HomeMy WebLinkAboutContract 35728-R14Docusign Envelope ID: 7AA657E9-AOD7-44C7-A938-28lC43AC03E3
CSC No.
35728-R14
APPLICATION SOFTWARE RENEWAL AGREEMENT
FOURTEENTH CONTRACT RENEWAL OF CSC NO. 35728
FOR MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM
This Contract Renewal Agreement (the "Agreement") is made and entered into by and between
the City of Fort Worth, a home -rule municipal corporation of the State of Texas, located within
Tarrant, Denton, and Wise Counties, (hereinafter referred to as the "City"), acting by and through,
its duly authorized Deputy City Manager, and CourtView Justice Solutions, Inc. d/b/a equivant
(hereinafter referred to as the "Company"), a Delaware corporation with its principal offices
located at 2014 Champions Gateway, Suite 301, Canton, OH 44708 acting by and through Stuart
Rosove, its duly authorized General Manager, to provide application software support services.
RECITALS
WHEREAS, on January 1, 2007, the City entered into an Agreement with the MAXIMUS,
Justice Solutions Division to provide application software support services (M&C G-15785, City
Secretary Office (CSO) Contract No. 35728) (the "Original Agreement"); and
WHEREAS, on October 16, 2009, the City entered into an amendment to CSO Contract
No. 35728 with Company, which assigned all responsibilities under the Original Agreement from
MAXIMUS, Justice Solutions Division to Company; and
WHEREAS, the initial term of the Original Agreement expired December 31, 2011;
WHEREAS, the Original Agreement has been renewed annually through December 31,
2024;
WHEREAS, The City Council approved the increased spending authority for the Original
Agreement on February 6, 2018, (G-19220);
WHEREAS, The City Council approved the increased spending authority for the Original
Agreement on December 11, 2018 (P-12285);
WHEREAS, The City Council approved the increased spending authority for the Original
Agreement on October 17, 2023 (23-0845); and
WHEREAS, on November 1, 2023, City and Company agreed to amend the Original
Agreement to allow for five (5) additional one-year renewal options;
WHEREAS, the City and Company now wish to exercise this second renewal option
pursuant to the loth Amendment to the Agreement to allow for services to continue in accordance
with the terms of CSC 35728, as amended, beginning on January 1, 2025 until December 31, 2025.
NOW THEREFORE City and Company do hereby agree to the following:
CSC NO. 35728, Renewal No. 14 OFFICIAL RECORD Page 1 of 3
CourtView Justice Solutions Inc. d/b/a equivant CITY SECRETARY
MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM FT. WORTH, TX
Docusign Envelope ID: 7AA657E9-AOD7-44C7-A938-28lC43AC03E3
RENEWAL OF AGREEMENT
1. The Original Agreement, as amended, is hereby renewed and extended for a one-year
renewal term commencing on January 1, 2025, and expiring on December 31, 2025.his
renewal is the City's second renewal pursuant to the terms of the 10th Amendment to
the Agreement.
2. The Amendment to the Original Agreement, Schedule A, "Application Software
Systems Covered Under this Agreement," is amended by replacing the pricing table
with the following pricing table:
Saf fare Sunnort and Nfaintenance Renewal Period:
Iaauary 1, 2025 tbrough December 3 L 2025
Software Q1 2025 Q2 2025 Q3 2025 Q4 2025
111125 to 3131125 411125 to 6130125 711125 to 9130125 1011125 to 12/31/25
CourtView Application Software Support:
Case Management
judicial Management
Financial Management
Accounts Recenable
Imaging and Workflow
CourtView eAccess
RAMserver API Interlace Supporl
eCitation Excbange with Review Queae and Image Handling
CourtView LlpdateXpress
CourtView ePay
uniface Web Deployment
Vista Retention Module
$22,876.75 $22,876.75 $22,876.75 $22,876.75
$12,866.50
$12,866.50
$12,866.50
$12,866.50
$1,13225
$1,132.25
$1,132.25
$1,132.25
$2,834.50
$2,834.50
$2,934.50
$2,834.50
$2,699.00
$2,699.00
$2,699.00
$2,699.00
$76225
$76225
$76225
$762.25
$451.50
$451.50
$451.50
$451.50
$50800
$50800
$508.00
$508.00
Quarterh•Total $44,130.75 $44,130.75 $44,130.75 $44,130.75
3. All other terms and conditions of the Original Agreement, as amended, between the
City and the Company shall remain unchanged and in full force and effect.
[SIGNATURE PAGE FOLLOWS]
CourtView Justice Solutions Inc. dba equivant Page 2 of 3
CSC NO. 35728, Renewal No. 14
MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM
Docusign Envelope ID: 7AA657E9-AOD7-44C7-A938-28lC43AC03E3
ACCEPTED AND AGREED:
City:
By.
