The URL can be used to link to this page

Home My WebLink AboutContract 63075CSC No. 63075 FORT WORTH CITY OF FORT WORTH COOPERATIVE PURCHASE AGREEMENT This Cooperative Purchase Agreement ("Agreement") is entered into by and between Carahsoft Technology Corporation ("Vendor") and the City of Fort Worth, ("City"), a Texas home rule municipality. Vendor are each individually referred to herein as a "party" and collectively referred to as the "parties." The Cooperative Purchase Agreement includes the following documents which shall be construed in the order of precedence in which they are listed: 1. This Cooperative Purchase Agreement; 2. Exhibit A — Vendor's Price Quotation and Scope of Services; 3. Exhibit B — Cooperative Agency Contract (OMNIA Software Solutions and Services Contract R240303); 4. Exhibit C — Conflict of Interest Questionnaire; 5. Exhibit D — Network Access Agreement; and 6. Exhibit E — Verification of Signature Authority. The Exhibits referenced above, which are attached hereto and incorporated herein, are made a part of this Agreement for all purposes. Vendor agrees to provide City with the services and goods included in Exhibit A pursuant to the terms and conditions of this Cooperative Purchase Agreement, including all exhibits thereto. If any provisions of the attached documents, conflict with the terms herein, are prohibited by applicable law, conflict with any applicable rule, regulation or ordinance of City, the terms in this Agreement shall control. City shall pay Vendor in accordance with the fee schedule in Exhibit A and in accordance with the provisions of this Agreement. Total payment made under this Agreement for the first year by City shall be in the amount up to Eighty Thousand Six Hundred Fifty -Three Dollars and Twenty Eight Cents ($80,653.28). Vendor shall not provide any additional items or services or bill for expenses incurred for City not specified by this Agreement unless City requests and approves in writing the additional costs for such services. City shall not be liable for any additional expenses of Vendor not specified by this Agreement unless City first approves such expenses in writing. The authorized amount is per the service term and the payment of the contract and subsequent renewal terms may be made up to thirty days in advance. The term of this Agreement shall begin on February 22, 2025 and end on December 31, 2025. The City shall be able to renew this Agreement for two additional one-year renewal options beginning January 1" of the applicable year through December 31st of the applicable year by written agreement of the parties. In the event OMNIA Software Solutions and Services Contract R240303, attached hereto as Exhibit B, is extended, renewed, or replaced by a substantially similar cooperative agreement ("Successor Contract"), the parties may extend or renew this Agreement by written agreement of both parties. OFFICIAL RECORD Cooperative Purchase Agreement CITY SECRETARY City of Fort Worth & Carahsoft Technology Corporation FT. WORTH, Tx Page 1 of 26 Vendor agrees that City shall, until the expiration of three (3) years after final payment under this Agreement, or the final conclusion of any audit commenced during the said three years, have access to and the right to examine at reasonable times any directly pertinent books, documents, papers and records, including, but not limited to, all electronic records, of Vendor involving transactions relating to this Agreement at no additional cost to City. Vendor agrees that City shall have access during normal working hours to all necessary Vendor facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. City shall give Vendor reasonable advance notice of intended audits. Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have been delivered when (1) hand -delivered to the other party, its agents, employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3) received by the other party by United States Mail, registered, return receipt requested, addressed as follows: To CITY: To VENDOR: City of Fort Worth Carahsoft Technology Corporation Attn: Jesica McEachern, Assistant City Manager Attn: Kristina Smith, Director of Contracts 100 Fort Worth Trail 11493 Sunset Hills Road, Suite 100 Fort Worth, TX 76102 Reston, Virginia 20190 Facsimile: (817) 392-8654 Facsimile: N/A With copy to Fort Worth City Attorney's Office at same address IP Indemnification. Vendor agrees to indemnify, defend, settle, or pay, at its own cost and expense, including the payment of attorney's fees, any claim or action against the City for infringement of any patent, copyright, trade mark, service mark, trade secret, or other intellectual property right arising from City's use of the Deliverable(s), or any part thereof, in accordance with the Agreement, it being understood that the agreement to indemnify, defend, settle or pay shall not apply if City modifies or misuses the Deliverable(s). So long as Vendor bears the cost and expense of payment for claims or actions against the City pursuant to this section, Vendor shall have the right to conduct the defense of any such claim or action and all negotiations for its settlement or compromise and to settle or compromise any such claim; however, City shall have the right to fully participate in any and all such settlement, negotiations, or lawsuit as necessary to protect the City's interest, and City agrees to cooperate with