HomeMy WebLinkAboutContract 56950-A6R3City Secretary Contract No. 56950-A6 R3
SIXTH AMENDMENT AND THIRD RENEWAL
TO
CITY OF FORT WORTH CONTRACT 56950
This Sixth Amendment and Third Renewal is entered into by and between the City of
Fort Worth ("City"), a home rule municipality, with its principal place of business at 100 Fort
Worth Trail, Fort Worth, Texas, and Carahsoft Technology Corporation ("Vendor"). City
and Vendor are each individually referred to herein as a "party" and collectively referred to as the
"parties."
WHEREAS, on January 7, 2022, the parties entered into City Secretary Contract 56950
(the "Agreement"), utilizing that certain Cooperative Agreement DIR-TSO-4288 ("Cooperative
Agreement"), to provide an implementation of the Questica Budget software system; and
WHEREAS, on October 21, 2022, the parties entered into the First Amendment to add
Exhibit F-1 for one (1) Sandbox Site in the amount of $5,000.00, increasing the total contract value
to an amount not to exceed $1,351,188.60; and
WHEREAS, on February 21, 2023, the parties entered into the Second Amendment to
add Exhibit F-2 for Private Data Access Hosting Service in the amount of $5,400.00, increasing
the total contract value to an amount not to exceed $1,356,588.60; and
WHEREAS, on May 15, 2023, the parties entered into the Third Amendment to add
Exhibit F-3 for Private Data Access Hosting Service in the amount of $15,746.25, increasing the
total contract value to an amount not to exceed $1,372,334.85; and
WHEREAS, on August 8, 2023, the parties entered into the Fourth Amendment to add
Exhibit F-4 for Project Management for the Questica Budget system implementation in the amount
of $24,225.00, increasing the total contract value to an amount not to exceed $1,396,559.85; and
WHEREAS, on September 5, 2023, the parties entered into the Fifth Amendment to
correct the total contract amount to $1,396,589.85, per previous amendments, with an annual
recurring contract amount to remain at $305,135.00; and
WHEREAS, the current term of the Cooperative Agreement expires on February
21,2025; and
WHEREAS, the Vendor and DIR have extended the Cooperative Agreement for ninety
(90) days, to expire on May 22, 2025; and
WHEREAS, the parties wish to amend, and renew, the Agreement to include the DIR
extension to May 22, 2025 and add three (3) One -Year Renewal Options. OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Sixth Amendment and Third Renewal to Fort Worth City Secretary Contract No. 56950 Paget of 3
NOW, THEREFORE, the parties, acting herein by the through their duly authorized
representatives, enter into the following agreement:
1.
AMENDMENTS
1. The Agreement is hereby amended to extend the contract to May 22, 2025. The Parties
agree that if the Vendor and the Texas Department of Information Resources enter into
a new cooperative agreement, the new cooperative agreement will be automatically
incorporated into this Agreement when the new cooperative agreement becomes
effective.
2. The Agreement is hereby amended to include three (3) one-year renewal options, each
a "Renewal Term."
2.
RENEWALS
The Agreement is hereby renewed for its First Renewal Term, to begin on February 22,
2025, with pricing in accordance with Exhibit A, attached hereto and made a part thereof the
Agreement.
3.
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.
4.
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 anoriginal.
