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Home My WebLink AboutContract 51829-A6CSC No. 51829-A6 AMENDMENT NO. 6 TO CITY OF FORT WORTH CONTRACT 51829 This Sixth 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 Carahsoft Technology Corporation ("Vendor"), Buyer and Vendor may be referred to individually as a Party and collectively as the Parties. WHEREAS, on January 29, 2019, the Parties entered into City Secretary Contract 51829 to provide professional services related to the use of the Perceptive Content Software ("Agreement/Contract"); WHEREAS, the parties previously amended the Agreement to include additional purchases and, most recently, to upgrade the automated invoice management system; WHEREAS, pursuant to M&C 23-0292 and including previous administrative authority, the City was authorized to increase the maximum spend of the Agreement to an amount not to exceed $927,565.87; WHEREAS, the Parties wish to further amend the Agreement to add attachment A-3 Statement of Work and Carahsoft Hyland and Quote 42272792 in the one-time cost of $6,200.00; WHEREAS, the Parties wish to amend the Agreement to add a provision to authorize the City to issue payment before a renewal term begins for the City Secretary Contract. 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 include Attachment A-3, attached to this Sixth Amendment, Carahsoft Professional Services Quote dated December 14, 2023 and Carahsoft Hyland Quote 42272792 for a total amount of $6,200.00. The total contract amount will not exceed $933,765.87. As may be necessary, as determined by City in its sole discretion, City may issue payment to Vendor for a renewal term up to 30 days prior to its effective date, once properly executed. This early payment provision is solely to ensure any subscription, support, or license term does not lapse between any exercised contract renewal. Such early payment, if exercised, is specifically designated for the subsequent renewal term of the subscription or license quoted to the City. 3. 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. OFFICIAL RECORD Sixth Amendment to Fort Worth City Secretary Contract No. 51829 CITY SECRETARY Page 1 of 2 FT. WORTH, TX 4. 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. ACCEPTED AND AGREED: CITY OF FORT WORTH: Marx McDaniel By: Mark McDaniel (Feb 5, 2024 20:35 CST) Name: Mark McDaniel Title: Deputy City Manager Date: Feb 5, 2024 APPROVAL RECOMMENDED: By: Name: Kevin Gunn Title: Director, IT Solutions Department 4g4ORr 44bRb ATTEST: e' F...o. 00 By: ni 0! o .� xa°ogOaa U11 Name: Jannette Goodall Title: City Secretary VENDOR: Carahsoft Technology Corporation By: Aui Name: Arnarkda Granlund Title: Sales Manager Date: 1/25/2024 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: Name: David Zellmer Title: Sr. IT Solutions Manager APPROVED AS TO FORM AND LEGALITY: By: Name: Taylor Paris Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 23-0292 Approved: 4/24/2023 1295:2023-980504 ATTEST: Name: Title: OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Sixth Amendment to Fort Worth City Secretary Contract No. 51829 Page 2 of 2 Contract#: SP-31141-HYL008604 Attachment A-3 Carahsoft CHANGE ORDER Carahsoft Technology Corp. for the benefit of City of Fort Worth, TX Proposal #: PSQ-24657 Parent Proposal #: PSQ-21690 Document Version: 1.0 Document Date: 12/14/2023 THIS PROPOSAL WILL EXPIRE 120 DAYS FROM THE ABOVE DATE UNLESS SIGNED BY BOTH PARTIES. HSI#: 31141 (Hyland internal Customer number) Contract#: SP-31141-HYL008604 OVERVIEW OF CHANGED CONTRACT The purpose of this Change Order is to define the goals, scope, fees, and other important details supporting the delivery of Professional Services for one or more projects defined within. Carahsoft Technology Corp and Hyland Software, Inc. ("Hyland") for the benefit City of Fort Worth, TX ("End User") have entered into an Agreement SP-31141-HYL000978; the parties now desire to revise the services described in the aforementioned agreement and by executing this Change Order agree to the changes specified herein to the aforementioned agreement. Upon execution of this Change Order, the parties mutually agree that this Change Order shall be and become an amendment to the aforementioned agreement. DESCRIPTION OF CHANGE(S) In addition to services provided under the aforementioned agreement, Hyland will provide the following services: Solution Enhancements Summary: 1. Map two (2) additional two (2) PO Header values (Requisition Information) in Perceptive Content; A. Solution updates include but are not limited to iScript/eForm updates, two (2) new Custom Properties (String), View column display updates, Accrual Report mapping updates, etc.; and 2. "Accounting Date" Default/Calculation Updates A. Perform additional lookup to PeopleSoft DB date range, compare to PO Line Receipt accordingly based on results/calculation. Assumptions View to determine "open payables" Date(s), and set "Accounting Date" Except as amended herein, all scope, terms and pricing remain the same. Contract#: SP-31141-HYL008604 PRICING Customer acknowledges that the Professional Services pricing is based solely on the information provided to Hyland and referenced in the above Description of Changes. Change