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Home My WebLink AboutContract 58142-R2CITY OF FORT WORTH CONTRACT RENEWAL NOTICE June 13, 2024 Carahsoft Technology Corp. Attn: Legal Dept 11493 Sunset Hills Road Reston, VA. 20190 Re: Contract Renewal Notice CSC No. 58142-R2 Contract No. CSC No. 58142 (the "Contract") Renewal Term No. 2, September 30, 2024 to September 29, 2025 COOP- GSA #47QSWA18D008F The above referenced Contract with the City of Fort Worth expires on September 29, 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. og v/del2arirnents/finance/l)urchasinR. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, City of Fort Worth IT Solutions I Finance I Contracts 200 Texas Street Fort Worth, TX, 76102 zz IT Finance Contracts(&fortworthtexas.�4ov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: By: �-449 `e Name: Mark McDaniel Title: Deputy City Manager Date: J u 129, 2024 Carahsoft Technology Corp. By: 9�G� Name: Jennifer Reed Title: Team Lead Date: 7/24/24 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: 23-0097 Approval Date: 02/14/2023 Form 1295: 2022-930827 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 Vand ever (Ju125, 202411:38 CDT) Name: Steven Vandever Title: Sr. IT Solutions Manager City Secretary: By: Name: Jannette Goodall Title: City Secretary ga'04U44� Pig °'�1d P ��* d Pa a a4 rEXAb°p �bRuaaa'�' OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 GOVERNMENT - PRICE QUOTATION ACCELA GOVERNMENT AT CARAHSOFT 11493 SUNSET HILLS ROAD I SUITE 100 1 RESTON, VIRGINIA 20190 MAccela PHcarahsoft ONE (703) 871-8500 1 FAX (703) 871-8505 1 TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM TO: Betty Santos FROM: Leslie Valdez Administrative Assistant Carahsoft Technology Corp. City of Fort Worth, Office of Emergency Management 11493 Sunset Hills Road 275 W 13th St Reston, Virginia 20190 Fort Worth, TX 76102 USA EMAIL: B ETTY.SANTOS@ FORTWORTHTEXAS. GOV PHONE: (817) 392-6170 EMAIL: Leslie.Valdez@carahsoft.com PHONE: (571)662-3036 TERMS: GSA Schedule No: 47QSWAl8DO08F QUOTE NO: 41323178 Term: August 22, 2018 - August 21, 2028 QUOTE DATE: 03/20/2024 FTIN: 52-2189693 Shipping Point: FOB Destination QUOTE EXPIRES: 07/01/2024 Credit Cards: VISA/MasterCard/AMEX RFQ NO: Remit To: Same as Above SHIPPING: ESD Payment Terms: Net 30 (On Approved Credit) TOTAL PRICE: $1,286,523.37 Cage Code: 1P3C5 DUNS No: 088365767 TOTAL QUOTE: $1,286,523.37 UEI: DT8KJHZXVJH5 Business Size: Other than Small Sales Tax May Apply LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE YEAR 3 ACCELA SAAS 1 MANAGEDAPPSERV-2 Managed Application Services $285,999.98 OM 1 $285,999.98 Accela Inc - MANAGEDAPPSERV-2 Start Date: 10/17/2024 End Date: 10/16/2025 2 SS21000MU305R2-611 Multi -Solution -Accela Annual (2nd Renewal Term) $1,548.55 GSA 536 $830,022.80 Accela Building and Planning Accela Inc - SS21000MU305R2 Start Date: 10/17/2024 End Date: 10/16/2025 3 SS31000SU305R2-611 Accela Public Safety Annual (2nd Renewal Term) $1,028.55 GSA 77 $79,198.35 Fire Enterprise Device Accela Inc - SS31000SU305R2 Start Date: 10/17/2024 End Date: 10/16/2025 4 ASOODAC305R2-611 Accela Enhanced Reporting Database Annual (2nd $170.34 GSA 536 $91,302.24 Renewal Term) Accela Inc - ASOODAC305R2 Start Date: 10/17/2024 End Date: 10/16/2025 YEAR 3 ACCELA SAAS SUBTOTAL: $1,286,523.37 SUBTOTAL: Year 3 of 5 TOTAL PRICE: TOTAL QUOTE: $1,286,523.37 $1,286,523.37 $1,286,523.37 Enhanced Reporting Database pricing is based on a percentage of SaaS Annual Contract Value. As SaaS Annual Contract Value increases/decreases based on seat count changes or annual uplift ERD pricing will be adjusted accordingly at contract renewal. All use of the services specified in this document shall be governed by the Accela Terms of Service available at https://www.accela.com/terms/. By placing an order, customer accepts and agrees to be bound by the Accela Licenses Agreement. CONFIDENTIAL QUOTE DATE: 03/20/2024 PAGE 1 of 1 QUOTE NO: 41323178 M&C Review Page 1 of 3 ACITY COUNCIL AGEND Create New From This M&C Official site of the City of Fort Worth, Texas Fo H REFERENCE **M&C 23- 04AMEND CITY SECRETARY DATE: 2/14/2023 NO.: 0097 LOG NAME: CONTRACT 58142 WITH CARAHSOFT TECHNOLGY CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize an Amendment to City Secretary Contract 58142 with Carahsoft Technology Corporation, Increasing the Number of Required Licenses for the Information Technology Systems Initiative Project to Fund the Accela Cloud Migration Project, Adopt Appropriation Ordinance, and Amend Fiscal Years 2023-2027 Capital Improvement Program