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Home My WebLink AboutContract 55409-A4CSC No. 55409-A4 AMENDMENT NO.4 TO CITY OF FORT WORTH CONTRACT 55409 This Fourth 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 Apex Systems, LLC ("Vendor"), Buyer and Vendor may be referred to individually as a Party and collectively as the Parties. WHEREAS, on March 12, 2021 the Parties entered into City Secretary Contract 55409 through a Texas Department of Information Resources Cooperative Contract to provide staff augmentation services ("Agreement/Contract"); WHEREAS, the Parties wish to amend the Agreement to increase the annual amount by $1,247,340.00 for the new annual not to exceed amount of $5,621,340.00 for year 1, and a 5% increase each year for years 2 through 4. 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 increase the annual amount by $1,247,340.00 for the new annual not to exceed amount of $5,621,340.00 for year 1, and a 5% increase each year for years 2 through 4. 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. OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Fourth Amendment to Fort Worth City Secretary Contract No. ###### Page I of 4 ACCEPTED AND AGREED: CITY OF FORT WORTH: By: Name: Mark McDaniel Title: Deputy City Manager Date: May 13, 2024 APPROVAL RECOMMENDED: /.� G;- By: Name: Kevin Gunn Title: Director, IT Solutions Department 4,pg4Unn�� ppF FORT 44 ATTEST: a A o � o�� o dv8 °=0 yaA.n�(. �-a- /J YQ�n nc d454pa By: /U Name: Jannette Goodall Title: City Secretary VENDOR: Apex Systems, LLC DocuSigned by: I�ac�lce py.Qc�.M•r� By: nn G z nrzRn za Name: i<oehler Andermatt Title: Client Director Date: 5/6/2024 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: Cynthia Tyree Title: Assistant IT Solutions Director APPROVED AS TO FORM AND LEGALITY: �� By: Name: Taylor Paris Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 24-0309 Approved: 4/23/24 1295:2023-1107275 ATTEST: L Name: Title: OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Fourth Amendment to Fort Worth City Secretary Contract No. ###### Page 2 of 4 Exhibit A Fourth Amendment to Fort Worth City Secretary Contract No. ###### Page 3 of 4 Exhibit B Fourth Amendment to Fort Worth City Secretary Contract No. ###### Page 4 of 4 ACITY COUNCIL AGEND Official site of the City of Fort Worth, Texas FORTWORTH Create New From This M&C REFERENCE "'M&C 24- 041NFORMATION DATE: 4/23/2024 NO.: 0309 LOG NAME: TECHNOLOGY STAFF AUGMENTATION CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. (ALL) Authorize Amendments to the City Secretary Contracts for Staff Augmentation Services to Increase Annual Staff Augmentation Authorization by $1,247,340.00 for a Total Annual Authorization of $5,621,340.00 and Add Four Annual Renewal Options for the Information Technology Solutions Department RECOMMENDATION: It is recommended that the City Council authorize amendments to the City Secretary Contracts for staff augmentation services to increase the annual staff augmentation authorization by $1,247,340.00 for a total annual authorization of $5,621,340.00 and add four annual renewal options for the Information Technology Solutions Department. DISCUSSION: In November 2016, City Council approved Mayor & Council Communication (M&C) C-27983 authorizing agreements with four vendors to provide technology -related staff augmentation services in a combined aggregate amount of $2,100,000.00 annually under Texas Department of Information Resources (DIR) cooperative contracts. Since 2016, through various M&Cs, C-28636, C-28999, 20- 0410, 21-0084, 21-0456, 21-0733, 22-0444, 22-1020, 23-0119, the Information Technology Solutions (ITS) has expanded the number of vendors to eight for an annual combined authorization of $4,374,000.00 for information technology -related staff augmentation using DIR, Houston -Galveston Area Council (H-GAC), and General Services Administration (GSA) cooperative contracts. As the City's need for current or updated information technology hardware and software has increased, so has the need for skilled information technology professionals to supplement City staff implementing the technology. The current authorization for $4,374,000.00 allows for the use of contractors to perform tasks related to the cyber security, project management, ERP ongoing maintenance and support, assistance with network work configurations, along with Help Desk, Desktop and Hardware support. Staff augmentation is also used to bring in highly skilled consultants to fill vacancies in a "contract to hire model'. Furthermore, this funding allowed for assistance for one-time capital projects support provided for in the ITS Capital Program in various programmables. This Mayor and Council Communication seeks authorization to amend the staff augmentation contracts, to increase the annual staff augmentation authorization by $1,247,340.00 for a new total annual staff augmentation authorization of $5,621,340.00 to accommodate information technology - related staff augmentation needs for the City of Fort Worth using existing Information Technology Solutions Department City Secretary Contracts. The amended amount includes $1,089,000.00 requested by various City departments for their technology support needs. To accommodate growth in operational needs, capital needs and other departmental needs, it is requested that the