Order Pricing Time and Materials Projects Project 1 - Perceptive Content and Brainware Upgrade $6,200.00 Change Order Total USD $6,200.00 Resource GSA SKU Hours Hourly Rate Project 1 — Perceptive Content Upgrade Professional Services Solution Development 700150 14 $200.00 Professional Services Project Manager 700000 3 $200.00 Professional Services Consultant 700010 14 $200.00 The parties agree that any Services described in this Change Order that have been performed prior to the execution of this Change Order by the parties nevertheless shall be covered by all terms and conditions of this Change Order. The Change Order Amount specified above is an estimate only. Carahsoft will charge and bill services fees to Customer for the Services provided by Hyland under or in relation to this Change Order on a time and materials basis, plus travel and expenses. All estimates of fees or time required to complete the project are provided for convenience purposes only and are approximations of the anticipated amount of time needed to complete the project. Customer will be invoiced based on the amount of time actually required to complete the project and the applicable hourly fees. Contract#: SP-31141-HYL008604 SIGNATURES Carahsoft Technology Corp. I W, Name: (Print) Elaine Shadid Title: Service Contract Specialist Date: 01 /26/2024 City of Forth Worth,TX By: Maf k MGDaniell Mark McDaniel (Feb 5, 202420:35 CST) Name: Mark McDaniel Title: Deputy City Manager Date: Feb 5, 2024 Purchase Order #: (Invoices issued hereunder may not reflect a PO number if this field is not completed) *** END OF DOCUMENT *** 4 M&C Review Page 1 of 2 ACITY COUNCIL AGEND Create New From This M&C DATE: 4/25/2023 REFERENCE **M&C 23- LOG NAME NO.: 0292 CODE: C TYPE: CONSENT PUBLIC HEARING: Official site of the City of Fort Worth, Texas Fo H 04AMEND CITY SECRETARY CONTRACT 51829 CARAHSOFT HYLAND AIM NO SUBJECT: (ALL) Authorize an Amendment to City Secretary Contract 51829 with Carahsoft Technology Corporation for an Upgrade to the Automated Invoice Management System in the Amount of $140,806.00 Using a Cooperative Agreement for the Information Technology Solutions Department RECOMMENDATION: It is recommended that City Council authorize an amendment to City Secretary Contract 51829 with Carahsoft Technology Corporation for an upgrade to the Automated Invoice Management system in the amount of $140,806.00 using General Services Administration Contract No. GS-35F-0119Y for the Information Technology Solutions Department. DISCUSSION: On January 29, 2019, City Council approved Mayor and Council Communication (M&C) P-12292 authorizing agreements with Carahsoft Technology Corporation for software, training, services and support for an Automated Invoice Management system using General Services Administration (GSA) Contract GS-35F-0119Y in an amount up to $704,166.00. The City entered into City Secretary Contract (CSC) 51829 with Carahsoft Technology Corporation for the Hyland, LLC Automated Invoice Management (AIM) system and professional services. The current version of AIM is approaching end of life and support in 2023. The City needs to move forward with upgrading the software to the most recent supported version. The amendment to CSC 51829 will provide for professional services to implement the upgrade at a one-time cost of $140,806.00. IT Solutions staff will be trained for any future AIM upgrades. The upgrade project is expected to be completed in three to five months. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a cooperative purchasing agreement satisfies any state law requiring that the local government seek competitive bids for the purchase of items. General Services Administration Multiple Award Schedule Contracts are competitively bid to increase and simplify the purchasing power of government entities. BUSINESS EQUITY - A goal is not assigned when purchasing from an approved purchasing cooperative or public entity. AGREEMENT TERM: Upon City Council's approval, this agreement shall begin upon execution and expire in accordance with the terms and conditions of GSA Contract GS-35F-0119Y. RENEWAL OPTIONS: The Agreements may be renewed up to for two one-year renewal 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 terms. 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. http://apps.cfwnet.org/council_packet/mc review.asp?ID=30919&councildate=4/25/2023 1/26/2024 M&C Review Page 2 of 2 Funding is budgeted in the ITS Other General Government Department's ITS Capital Fund for the purpose of funding the FY23 Hyland (AIM) project, as appropriated. 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 FY23 Hyland (AIM) 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 Budget Reference # Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for Citv Manager's Office bv: Valerie Washington (6192) Oriainatina Department Head: Kevin Gunn (2015) Additional Information Contact: Donlen Ruffin (2017) ATTACHMENTS 04AMEND CITY SECRETARY CONTRACT 51829 CARAHSOFT HYLAND AIM funds availabilitv.Ddf (CFW Internal) 04AMEND CITY SECRETARY CONTRACT 51829 CARAHSOFT HYLAND AIM Updated FID.xlsx (CFW Internal) Form 1295 2023-980504.Ddf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=30919&councildate=4/25/2023 1/26/2024