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Home My WebLink AboutContract 54475-A3R4CSC No. 54475-A3R4 THIRD AMENDMENT AND FOURTH RENEWAL TO FORT WORTH CITY SECRETARY CONTRACT 54475 BETWEEN VP IMAGING, INC. D/B/A DOCUNAV SOLUTIONS AND THE CITY OF FORT WORTH This Third Amendment and Fourth Renewal to City Secretary Contract 54475 is entered into by and between the City of Fort Worth (hereafter "Buyer"), a home rule municipality, and VP Imaging, Inc. d/b/a Docunav Solutions, a Texas corporation ("Vendor"), Buyer and Vendor may be referred to individually as a "Party" and collectively as the "Parties." WHEREAS, on September 15, 2020, the Parties entered into City Secretary Contract 54475 to provide Laserfiche software subject to the terms of Director of Information Resources ("DIR") contract DIR-CPO-4449("Agreement"); WHEREAS, on November 3, 2020, the Parties entered into the First Amendment to the Agreement ("First Amendment"), amending the Agreement term to expire on November 28, 2021, with two one-year renewal terms, and to increase the Agreement value to an amount not to exceed $62,783.10 per year; and WHEREAS, on April 1, 2021, the Parties entered into the Second Amendment to the Agreement, to increase the Agreement value to an amount not to exceed $69,263.10 for the first year and to add an additional Scope of Work for the Agreement adding services; and WHEREAS, on August 30, 2021, the Parties renewed the Agreement for the First Renewal Term, to begin on November 28, 2021 and expire on November 28, 2022; and WHEREAS, on September 2, 2022, the Parties renewed the Agreement for the Second Renewal Term, to begin on November 29, 2022, and expire on November 28, 2023; and WHEREAS, on August 21, 2023, the Parties executed the Third Renewal, with the third renewal term to begin on November 29, 2023, and expire on November 28, 2024; and WHEREAS, the Third Renewal conflicts with the First Amendment's terms by establishing a third renewal term not authorized by the First Amendment; and WHEREAS, the Parties intended the Third Renewal to function as an extension of the Agreement, not as a renewal; and WHEREAS, pursuant to the terms of the Vendor's quote in the Third Renewal, the execution of the Third Renewal created a new three-year contract term ("New Term") to begin on November 28, 2023; and Third Amendment and Fourth Renewal to Fort Worth City Secretary Contract No. 54475 Page I of 4 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX WHEREAS, the terms in the Vendor's quote in the Third Renewal regarding the New Term are vague and require clarification; and WHEREAS, the Parties wish to amend and renew the Agreement, subject to the terms of DIR-CPO-4449, to clarify the scope of the New Term, and increase the annual value of the Agreement to an amount not to exceed $100,000.00; NOW, THEREFORE, the Parties, acting herein by the through their duly authorized representatives, enter into the following agreement: I. AMENDMENTS 1. The Agreement is hereby amended by replacing section 1. Term of the Addendum in its entirety and replaced to be and read as follows: Term. A. The Agreement shall become effective upon the signing of the Agreement by an Assistant City Manager of the City (the "Effective Date") and shall expire November 28, 2021 (the "Expiration Date"), unless terminated earlier in accordance with the Agreement or otherwise extended by the parties. This Agreement may be renewed for two (2) one-year terms at the City's option, each a "Renewal Term." B. The Parties extended the Agreement by mutual written consent on August 31, 2023 for an additional one-year term (the "Extension Term"), with two additional one-year renewal terms, to be executed at the City's option (the "Extension Renewal Terms.") The Extension Term shall begin on November 29, 2023 and expire on November 28, 2024. The First Extension Renewal Term shall begin on November 29, 2024 and expire on November 28, 2025, or pursuant to the expiration of DIR-CPO-4449, whichever occurs first. 