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First Amendment to Fort Worth City Secretary Contract No. 62518 Page 1 of 4
City Secretary Contract No. _____________
FIRST AMENDMENT
TO
FORT WORTH CITY SECRETARY CONTRACT NO. 62518
This First Amendment to Fort Worth City Secretary Contract No. 62518 First
is made between the City of Fort Worth City ), a municipal corporation and VP
Imaging, Inc. d/b/a DocuNav Solutions Vendor . City and Vendor are each individually referred
WHEREAS, on December 23, 2024, City and Vendor entered into an Agreement utilizing
that certain BuyBoard Cooperative agreement 716-23, identified as Fort Worth City Secretary
Contract No. 62518 ; and
WHEREAS, it is the collective desire of both City and Vendor to amend the Agreement
to increase the annual contract amount by $19,750.40 for a new annual amount not to exceed
$119,750.40 for the Information Technology Solutions and Human Resources departments; and.
WHEREAS, on February 25, 2025, the Fort Worth City Council, through Mayor &
Council Communication 25-0136, authorized the increase in value of this contract to $119,750.40
and the execution of this amendment to the Agreement.
NOW THEREFORE, known by all these present, City and Vendor, acting herein by and
through their duly authorized representatives, agree to the following terms, which amend the
Agreement as follows:
1. The Agreement is hereby amended to increase the annual contract amount to an
amount not to exceed $119,750.40.
2. The Agreement is hereby amended by adding Exhibit A, attached to this First
Amendment, as Exhibit of the Agreement.
3. All other terms, provisions, conditions, covenants and recitals of the Agreement not
expressly amended herein shall remain in full force and effect.
[Signature Page Follows]
62518-A1
First Amendment to Fort Worth City Secretary Contract No. 62518 Page 2 of 4
Executed effective as of the date signed by the Deputy City Manager below.
FORT WORTH:
City of Fort Worth
By: ___________________________
Name: Richard Zavala
Title: Deputy City Manager
Date: ___________________________
Approval Recommended:
By: ___________________________
Name: ___________________________
Title: ___________________________
Attest:
By: ___________________________
Name: Jannette S. Goodall
Title: City Secretary
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: ___________________________
Title: ___________________________
Approved as to Form and Legality:
By: ___________________________
Name: M. Kevin Anders, II
Title: Assistant City Attorney
Contract Authorization:
M&C:25-0136
Approval Date:February 25, 2025
Form 1295:2024-1252110
VENDOR:
VP Imaging, Inc. d/b/a DocuNav Solutions
By: ___________________________
Name: ___________________________
Title: ___________________________
Date: ___________________________
Steven Vandever
Senior IT Manager
Kevin Gunn
02/28/2025
First Amendment to Fort Worth City Secretary Contract No. 62518 Page 3 of 4
EXHIBIT A
First Amendment to Fort Worth City Secretary Contract No. 62518 Page 4 of 4
M&C Review
CITY COUNCIL AGENDA
Create New From This M&C
DATE:
2/25/2025 REFERENCE
NO..
C TYPE:
**M&C 25- LOG NAME:
0136
Official site of the City of Fort Worth, Texas
�ORT�'4'ORTII
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04VP IMAGING
CONTRACT
AMENDMENT
CODE:
Page 1 of 2
PUBLIC
CONSENT HEARING: NO
SUBJECT: (ALL) Authorize Execution of Amendment No. 1 to City Secretary Contract No. 62518
with VP Imaging, Inc. d/b/a DocuNav Solutions for the Purchase of Professional Services
to Increase the Annual Contract Amount by $19,750.40 for a Revised Annual Amount Not
to Exceed $119,750.40 for the Information Technology Solutions and Human Resources
Departments
RECOMMENDATION:
It is recommended that the City Council authorize execution of Amendment No.1 to City Secretary
Contract No. 62518 with VP Imaging, Inc. d/b/a DocuNav Solutions for the purchase of professional
services to increase the annual contract amount by $19,750.40 for a revised annual amount not to
exceed $119,750.40 for the Information Technology Solutions and Human Resources departments.
DISCUSSION:
On September 15, 2020, the City executed City Secretary Contract (CSC) No. 54475 with VP Imaging,
Inc. d/b/a DocuNav Solutions (DocuNav) using The Department of Information Resources Cooperative
Contract No. DIR-CPO-4449 for Laserfiche Rio licensing, maintenance, and support for the
Information Technology Solutions Department (ITS). LaserFiche is used by the City Secretary's Office,
Police and Human Resources departments as an enterprise content management (ECM) solution.
On December 23, 2024, the City executed CSC No. 62518 with DocuNav for an annual amount not to
exceed $100,000.00 using BuyBoard Cooperative Contract No. 716-23 to provide professional
services for existing Laserfiche ECM solutions. These services allow for upgrades and re-engineering
of Laserfiche to support department operations, meet current industry standards and align with best
practices for ECM solutions. The ITS Department uses this agreement to procure professional
services to support all Laserfiche ECM solutions used by City departments.
Approval of this Mayor and Council Communication (M&C) will allow additional Professional Services
purchase authority from DocuNav to upgrade the repositories to current software versions (City
Secretary, Police and HR) and reconfigure Laserfiche ECM solutions to align with work processes.
With the upgrade and re-engineering of these three solutions, these areas will be able to utilize the
new features within LaserFiche, as well as streamline workflow processes and benefit from responses
to work processes within the systems.
Funding is budgeted in the Other Contractual Services account within the Info Technology Systems
Fund for the ITS Department.
COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under a
cooperative purchase 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: The City will initially use the BuyBoard contract to make purchases
authorized by this M&C. In the event a BuyBoard cooperative contract is not renewed, staff would
cease purchasing at the end of the last purchase agreement coinciding with a valid cooperative
contract. If the City Council were to not appropriate funds for a future year, staff would stop making
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M&C Review
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purchases when the last appropriation expires, regardless of whether the then-current purchase
agreement has expired.
In the event a BuyBoard cooperative agreement is not extended, but BuyBoard executes a new
cooperative agreement with substantially similar terms, this M&C authorizes the City to purchase the
goods and services under the new BuyBoard contract. If this occurs, in no event will the City continue
to purchase goods and services under the new agreement for more than four (4) years without
seeking Council approval.
BUSINESS EQUITY: A Business Equity 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 if sufficient funds have been appropriated.
AGREEMENT TERM: Upon City Council's approval and execution of amendment no. 1 to CSC
62518, the initial term of the agreement will expire in accordance with the terms and conditions of
BuyBoard 716-23 or applicable successive cooperative agreement for the same products and
services.
RENEWAL OPTIONS: The agreements may be renewed in accordance with the underlying
cooperative agreement, 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 period.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as
previously appropriated, in the Info Technology Systems Fund to support the approval of the above
recommendation and execution of the amendment. Prior to any expenditure being incurred, the
Information Technology Solutions Deparment 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 Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for Citv Manaqer's Office bv:
Oriqinatinq Department Head:
Additional Information Contact:
ATTACHMENTS
FID Table.xlsx (CFW Internal)
Form 1295 Certificate 101306502.pdf (CFW Internal)
ITS Fund Availabilitv.pdf (CFW Internal)
Mark McDaniel (6316)
Kevin Gunn (2015)
Mark Deboer (8598)
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