authorization increase 5\% each year for the duration of the M&C authorization as reflected in the chart below. Current Year 1 Year 2 Year 3 Operating $2,095,200.00 $2,139,600.00 $2,246,580.00 $2,358,909.00 Capital 1,541,083.00 1,618,137.00 1,699,044.00 1,783,996.00 Depts Grants Total Amount of increase Percentage of increase 0.00 1,089,000.00 1,143,450.00 1,200,623.00 737,717.00 774,603.00 813,333.00 854,000.00 4,374,000.00 5,621,340.00 5,902,407.00 6,197,527.00 $1,247,340.00 $281,067.00 $295,120.00 Year 4 $2,476,854.00 1,873,196.001 1,260,654.001 896,700.001 6,507,404.001 $309,876.00 5\% 5\% 5\% Each of the existing staff augmentation City Secretary Contract cooperative agreements will be amended to reflect this new total authorization. Additionally, this M&C is to request authorization to add four renewal options for the ITS Department. Upon approval of this M&C, ITS will manage all executed cooperative purchase agreements for citywide needs for information technology -related staff augmentation for a total annual authorization. To select temporary technology staff, the staffing requirements are identified by ITS and recruitment requests are sent to eight staff augmentation vendors with cooperative agreements and existing City Secretary Contracts. The vendors each have equal opportunity to respond with qualified candidates and earn a minimum of ten percent of the awarded expenditures on an as -needed basis. No specific amount is guaranteed. Vendors authorized by this request are listed below. The vendors selected provide the best overall value. Cooperative City Cooperative Contract Expiration Secretary Vendor Contract Date Contract Apex Systems LLC DIR-CPO-4638 August 31, 2024 55409 GTS Technology Solutions, Inc. DIR-CPO-4526 August 31, 2024 57911 Insight Global, LLC GS-35F-0247Y March 19, 2032 51991 Internal Data Resources, Inc. dba IDR DIR-CPO-4529 August 31, 2024 57876 Luna Data Solutions, Inc. DIR-CPO-4582 August 31, 2024 54782 Robert Half International, Inc. H-GAC TS06-21 May 31, 2024 56223 System Soft Technologies, Inc. DIR-CPO-4637 August 31, 2024 56634 TEKsystems, Inc. DIR-CPO-4638 August 31, 2024 54907 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. Cooperative contracts have been competitively bid to increase and simplify the purchasing power of local government entities across the State of Texas. SUCCESSOR CONTRACTS: In the event the Texas Department of Information Resources (DIR), Houston -Galveston Area Council (H-GAC), or General Services Administration (GSA) agreements are not renewed, staff would cease purchasing at the end of the last purchase agreement coinciding with a valid cooperative agreement. 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 the DIR, H-GAC, and GSA agreements to make purchases authorized by this M&C. The DIR and H-GAC agreements are set to expire in 2024. If the agreements are extended, this M&C authorizes the City to purchase similar services under the extended contracts. If the DIR and H-GAC agreements are not extended, but DIR and H-GAC execute new cooperative contracts with each vendor and with substantially similar terms, this M&C authorizes the City to purchase the services under the new contracts. If this occurs, in no event will the City continue to purchase services under the new agreements for more than four (4) years without seeking Council approval. Funding is budgeted in the Grants Operating Federal, ITS Capital and the Info Technology Systems Funds, along with any funding as needed by other City departments as appropriated. BUSINESS EQUITY: A goal is not assigned when purchasing from an approved purchasing cooperative or public entity. 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 and execution of amendments to respective City Secretary Contracts, each will become effective and expire in accordance with the underlying cooperative agreement. RENEWAL OPTIONS: The DIR and H-GAC cooperative agreements may be renewed for four (4) additional 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 term. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current capital and operating budgets, as previously appropriated, in the Grants Operating Federal Fund for the American Rescue Plan Act project, the ITS Capital Fund for the Technology Infrastructure -IT and ERP IT projects and in the Info Technology Systems Fund to support the approval of the above recommendation and execution of the amendment. Prior to any expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. TO Fund I 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 City Manager's Office by: Mark McDaniel (6222) Originating Department Head: Kevin Gunn (2015) Additional Information Contact: Cynthia Tyree (6689) ATTACHMENTS 04 Information Technoloav Staff Auamentation.docx (CFW Internal) Apex Form 1295 for CSC No. 55409.ndf (CFW Internal) FID Table Staff Auamentation 2024.V2.xlsx (CFW Internal) GL0019-07 - Project Budget Summary_(34)_(1).xlsx (CFW Internal) GL0019-07 -Project Budget Summary _(35).xlsx (CFW Internal) GL0019-07 -Project Budget Summary _(36).xlsx (CFW Internal) GTS- Form 1295 101144825.Ddf (CFW Internal) IDR- Form 1295 101144312.Ddf (CFW Internal) Insiaht Global- Form 1295 101146616.pdf (CFW Internal) LDS- Form 1295 101144612.Ddf (CFW Internal) SST- Form 1295 101144327.Ddf (CFW Internal) TekSvstemsForm 1295 101153799.Ddf (CFW Internal)