Vendor in doing so. In the event City, for whatever reason, assumes the responsibility for payment of costs and expenses for any claim or action brought against the City for infringement arising under the Agreement, the City shall have the sole right to conduct the defense of any such claim or action and all negotiations for its settlement or compromise and to settle or compromise any such claim; however, Vendor shall fully participate and cooperate with the City in defense of such claim or action. City agrees to give Vendor timely written notice of any such claim or action, with copies of all papers City may receive relating thereto. Notwithstanding the foregoing, the City's assumption of payment of Cooperative Purchase Agreement City of Fort Worth & Carahsoft Technology Corporation Page 2 of 26 costs or expenses shall not eliminate Vendor's duty to indemnify the City under the Agreement. If the Deliverable(s), or any part thereof, is held to infringe and the use thereof is enjoined or restrained or, if as a result of a settlement or compromise, such use is materially adversely restricted, Vendor shall, at its own expense and as City's sole remedy, either: (a) procure for City the right to continue to use the Deliverable(s); or (b) modify the Deliverable(s) to make them/it non -infringing, provided that such modification does not materially adversely affect City's authorized use of the Deliverable(s); or (c) replace the Deliverable(s) with equally suitable, compatible, and functionally equivalent non -infringing Deliverable(s) at no additional charge to City; or (d) if none of the foregoing alternatives is reasonably available to Vendor, terminate the Agreement, and refund all amounts paid to Vendor by the City, subsequent to which termination City may seek any and all remedies available to City under law. VENDOR'S OBLIGATIONS HEREUNDER SHALL BE SECURED BY THE REQUISITE INSURANCE COVERAGE REQUIRED BY CITY. Data Breach. Vendor further agrees that it will monitor and test its data safeguards from time to time, and further agrees to adjust its data safeguards from time to time in light of relevant circumstances or the results of any relevant testing or monitoring. If Vendor suspects or becomes aware of any unauthorized access to any financial or personal identifiable information ("Personal Data") by any unauthorized person or third party, or becomes aware of any other security breach relating to Personal Data held or stored by Vendor under the Agreement or in connection with the performance of any services performed under the Agreement or any Statement(s) of Work ("Data Breach"), Vendor shall immediately notify City in writing and shall fully cooperate with City at Vendor's expense to prevent or stop such Data Breach. In the event of such Data Breach, Vendor shall fully and immediately comply with applicable laws, and shall take the appropriate steps to remedy such Data Breach. Vendor will defend, indemnify and hold City, its Affiliates, and their respective officers, directors, employees and agents, harmless from and against any and all claims, suits, causes of action, liability, loss, costs and damages, including reasonable attorney fees, arising out of or relating to any third party claim arising from breach by Vendor of its obligations contained in this Section, except to the extent resulting from the acts or omissions of City. All Personal Data to which Vendor has access under the Agreement, as between Vendor and City, will remain the property of City. City hereby consents to the use, processing and/or disclosure of Personal Data only for the purposes described herein and to the extent such use or processing is necessary for Vendor to carry out its duties and responsibilities under the Agreement, any applicable Statement(s) of Work, or as required by law. Vendor will not transfer Personal Data to third parties other than through its underlying network provider to perform its obligations under the Agreement, unless authorized in writing by City. Vendor's obligation to defend, hold harmless and indemnify City shall remain in full effect if the Data Breach is the result of the actions of a third party. All Personal Data delivered to Vendor shall be stored in the United States or other jurisdictions approved by City in writing and shall not be transferred to any other countries or jurisdictions without the prior written consent of City. (signature page follows) Cooperative Purchase Agreement City of Fort Worth & Carahsoft Technology Corporation Page 3 of 26 The undersigned represents and warrants that he or she has the power and authority to execute this Agreement and bind the respective Vendor. CITY OF FORT WORTH: By: Name: Jesica McEachern Title: Assistant City Manager Date: 04/10/2025 APPROVAL RECOMMENDED: Chl-if�Ovha- f�YG ev By: Christopher Hard r (Apr 4, 2025 07:40 CDT) Name: Christopher Harder Title: Water Director ATTEST: n d F fQRt ap 0000,�Y090 op� 0 000 �o °=0 o PPP��1000 %J 00 OQa� �ElCASo� bUuaaao By: Name: Jannette Goodall Title: City Secretary VENDOR: Carahsoft Technology Corporation By: Name: Natalie L eMa Title: SLG Contracts Manager Date: 03/24/2025 Cooperative Purchase Agreement City of Fort Worth & Carahsoft Technology Corporation CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for tie monitoring and administration of this contract, including ensuring all performance and reporting requirements. App, By: Homero