Name: Mark McDaniel
Title: Deputy City Manager
Date: Nov 27, 2024
COURTVIEW JUSTICE
INC. dba EQUIVANT
Signed by:
By: Sf".vf pswt'
Name: Stua osove
Title: General Merger
Date: 11 /14/2024
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: M. Kevin Anders, II
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 23-0845
Date Approved: 10/17/2023
Form 1295: 2018-299059
SOLUTIONS
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
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By: : Steven Vandever (Nov 18, 202416:01 CST) ddnn naoa544p
Name: Steven Vandever
Title: Sr. IT Solutions Manager
City Secretary:
By: (J
Name: Jannette Goodall
Title: City Secretary
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
CourtView Justice Solutions Inc. dba equivant Page 3 of 3
CSC NO. 35728, Renewal No. 14
MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM
11/18/24, 3:26 PM M&C Review
Official site of the City of Fort Worth, Texas
ACITY COUNCIL AGEND FOR`H
Create New From This M&C
REFERENCE **M&C 23- 04COURTVIEW
DATE: 10/17/2023 NO.: 0845 LOG NAME: PROFESSIONAL SERVICES
ECITATION INTEGRATION
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize a Contract Amendment to City Secretary Contract No. 35728 for
Professional Services for eCitation Integration by CourtView Justice Solutions, Inc. d/b/a
Equivant for a One -Time Cost of $46,741.50, Increasing the Annual Authorization to
$206,852.50 and Adding Renewal Options for the Municipal Court Department through the
Information Technology Solutions Department
RECOMMENDATION:
It is recommended that the City Council authorize a contract amendment to City Secretary Contract
No. 35728 for professional services for eCitation Integration by CourtView Justice Solutions, Inc. d/b/a
equivant for a one-time cost of $46,741.50, increasing the annual authorization to $206,852.50 and
adding four (4) renewal options for the Municipal Court Department through the Information
Technology Solutions Department.
DISCUSSION:
On January 28, 2003, City Council authorized Mayor and Council Communication (M&C) C-19450 to
execute an agreement with MAXIMUS Justice Solutions Division, Inc. (MAXIMUS), for the purchase of
the CourtView Case Management System (CourtView). MAXIMUS was selected by the Municipal
Court Department through a Request for Proposals (RFP) process to implement the new case
management and Electronic Document Management System. The initial warranty period for the
system expired in December 2006.
On July 17, 2007 the City Council approved M&C G-15785, authorizing a fixed price contract for a
Maintenance Agreement with an initial term of five years and annual renewal options contingent on
sufficient funds being properly appropriated for each renewal period. City Secretary Contract (CSC)
35728 was executed August 30, 2007.
MAXIMUS was subsequently acquired by CourtView Justice Solutions, Inc. in 2008 and a Notice of
Assignment was issued by the Financial Management Services Department on February 25, 2009
authorizing the transfer of all contracts and agreements.
In March 2012, the City Council approved M&C C-25497 authorizing the execution of Amendment No.
2 to CSC 35728 for the eCitation Exchange with Review Queue and Image Handling interface
enabling the Municipal Court Department to retrieve electronic citation data from the Police
Department's Pocket Citation System. CSC 35728 Amendment No. 2 allowed for one-time costs of
$112,225.00 and recurring costs of $8,800.00. Software maintenance for 2012 was $99,498.00. The
total annual cost for 2012 was $220,523.00.
In May 2013, the City Council approved M&C C-26252 to include an additional 37 licenses at a one-
time cost of $22,200.00 and recurring costs of $11,355.00. The software maintenance for 2013 was
$100,892.00. The total annual cost for 2013 was $134,447.00.
In December 2018, the City Council approved M&C P-12285 to add renewal options, increase the
annual software maintenance amount up to $133,054.00, and authorize a one-time cost for
professional training services in the amount of $18,100.00. The annual cost for 2019 was
$151,154.00.
In March 2019, the City Council approved M&C P-12312 for the purchase of additional CourtView
software licenses for a one-time cost of $69,841.50, professional services for a one-time cost of
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M&C Review
$6,883.50, and a recurring cost of $18,609.64 for maintenance for a total of $95,334.64. The annual
cost for 2019 consisted of software maintenance in the amount of $133,054.00, professional training
services at $18,100.00 authorized under M&C P-12285 and $95,334.64 authorized by M&C P-12312
for a total of $246,488.64.
This M&C requests authorization for a contract amendment to complete the planned Phase II upgrade
of the CourtView Case Management System interface with Tyler Technologies E-citation software.
The enhanced interface will expand its capability to receive all case types (Traffic, Parking, and
General citations) and include all required data fields. The one-time cost of the integration
enhancement is $46,741.50. The annual software maintenance cost for 2023 is $160,111.00. Upon
approval of this M&C and execution of the contract amendment, the total costs for 2023 will be
$206,852.50.
Year One -Time
Notes
Annual Software
Total Annual
Cost
Maintenance
Cost
Up to 5\%
2023 $46,741.50
contractual
$160,111.00
$206,852.50
increase
Up to 5\%
2024
contractual
$168,116.55
$168,116.55
increase
Up to 5\%
2025
contractual
$176,522.38
$176,522.38
increase
Up to 5\%
2026
contractual
$185,348.50
$185,348.50
increase
Up to 5\%
2027
contractual
$194,615.92
$194,615.92
increase
Up to 5\%
Total
contractual
$884,714.35
$931,455.85
increase
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, the agreement for the enhanced interface
professional services will begin upon execution of the contract amendment and expire December 31,
2024.
RENEWAL OPTIONS: This M&C requests authorization to extend the current agreement through
December 31, 2024 and provide for up to four (4) additional one-year renewal terms at the City's
option. Annual Support fees are subject to an increase not to exceed 5\%. The final renewal shall
begin January 1, 2027 and expire December 31, 2027. 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.
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 FY22 Courts eCitation project and the Special Revenue
MC Fund for the Court Technology Fees project to support the approval of the above
recommendation and execution of the contract. Prior to an expenditure being incurred, the
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Information Technology Solutions Department and Municipal Courts Department have the
responsibility to validate the availability of funds.
TO
Fund Department Account Project Program I 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_ Valerie Washington (6192)
Originating Department Head: Kevin Gunn (2015)
Additional Information Contact: Mark DeBoer (8598)
ATTACHMENTS
04COURTVIEW PROF SERVICES ECITATION INTEGRATION.docx (CFW Internal)
FID Table CourtView.XLSX (CFW Internal)
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