2. The following language in Section 18 of the Addendum is hereby repealed "City shall pay Vendor an amount not to exceed Sixty -Nine Thousand Two Hundred Sixty -Three Dollars and 10/100. ($69,263.10)" and replace with "City shall pay Vendor an annual amount not to exceed One -Hundred Thousand Dollars ($100,000.00)." II. RENEWAL The Parties hereby renew the Agreement for the First Extension Renewal Term, with pricing in accordance with Exhibit A, attached hereto and made a part thereof. To the extent the Vendor's Quote conflicts with the provisions of the Third Amendment and Fourth Renewal, the language in this Third Amendment and Fourth Renewal controls over the language in Exhibit A. Third Amendment and Fourth Renewal to Fort Worth City Secretary Contract No. 54475 Page 2 of 4 III. 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. IV. 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 an original. Third Amendment and Fourth Renewal to Fort Worth City Secretary Contract No. 54475 Page 3 of 4 ACCEPTED AND AGREED: CITY OF FORT WORTH: By: \J�� `lam' Name: Mark McDaniel Title: Deputy City Manager Date: 1 2/19/2024 APPROVAL RECOMMENDED: By: Name: Kevin Gunn Title: Director, IT Solutions Department 4.6ovvnnn� ATTEST: P 09 p !.g Pvo o=d By: Name: Jannette Goodall Title: City Secretary VENDOR: VP Imaging, Inc. dba DocuNav Solutions By: Name: Chad R. Bettis Title: Executive VP of Growth Date: 12/16/2024 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: Steven Vandever (Dec 18, 2024 08:06 CST) Name: Steven Vandever Title: Sr. IT Solutions Manager APPROVED AS TO FORM AND LEGALITY: W. X� xl �� By: M. Kevin Anders, II (Dec 19, 202410:33 CST) Name: M. Kevin Anders, II Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: N/A ATTEST: Name: Title: OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Third Amendment and Fourth Renewal to Fort Worth City Secretary Contract No. 54475 Page 4 of 4 VP Imaging, Inc. dba DocuNav Solutions 8501 Wade Blvd., Suite 760 Frisco, TX 75034 800-353-2320 DocuNav Contact: Accounts Payable Budgetary QUOTE *Pricing will remain as shown unless any upgrades or downgrades are done prior to the renewal date. City of Fort Worth Date: 11 /18/2024 Quote: ANNUAL SUPPORT AGREEMENT 3-Year Agreement; this is your 1st of 3 years. Coverage from November 28, 2024 through November 28, 2025. 1 PPX2 Laserfiche RIO Public Portal license for dual CPU machinelicense (Includes $13,500.00 $13,500.00 Laserfiche WebLink and retrieval connections licensed per processor). License is for multiple processors and must match the number of processors enabled on the server hardware where the Laserfiche Application Server is installed. The Portal License will enable WebLink users to connect to a single application server. 300 ENF02- Laserfiche Rio Named Full Users (Per user; 200-499 users) Named User pricing N includes: Unlimited Laserfiche Servers, Workflow, Mobile, Web Client, Audit Trail, Snapshot, Microsoft Office/Sharepoint, Web Admin Console and Digital Signatures. Pricing effective 01/01/2021 300 ERM Laserfiche RIO Records Management Edition 1 TK Laserfiche RIO Toolkit SDK $178.00 $53,400.00 $17.80 $5,340.00 $1,000.00 $1,000.00 2 IA Laserfiche RIO Import Agent $405.00 $810.00 1 MSC01 Laserfiche RIO ScanConnect $45.00 $45.00 1 DN DV DocuNav Dataview $600.00 $600.00 1 LF- Laserfiche self -hosted perpetual product suite increase (3% increase effective $2,240.85 $2,240.85 INCR July 1, 2024 on all United, Avante and Rio licensing and support for all accounts) 1 DN DIR DocuNav Solutions DIR Support Discount (10%-off, based on 3-Year agreement) $(7,693.59) $(7,693.59) DSA `Please See DIR Contract # DIR-CPO-4449. * 3 Year, 3% limited year over yearincrease* *Note: All quotes expire 30 days from above date. Please call your DocuNav contact for any changes. Subtotal $76,935.85 Discount $-7,693.59 Tax $.00 Total $69,242.26 Sign Here Date Payment Terms: All payments are Net 30 from date of invoice issued. Preferred payment method: check or ACH payment. Subscription terms will renew on the anniversary of the date of your DocuNav Annual Support Agreement unless you provide cancellation notice 45 days before the end of the agreement. On -site Professional Services Time: billing rate quoted does not include travel expenses for out of market professional services time. Pre -purchased hours or daily units expire after 3 years from invoice date.