renewal Term No. 3: March 1, 2024 to February 28, 2025 The above referenced Contract with the City of Fort Worth expires on February 28, 2024. 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 httos://www.fortworthtexas.2ov/departments/finance/l)urchasina. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Erica Sparks Administrative Assistant 200 Texas Street Fort Worth, TX, 76102 erica. sparks (a)fortworthtexas. aov (817) 392-7805 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 DocuSign Envelope ID: 9A8DAC2C-4244-4026-813D-83665B72E1A5 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: V �M _ W"'^'.. L By: Valerie Washington (Dec 11, 202310:59 CST) Name: Valerie Washington Title: Assistant City Manager Date: Dec 11, 2023 SHI Government Solutions Inc. aDocu Signed by: :47-/ By:lll&Uhl Name: Title: Manager- Contracts Date: 11/22/2023 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: 19-0296 Approval Date: 11-12-19 Form 1295: 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: Mark Deboer(Dec 7,202314:13 CST) Name: Mark Deboer Title: Assistant Director, IT Solutions City Secretary: By: () Name: Jannette Goodall Title: City Secretary 4.p44�pQ�� rA F EORt�a��0 a°moo o e�9� a dVo oM °a B rl. 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WORTH, TX Contract Renewal Page 2 of 2 CITY COUNCIL AGENDA Create New From This M&C Official site of the City of Fort Worth, Texas Fo RT Wo RT H REFERENCE **M&C 19- LOG 13P AMENDMENT TO SOFTWARE DATE: 11/12/2019 NO.: 0296 NAME: LICENSES AND RELATED SERVICES SHI JC CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize an Amendment to Existing Purchase Agreement with SHI Government Solutions, Inc. for the Purchase of Software Licenses and Related Services to Increase the Amount by $650,000.00 for a Total Annual Amount to $1,400,000.00 for the Information Technology Solutions Department (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize an amendment to existing purchase agreement with SHI Government Solutions, Inc. for the purchase of software licenses and related services to increase the amount by $650,000.00 for a total annual amount to $1,400,000.00 for the Information Technology Solutions Department. DISCUSSION: The purpose of this M&C is to amend M&C P-12275, approved by the City Council on November 13, 2018. The M&C authorized the execution of a Purchase Agreement with SHI Government Solutions in the annual amount of $750,000.00 using National IPA Contract No. 2018011-02 and The Department of Information Resources Contract No. DIR-TSO-4092. The Purchase Agreement was increased by $100,000.00 using the Administrative Change Order allowed by M&C P-12275 in September 2019, for a total annual amount of $850,000.00. The Information Technology Solutions (ITS) Department uses the cooperative contracts agreements to purchase computer software packages, software maintenance and related services for desktops, laptops and other smart devices. Software packages include, but are not limited to, Adobe products, VMware products, monitoring software, security software, backup tools, specialty Microsoft products such as Visio, Project and other department required software. ITS was notified that Microsoft Office 2010 will reach its end of support in 2020. This support lifecycle provides for technical support, bug fixes for discovered issues and security solutions for vulnerabilities. Due to this end of support, all users of Microsoft Office 2010 were preemptively upgraded. ITS is now aware that additional funds are needed to support this project as they were not initially included in the M&C approved on November 13, 2018. COOPERATIVE PURCHASE: State Law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies state laws requiring that the local government seek competitive bids for purchase of the item. The National Intergovernmental Purchasing Alliance (NIPA) and the Texas Department of Information Services (DIR) contracts have been competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. PRICE ANALYSIS: The NIPA and DIR contracts offer fixed discounts. Staff reviewed pricing and determined it to be fair and reasonable. M/WBE: A MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. SUCCESSOR CONTRACTS: To facilitate planning and budgeting, Staff would prefer to have annual Agreements that align with the Fiscal Year. However, the NIPA and DIR contract are out of alignment with the City's Fiscal Year. The current terms of the contracts are: AGREEMENT NUMBER EXPIRATION DATE National IPA 2018011-02 2/28/2023 D I R-TSO-4092 2/21 /2024 In order for these Agreements to align with the City's =iscal Year, adoption of this M&C technically authorizes (i) a series of Purchase Agreements, each of which will align to the terms of the respective cooperative contracts to ensure legal authority exists for the contract, and (ii) an annual spend amount, future years of which would be subject to City Council appropriation. In the event that a cooperative contract is not renewed, staff would cease purchasing at the end of the last Purchase Agreement coinciding with the valid cooperative contract. If the City Council were to not appropriate funds for a future year, staff would stop making purchases when the last appropriation expires, regardless of whether the then -current Purchase Agreement has expired. The City will initially use these cooperative contracts to make purchases authorized by this M&C. The cooperative contracts expire on various dates. If a cooperative contract is extended, this M&C authorizes the City to purchase similar software and services under the extended contracts. If a cooperative contract is not extended, but a new cooperative contract is executed with SHI Government Solutions, Inc., with substantially similar terms as the previous cooperative contract, this M&C authorizes the City to purchase the equipment and supplies under the new cooperative contract. 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, this agreement will commence upon execution by both parties and continue in accordance with the terms and conditions of National IPA 2018011-02 and DIR-TSO-4092 or applicable successive contract for the same services. RENEWAL OPTIONS: The agreement may be renewed for additional terms according to the cooperative agreement at the City's options to renew. 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. Staff anticipates the cost for renewal years will be approximately the same as for the first year. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the recommendations, funds are available in the current operating budget, as appropriated, in the General Fund and that, prior to an expenditure being incurred, the IT Solutions Department has the responsibility to validate the availability of funds. BQN\\ TO Fund Department Account Project ID ID FROM Fund Department Account Project ID ID Submitted for City Manager's Office by_ Originating Department Head: Additional Information Contact: Program Activity Budget Reference # Year (Chartfield 2) Program Activity I Budget ' Reference # i Year (Chartfield 2) Kevin Gunn (2015) Reginald Zeno (8517) Cynthia Garcia (8525) Jeff Cope (8313) Amount Amount ATTACHMENTS 04AMENDMENT TO SOFTWARE LICENSES AND RELATED SERVICES Corrected FID and availabilitv.xlsx (CFW Internal) Form 1295 Certificate 100564290.Ddf (CFW Internal) Form 1295 Certificate 100564291.pdf (CFW Internal) SHI SAMs report 10-14-2019.pdf (CFW Internal)