RECOMMENDATION: It is recommended that the City Council: 1. Authorize the amendment to the City Secretary Contract 58142 increasing the total number or required licenses to access the Accela Cloud application from the original 400 to 536; 2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Special Purpose Fund in the amount of $130,888.00 from available funds, within the Developer Tech Improvement project ( City Project No. S00164) for the purpose of transferring to the General Capital Projects Fund to fund the ARPA for Information Technology Services Initiatives project related to the Accela Cloud Migration; 3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the General Capital Projects Fund in the amount of $130,888.00 transferred from the Special Purpose Fund for the purpose of funding the ARPA for Information Technology Services Initiatives project (City Project No. 103746) related to the Accela Cloud Migration; and 4. Amend the Fiscal Years 2023-2027 Capital Improvement Program. DISCUSSION: The purpose of this Mayor and Council Communication (M&C) is to appropriate funding with the General Capital Projects Fund transferred from the Special Purpose Fund to cover the costs associated with the increased of the number of departmental licenses associated with the Accela Cloud Migration. During the formulation of City Secretary Contract 58142, authorized by M&C 22-0728, an analysis of current users set the number of licenses required at 400. As a follow-up during the execution phase of the project, Development Services staff polled user departments and found that going forward the number of licenses required would need to increase from the 400 to 536, which breaks down as follows: Department Name Development Services Fire Code Compliance Water Requested Number of Licenses 279 100 34 http://apps.cfwnet.org/council_packet/mc review.asp?ID=30723&councildate=2/14/2023 2/15/2023 M&C Review Page 2 of 3 Transportation and Public Works 99 Neighborhood Services 6 Park and Recreation 10 TOTAL 536 A quote obtained from Carahsoft Technology Corporation referencing General Services Administration Schedule 47QSWAl8DO08F for the additional 136 licenses is $130,888.00, bringing the overall contract total to $1,379,887.00 for the first year. Maintenance costs for future years will include the additional 136 licenses. M&C 22-0728 authorized four additional annual renewals for City Secretary Contract 58142, using General Services Administration Schedule 47QSWAl8D008F. Funding for this project was not included in the FY2023-2027 Capital Improvement Program due to the fact it was not identified until after the budget was approved. The action in this M&C will amend the FY2023-2027 Capital Improvement Program as approved in connection with Ordinance 25773-09- 2022. Funding is available in the Developer Tech Improvements Project within the Special Purpose Fund for the purpose of transferring to the General Capital Project Fund for the ARPA for its ITS Initiatives Project. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are currently available in the Developer Tech Improvements Project within the Special Purpose Fund and upon approval of the above recommendations and adoption of the attached appropriation ordinances, funds will be available in the General Capital Projects Fund for the ARPA for ITS Initiatives Project related to Accela Cloud. Prior to expenditures being incurred, the Development Services and Information Technology Systems Departments have the responsibility of verifying the availability of funds. TO Fund Department Account Project I Program Activity ' Budget I Reference # Amount ID ID Year I (Chartfield 2) FROM Fund Department Account Project ID ID Submitted for Citv Manager's Office bv: Oriainatina Department Head: Additional Information Contact: Program Activity Budget Reference # Year (Chartfield 2) Valerie Washington (6192) Kevin Gunn (2015) Mark Deboer (8598) Amount ATTACHMENTS 04AMEND CITY SECRETARY CONTRACT 58142 WITH CARAHSOFT TECHNOLGY funds availabilitv.Ddf (CFW Internal) 04AMEND CITY SECRETARY CONTRACT 58142 WITH CARAHSOFT TECHNOLGY Updated FID.xlsx (CFW Internal) Carahsoft Form 1295 2022-930827.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=30723&councildate=2/14/2023 2/15/2023 M&C Review Page 3 of 3 ORD.APP04AMEND CITY SECRETARY CONTRACT 58142 WITH CARAHSOFT TECHNOLGY 25002 AO23 (r2).docx (Public) ORD.APP04AMEND CITY SECRETARY CONTRACT 58142 WITH CARAHSOFT TECHNOLGY 30100 AO23 (r3).docx (Public) http://apps.cfwnet.org/council_packet/mc review.asp?ID=30723&councildate=2/14/2023 2/15/2023