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Home My WebLink AboutContract 49492-R5Contract Renewal Page 1 of 2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE June 14, 2024 Tyler Technologies, Inc. Attn: Legal Dept 5101 Tennyson Parkway Plano, TX 75024 Re: Contract Renewal Notice Contract No. CSC No. 49492 Renewal Term No. 5, August 1, 2024 to July 31, 2025 The above referenced Contract with the City of Fort Worth expires on July 31, 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 https://www.fortworthtexas.gov/departments/finance/purchasing. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number or email address listed below. Sincerely, City of Fort Worth IT Solutions | Finance | Contracts 200 Texas Street Fort Worth, TX, 76102 zz_IT_Finance_Contracts@fortworthtexas.gov Contract Renewal Page 2 of 2 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: By: ___________________________ Name: Mark McDaniel Title: Deputy City Manager Date: ___________________ Tyler Technologies, Inc. By: ___________________________ Name:_____ Title: _ Date: _______ 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:2 -06 Approval Date:0 //202 Form 1295:N/A 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: Steven Vandever Title: Sr. IT Solutions Manager City Secretary: By: ______________________________ Name: Jannette Goodall Title: City Secretary                                                                                                                                                                                                                     Official site of the City of Fort Worth, Texas CITY COUNCIL AGENDA Create New From This M&C DATE:8/8/2023 REFERENCE NO.: **M&C 23- 0614 LOG NAME: 04TYLER TECHNOLOGIES ECITATION SOFTWARE AND HARDWARE CODE:C TYPE:CONSENT PUBLIC HEARING:NO SUBJECT: (ALL) Authorize a Contract Amendment to City Secretary Contract No. 49492 with Tyler Technologies, Inc. in the Amount of $25,000.00 Using a Cooperative Agreement for a Total Annual Contract Amount of $2,084,716.00 for the Information Technology Solutions Department RECOMMENDATION: It is recommended that City Council authorize a contract amendment to City Secretary Contract No. 49492 with Tyler Technologies, Inc. in the amount of $25,000.00 for additional hardware and software using cooperative agreement Sourcewell Contract No. 090320-TTI, for a total annual contract amount of $2,084,716.00 for the Information Technology Solutions Department. DISCUSSION: On August 1, 2017, City Council approved Mayor and Council Communication (M&C) P-12078 for an Electronic Citation Solution with Tyler Technologies, Inc. using a cooperative agreement for a total contract amount of $682,736.00 and approximately $70,000.00 for maintenance the second year. February 1, 2022, the City executed City Secretary Contract (CSC) No. 49492 Amendment No. 2 to add 128 eCitation software licenses in the amount of $99,328.00. On March 29, 2022, the City executed CSC 49492 Amendment No. 3 to add two eCitation printers at a one-time cost of $5,084.00. On June 9, 2022, the City executed CSC 49492 Amendment No. 4 to add two eCitation software licenses in the amount of $1,600.00 with a recurring cost of $448.00. After the fourth amendment, the total contract price was $789,196.00 City Council approved M&C 22-0469 on June 14, 2022, to purchase additional eCitation software licenses and associated hardware in the amount of $1,185,336.00, including $75,583.00 in recurring costs, and authorized four (4) one-year renewals in an amount up to $250,000.00 annually, for a new total contract authorization of $2,050,115.00. Thereafter, the City executed Amendment No. 5 on June 21, 2022. On August 9, 2022, the City executed CSC 49492 Amendment No. 6 to add printers and batteries at a cost of $2,595.00. The total amount of the contract following execution of Amendment No. 6 was $2,052,710.00. CSC 49492 Amendment No. 7 added Panasonic hardware and accessories for a one- time cost of $6,530.00 and a recurring cost of $476.00. The total amount of the contract is currently $2,059,716.00. This M&C is to request authorization to execute CSC 49492 Amendment No. 8 in the amount of $25,000.00 for additional eCitation hardware and software using cooperative agreement Sourcewell Contract No. 090320-TTI. This M&C will also clarify the total not-to-exceed amount of the contract, not stated in previous M&Cs. Upon City Council approval and execution of CSC 49492 Amendment No. 8 the total amount of the contract will be $2,084,716.00. Funding is budgeted in the Other Contractual Services account of the TPW Parking Meters Department within the Municipal Parking Fund. Page 1 of 3M&C Review 8/9/2023http://apps.cfwnet.org/council_packet/mc_review.asp?ID=31241&councildate=8/8/202 3 Fund Department ID Account Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount Fund Department ID Account Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount 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. Sourcewell contracts are competitively bid to increase and simplify the purchase power of government entities. SUCCESSOR CONTRACTS: In the event the Sourcewell contract is not renewed, staff would cease purchasing at the end of the last purchase agreement coinciding with a valid Sourcewell 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 Sourcewell contract to make purchases authorized by this M&C. Sourcewell Contract No. 090320-TTI is set to expire November 2, 2024. If Sourcewell Contract No. 090320-TTI is extended, this M&C authorizes the City to purchase similar equipment and supplies under the extended contract. If Sourcewell Contract No. 090320-TTI is not extended but Sourcewell executes a new cooperative contract with Tyler Technologies, Inc. and with substantially similar terms, this M&C authorizes the City to purchase the equipment and supplies under the new Sourcewell contract. If this occurs, in no event with the City continue to purchase goods and services under the new agreement for more than three (3) years without seeking Council approval. BUSINESS EQUITY: A goal is not assigned when purchasing from an approved purchasing cooperative or public entity. AGREEMENT TERM: Upon City Councils approval, this agreement shall begin upon execution of the contract amendment and expire in accordance with the terms and conditions of the Sourcewell contract. RENEWAL TERMS: This Agreement may be renewed up to three (3) one-year renewal terms in accordance with the terms and conditions of the Sourcewell 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. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the Municipal Parking Fund to support the approval of the above recommendation and execution of a contract amendment. Prior to any expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. TO FROM Submitted for City Manager's Office by:Valerie Washington (6192) Originating Department Head:Kevin Gunn (2015) Additional Information Contact:Mark DeBoer (8598) Page 2 of 3M&C Review 8/9/2023http://apps.cfwnet.org/council_packet/mc_review.asp?ID=31241&councildate=8/8/202 3 ATTACHMENTS 04TYLER TECH ECITATION SOFTWARE AND HARDWARE.docx (CFW Internal) FID Table Tyler.XLSX (CFW Internal) Page 3 of 3M&C Review 8/9/2023http://apps.cfwnet.org/council_packet/mc_review.asp?ID=31241&councildate=8/8/202 3