[Signature Page Follows]
Sixth Amendment and Third Renewal to Fort Worth City Secretary Contract No. 56950 Page 2 of 3
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
By:
Name: Richard Zavala
Title: Interim Assistant City Manager
Date: 03/10/2025
APPROVAL RECOMMENDED:
By:
Name: Kevin Gunn
Title: Director, IT Solutions Department
ATTEST:
By:
Name:
Jannette S. Goodall
Title:
City Secretary
VENDOR:
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dve a=d
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Carahsoft Technology Corporation
By:
Name: Natalie LeMa
Title: State and Local Contracts Manager
Date: 02/26/2025
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: a�
Name: David Zellmer
Title: Sr. IT Solutions Manager
APPROVED AS TO FORM AND
LEGALITY:
M. Kevin Murders, 11
By: M. Kevin Anders, II (Mar 10, 2025107 CDT)
Name: M. Kevin Anders, II
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 21-0936
Approval Date: 12/14/2021
Form 1295: 2021-827940
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Sixth Amendment and Third Renewal to Fort Worth City Secretary Contract No. 56950 Page 3 of 3
Exhibit A
Government Price Quotation
Questica Questica at Carahsoft
carahsoft.,
Whereb 11—tbegins. 11493 SUNSET HILLS ROAD I SUITE
100 I RESTON, VIRGINIA 20190
PHONE (703) 871-8500 I FAX (703) 871-8505 1 TOLL FREE (888)
F,Ff ARAH WWW rARAPrnFT cnm
I SAI FS(@C'ARAH-.nFT cnM
IT Finance Contracts
FROM: Brittney Vance
City of Fort Worth
Questica at Carahsoft
275 W 13th St
11493 Sunset Hills Road
IT Solutions - Zipper Building
Suite 100
Fort Worth, TX 76102 USA
Reston, Virginia 20190
EMAIL- zz_IT_Finance_Contracts@fortworthtexas.gov
EMAIL: Brittney.Vance@carahsoft.com
PHONE: (817) 392-2451
PHONE (571) 662-3094
(703) 871-8505
TERM .. DIR Contract No. DIR-TSO-4288
QUOTE NO:
43439574
Expiration Date: May 21, 2025
QUOTE DATE:
11/14/2024
FTIN:52-2189693
Shipping Point: FOB Destination
QUOTE EXPIRES:
02/22/2025
Credit Cards: VISA/MasterCard/AMEX
RFQ NO:
Remit To: Same as Above
SHIPPING:
ESD
Payment Terms: Net 30 (On Approved Credit)
TOTAL PRICE:
$330,913.65
Texas VID#: 1522189693700
Sales Tax May Apply
TOTAL QUOTE:
$330,913.65
LINE NO. PART NO. DESCRIPTION
TX DIR QUOTE PRICE
QTY EXTENDED PRICE
YEAR 4 SUBSCRIPTION RENEWAI
1 OB-B12B-1 Data Visualisation and Citizen Engagement
$28,500.00 $28,500.00 TX DIR
1 $28,500.00
Portal; Between $1-2 Billion; per/year
Questica OpenBook
Questica - OB-B12B-1
Start Date: 02/22/2025
End Date: 02/21/2026
2 QB-B12B-1 Operating, Salary and Capital Budget
$247,000.00 $194,290.00 TX DIR
1 $194,290.00
Preparation and Budget Management
Software, Performance Measurement
Software; Between $1-2 Billion; per/year
Questica Budget
Questica - Q13-131213-1
Start Date: 02/22/2025
End Date: 02/21/2026
3 BA-B1213-1-679 Between $1-2 Billion
$43,700.00 $43,700.00 TX DIR
1 $43,700.00
Questica Citizen Engagement Powered by
Balancing Act
Questica - BA-B1213-1
Start Date: 02/22/2025
End Date: 02/21/2026
4 WV-BB-01-679 Per Unit
$57,000.00 $53,405.00 TX DIR
1 $53,405.00
Questica Budget Book - Powered by Workiva
Questica - WV-BB-01
Start Date: 02/22/2025
End Date: 02/21/2026
5 QB-131213-1 Operating, Salary and Capital Budget
$247,000.0000 $5,294.6500 TX DIR
1 $5,294.65
Preparation and Budget Management
Software, Performance Measurement
Software; Between $1-2 Billion; per/year
Sandbox Site
Questica - QB-B12B-1
Start Date: 02/22/2025
End Date: 02/21/2026
CONFIDENTIAL QUOTE DATE. 11/14/2024
PAGE 1 of 2 QUOTE NO: 43439574
Government Price Quotation
Questica at Carahsoft
11493 SUNSET HILLS ROAD I SUITE 100 1 RESTON, VIRGINIA 20190 carahsoft®
Questica PHONE (703) 871-8500 1 FAX (703) 871-8505 1 TOLL FREE (888) 66CARAH
`000� Where brilliant
begins.
WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM
LINE NO. PART NO. DESCRIPTION TX DIR
6 BA-131213-1-679 Between $1-2 Billion $43,700.0000
Private Data Access
Incremental Annual Software Subscription
(including maintenance, support & hosting)
Questica - BA-B12B-1
Start Date: 02/22/2025
End Date: 02/21/2026
YEAR 4 SUBSCRIPTION RENEWAL SUBTOTAL:
SUBTOTAL:
TOTAL PRICE:
TOTAL QUOTE:
Please reference TX DIR Contract # on the PO: DIR Contract No. DIR-TSO-4288
By issuing a Purchase Order against this quote, customer agrees to the Terms of Service at the link below:
https:Heunasolutions.com/eula/
QUOTE PRICE QTY EXTENDED PRICE
$5,724.0000 TX DIR 1 $5,724.00
$330,913.65
$330,913.65
$330,913.65
$330,913.65
CONFIDENTIAL QUOTE DATE: 11/14/2024
PAGE 2 of 2 QUOTE NO: 43439574
CITY COUNCIL AGENDA
DATE: 12/14/2021 REFERENCE **M&C 21- LOG NAME:
NO.: 0936
CODE: C TYPE: CONSENT PUBLIC
HEARING:
Official site of the City of Fort Worth, Texas
FoRTWORm
03BUDGET SOFTWARE
REPLACEMENT
NO
SUBJECT. (ALL) Authorize Execution of an Agreement with Carahsoft Technology Corporation, for
the Purchase and Implementation of Questica Budget Software, Utilizing Texas
Department of Information Resources Cooperative Contract DIR-TSO-4288 For An
Amount Up to $1,346,189.00 for the First Year and Five Annual Renewals up to
$305,135.00 For the Planning and Data Analytics Department and Adopt the Attached
Appropriation Ordinances in the Amount of $1,346,189.00
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize execution of an agreement with Carahsoft Technology Corporation for procurement
and implementation of Questica Budget, budgeting software, in an amount up to
$1,346,189.00.
2. Adopt the attached appropriation ordinance to increase appropriations in the General Fund in
the amount of $1,346,189.00, reducing from fund balance for the purpose of transferring to
the ITS Capital Projects Fund; and
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations
in the ITS Capital Projects Fund in the amount of $1,346,189.00, transferred from available
funds in the General Fund, for the purpose of funding the ERP IT programmable project (City
Project No. P00093).
DISCUSSION:
The Planning and Data Analytics Department (P&DA) is responsible for the development of the City's
annual operating and capital budget. The current budget software is at end of life for support and
requires replacement. P&DA engaged the Information Technology Solutions Department (ITS) to
assist in a review of replacement software platform.
After the Departments' review, staff recommends replacing the current on premise software with a
software -as -a -solution platform from Questica, Inc. sold by Carahsoft Technology Corporation using
the Texas Department of Information Resources (DIR) cooperative purchasing contract DIR-TSO-
4288. The new software will satisfy the City's needs and includes the operating budget function,
capital budget function, budget book/reporting function, and citizen engagement function.
By approving the execution of the agreement and adopting the appropriation ordinances,
$1,346,189.00 will be transferred from the fund balance of the General Fund to the ITS Capital
Projects Fund for the costs associated with the project.
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 February 21, 2025. If DIR-TSO-4288 is extended, this M&C
authorizes the City to purchase similar equipment and supplies under the extended contract. If DIR-
TSO-4288 is not extended but DIR executes a new cooperative contract with Carahsoft Technology
Corporation and with substantially similar terms, this M&C authorizes the City to purchase the
equipment and supplies 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.
AGREEMENT TERM - Upon City Council's approval, this agreement will become effective and expire
February 21, 2023 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 five 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.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are currently available in the General Fund and upon
approval of the above recommendations and adoption of the attached appropriation ordinances,
funds will be available in the ITS Capital Fund for the ERP IT project to support the approval of the
above recommendations and execution of the agreement. Prior to an expenditure being incurred, the
Planning & Data Analytics Department has the responsibility of verifying the availability of funds.
