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Home My WebLink AboutContract 59402-R1CSC No. 59402-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE July 10, 2024 Vertosoft LLC ATTN: Legal Department 1602 Village Market Blvd SE, Suite 320 Leesburg, VA 20175 Re: Contract Renewal Notice Contract No. CSC No. 59402 (the "Contract") Renewal Term No. 1 of 1, September 29, 2024 to September 28, 2025 The above referenced Contract with the City of Fort Worth expires on September 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 httDs://www.fortworthtexas-2ov/departments/finance/Durchasin2. 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(cr�,fortworthtexas.eov 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: Name: Mark McDaniel Title: Deputy City Manager Date: J u [ 29, 2024 Vertosoft LLC By. Name: David Bail Title: Senior Director Date: 7/26/24 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: 23-0350 Approval Date: 05/09/2023 Form 1295: 2023-1004746 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 City Secretary: � s By: Name: Jannette Goodall Title: City Secretary 4.6ovvnRb Ovo Z=d° �a�� bpA4 g4pa OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 M&C Review Page 1 of 2 Official site of the City of Fort Worth, Texas ACITY COUNCIL AGEND F` H Create New From This M&C DATE: 5/9/2023 REFERENCE **M&C 23- LOG NAME: 04WORKIVA FINANCIAL NO.: 0350 REPORTING SOFTWARE CODE: C TYPE: CONSENT PUBLIC NO NO SUBJECT: (ALL) Authorize Execution of a Cooperative Purchase Agreement with Vertosoft LLC, for the Purchase and Implementation of Workiva Financial Reporting Software in an Amount Up to $250,000.00 and Two Additional Options to Renew using a Cooperative Agreement for the Information Technology Solutions Department and the Finanical Management Services Department RECOMMENDATION: It is recommended that the City Council authorize execution of a cooperative purchase agreement with Vertosoft LLC for the purchase and implementation of Workiva Government Financial Reporting Solution in an amount up to $250,000.00, using Texas Department of Information Resources DIR- TSO-4227, with two additional options to renew for the Information Technology Solutions Department and the Financial Management Services Department. DISCUSSION: The Financial Management Services Department (FMS) is responsible for the preparation and coordination of the City's Annual Comprehensive Financial Report. The current financial reporting software is at end of life for support and requires replacement. FMS engaged the Information Technology Solutions Department (ITS) to assist in a review of a replacement software platform. After the Departments' review, staff recommended replacing the current on premise software with a Software -as -a -Service platform known as Workiva. This Mayor and Council Communication (M&C) requests authorization to enter into a cooperative purchase agreement with Vertosoft LLC using Texas Department of Information Resources (DIR) cooperative purchasing contract DIR-TSO-4227 for the purchase and implementation of Workiva software. The implementation of Workiva will meet the City's financial reporting requirements and include streamlining processes, connecting data and teams, and ensure consistency and accuracy within a controlled, secure, audit -ready, cloud -based platform. 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 DIR agreement is not renewed, staff would cease purchasing at the end of the last purchase agreement coinciding with a valid DIR 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 contract to make purchases authorized by this M&C. The Cooperative Contract is set to expire on September 28, 2024. If DIR-TSO-4227 is extended, this M&C authorizes the City to purchase similar equipment and supplies under the extended contract. If DIR-TSO-4227 is not extended but DIR executes a new cooperative contract with Vertosoft LLC and with substantially similar terms, this M&C authorizes the City to purchase the equipment and supplies http://apps.cfwnet.org/council_packet/mc review.asp?ID=30977&councildate=5/9/2O23 7/26/2024 M&C Review Page 2 of 2 under the new DIR contract. If this occurs, in no event will 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. 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's approval, this agreement will become effective and expire September 28, 2024 in accordance with the DIR contract. The agreement will renew on an annual basis thereafter. RENEWAL OPTIONS - This agreement may be renewed for up to 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 term. Funding is budgeted in the ITS Other General Government Department's ITS Capital Fund for the purpose of funding the FY23 Workiva ACFR Automation 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 Workiva ACFR Automation project to support the approval of the above recommendation and execution of the agreement. Prior to an 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 I Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for Citv Manager's Office bv: Valerie Washington (6192) Oriainatinci Department Head: Kevin Gunn (2015) Additional Information Contact: Donlen Ruffin (2017) ATTACHMENTS 04WORKIVA FINANCIAL REPORTING SOFTWARE funds availabilitv.Ddf (CFW Internal) FID Table Vertosoft Workiva FMS.XLSX (CFW Internal) Form 1295 2023-1004746.Ddf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=30977&councildate=5/9/2O23 7/26/2024