W
Fund Department
Account Project
Program Activity Budget
Reference # I Amount
ID
ID
I Year
(Chartfield 2)
FROM
Fund Department
Account Project
Program Activity Budget
Reference # I Amount
ID
ID
Year
(Chartfield 2)
Submitted for Citv Manager's Office by_
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Fernando Costa (6122)
Mark McAvoy (6222)
03 BUDGET SOFTWARE REPLACEMENT.docx (CFW Internal)
03BUDGET SOFTWARE REPLACEMENT 10100 A022(r2).docx (Public)
03BUDGET SOFTWARE REPLACEMENT 30112 A022(r3).docx (Public)
03BUDGET SOFTWARE REPLACEMENT FID TABLE.xlsx (CFW Internal)
Form 1295 Certificate 2021-827940 sianed.pdf (CFW Internal)
CITY COUNCIL AGENDA
DATE: 12/14/2021 REFERENCE **M&C 21- LOG NAME:
NO.: 0936
CODE: C TYPE: CONSENT PUBLIC
HEARING:
Official site of the City of Fort Worth, Texas
FoRTWORm
03BUDGET SOFTWARE
REPLACEMENT
NO
SUBJECT. (ALL) Authorize Execution of an Agreement with Carahsoft Technology Corporation, for
the Purchase and Implementation of Questica Budget Software, Utilizing Texas
Department of Information Resources Cooperative Contract DIR-TSO-4288 For An
Amount Up to $1,346,189.00 for the First Year and Five Annual Renewals up to
$305,135.00 For the Planning and Data Analytics Department and Adopt the Attached
Appropriation Ordinances in the Amount of $1,346,189.00
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize execution of an agreement with Carahsoft Technology Corporation for procurement
and implementation of Questica Budget, budgeting software, in an amount up to
$1,346,189.00.
2. Adopt the attached appropriation ordinance to increase appropriations in the General Fund in
the amount of $1,346,189.00, reducing from fund balance for the purpose of transferring to
the ITS Capital Projects Fund; and
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations
in the ITS Capital Projects Fund in the amount of $1,346,189.00, transferred from available
funds in the General Fund, for the purpose of funding the ERP IT programmable project (City
Project No. P00093).
DISCUSSION:
The Planning and Data Analytics Department (P&DA) is responsible for the development of the City's
annual operating and capital budget. The current budget software is at end of life for support and
requires replacement. P&DA engaged the Information Technology Solutions Department (ITS) to
assist in a review of replacement software platform.
After the Departments' review, staff recommends replacing the current on premise software with a
software -as -a -solution platform from Questica, Inc. sold by Carahsoft Technology Corporation using
the Texas Department of Information Resources (DIR) cooperative purchasing contract DIR-TSO-
4288. The new software will satisfy the City's needs and includes the operating budget function,
capital budget function, budget book/reporting function, and citizen engagement function.
By approving the execution of the agreement and adopting the appropriation ordinances,
$1,346,189.00 will be transferred from the fund balance of the General Fund to the ITS Capital
Projects Fund for the costs associated with the project.
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 February 21, 2025. If DIR-TSO-4288 is extended, this M&C
authorizes the City to purchase similar equipment and supplies under the extended contract. If DIR-
TSO-4288 is not extended but DIR executes a new cooperative contract with Carahsoft Technology
Corporation and with substantially similar terms, this M&C authorizes the City to purchase the
equipment and supplies 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.
AGREEMENT TERM - Upon City Council's approval, this agreement will become effective and expire
February 21, 2023 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 five 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.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are currently available in the General Fund and upon
approval of the above recommendations and adoption of the attached appropriation ordinances,
funds will be available in the ITS Capital Fund for the ERP IT project to support the approval of the
above recommendations and execution of the agreement. Prior to an expenditure being incurred, the
Planning & Data Analytics Department has the responsibility of verifying the availability of funds.
W
Fund Department
Account Project
Program Activity Budget
Reference # I Amount
ID
ID
I Year
(Chartfield 2)
FROM
Fund Department
Account Project
Program Activity Budget
Reference # I Amount
ID
ID
Year
(Chartfield 2)
Submitted for Citv Manager's Office by_
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Fernando Costa (6122)
Mark McAvoy (6222)
03 BUDGET SOFTWARE REPLACEMENT.docx (CFW Internal)
03BUDGET SOFTWARE REPLACEMENT 10100 A022(r2).docx (Public)
03BUDGET SOFTWARE REPLACEMENT 30112 A022(r3).docx (Public)
03BUDGET SOFTWARE REPLACEMENT FID TABLE.xlsx (CFW Internal)
Form 1295 Certificate 2021-827940 sianed.pdf (CFW Internal)