Garza (Apr2, 202514:50 CDT) Name: Homer Garza I Title: IT Solutions Manager, Water Department APPROVED AS TO FORM AND LEGALITY: By: Ap�- Name: Hye Won Kim Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: N/A OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 4 of 26 EXHIBIT A PRICE QUOTATION AND SCOPE OF SERVICES CARAHSOFT TECHNOLOGY CORPORATION Vendor's Price Quotation or Scope of Services — Exhibit A City of Fort Worth & Carahsoft Technology Corporation Page 5 of 26 PRICE QUOTATION CARAHSOFT TECHNOLOGY CORP 11493 SUNSET HILLS ROAD I SUITE 100 ( RESTON, VIRGINIA 20190 PHONE (703) 871-8585 1 FAX (703) 871-8S05 WWW,C/\RAHSOFT.COM I S/\LES@C/\RAHSOPT.COM TO: Homer Garza Water IT Data Systems Manager City of Fort Worth - Water Department IT 900 Monroe St. Ste 230 Fort Worth, TX 76102 USA EMAIL: Homero.Garza@fortworthtexas.gov PHONE: (817) 392-8633 TERMS: OMNIA Software Solutions and Services contract: R240303 Term: January 1, 2025 - December 31, 2027 FTIN:52-2189693 Shipping Point: FOB Destination Credit Cards: VISA/MasterCard/AMEX Remit To: Same as Above Payment Terms: Net 30 (On Approved Credit) Sales Tax May Apply FROM: Jazmine Fitts Carahsoft Technology Corp. 11493 Sunset Hills Road Suite 100 Reston, Virginia 20190 EMAIL: Jazmine.Fitts@carahsoft.com PHONE: (571) 662-3147 QUOTE NO: QUOTE DATE: QUOTE EXPIRES: RFQ NO: SHIPPING: TOTAL PRICE: TOTAL QUOTE: carahsoft 51190394 03/12/2025 04/11 /2025 ESD $80,653.28 $80,653.28 LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE 1 CON-PRCN-1195 Professional Services $190.22 COOP 400 $76,088.00 ETech Consulting Support Services -Technical Management -Work Sessions -Group Testing -Report Development -Interfaces -Deployments/Go-Live -Post-Go Live Support Carahsoft Technology Corporation - CON-PRCN 2 CON-PRCN-1195 Professional Services $190.22 COOP 24 $4,565.28 Contingency Hours -Buffer for unexpected costs Carahsoft Technology Corporation - CON-PRCN SUBTOTAL: $80,653.28 TOTAL PRICE: $80,653.28 TOTAL QUOTE: $80,653.28 `Services to be provided by ETech Consulting, I.I.C. Page 6 of 26 Elwe'ch CONSULTING, LLC carahsoft ETech Consulting, LLC 160 Liberty Street NE, Suite 111 Salem, Oregon 97301 QUOTE FOR SERVICES City of Fort Worth, TX 900 Monroe St. Fort Worth, TX 76102 SERVICE DESCRIPTION DATE ISSUED: 3/11/2025 QUOTE EXPIRATION DATE: 6/1/2025 The support hours included in this quote are designed to be used flexibly to address Fort Worth Water's project backlog. ETech consultants will work with the FWW team to identify priorities and determine the best approach to tackling outstanding work. These hours can be utilized as needed over the 12-month contract period; however, they may not cover all items in the backlog, and any remaining work may need to be addressed in the following year's contract. The backlog identified in JIRA by Fort Worth Water and ETech is provided in an outline found on page 2. ESTIMATED PROJECT TERM February 22, 2025 — December 31, 2025 ASSIGNED CONSULTANTS • Nan Manning • Ryan Littlefield • Georgiy Sichinava PAYMENT TERMS AND CONDITIONS Invoicing will be submitted on the first business day of every month based on rates provided in the Service Estimate. The County will only be billed for the hours completed by ETech. County will issue payment within payment terms, within thirty (30) days of receiving the invoice. If the thirty (30) day period falls on a weekend or holiday, payment should be issued the following business day. SERVICE ESTIMATE SERVICE ETech Consulting Support Services - Technical Management - Work Sessions - Group Testing - Report Development - Interfaces - Deployments/Go-Live - Post -Go Live Support HOURS RATE 400 $190.22 AMOUNT .� Page 7 of 26 � � carahsoft Contingency Hours 24 - Buffer for unexpected costs TOTAL SCOPE OF WORK ESTIMATIONS ESTIMATE BACKLOG HOURS: 362 hours - 604 hours Technical Management (Development workfor backlog of Jira tickets) $190.22 $4,565.28 $80,653.28 Current estimate for the remaining JIRA tickets is 194 hours, but there are still some requests that have not been fully refined or sized. JIRA Tickets Request JIRA# Description with Notes Hours Summary GIS Document FWW- Currently in the Production environment only, there is a script that is 3 Email - 52 sending email template CON —DOCUMENT —UPLOAD to WaterITGISAdmin Script whenever any document is uploaded to the Infrastructure/Construction improvement record. request This needs to be restricted to only certain document types. Need full discovery session to decide what doc types we should send email for. Large Meter FWW- For building permit record types (Development/Commercial Building 6 emails to 50 Permit/*, custom fields group DEV_COM), we need to notate associated warehouse for meter request information. Where a large meter is being installed, Building Permits warehouse staff needs to know when the `Sale of Meter' fee type (WD07) has been paid. To capture 'large meter': * Add new custom fields subgroup `Water Meter Information'to existing custom fields group DEV_COM. ** Large Meter (Y/N) ** Meter Size (shared ddl WTR_M ISC_PRJ_REQ_SVCS_WATER—METER—SIZES) ** Meter Type/Model (values OMNI C2, OMNI F2, OMNI T2) * New expression to set value of Large Meter field to Yes where meter size >= 3, No where < 3 To enforce/remind staff to populate the new fields prior to invoicing WD07: * FAB script to stop assessment of fee type WD07 if custom field Large Page 8 of 26 � Epp, carahsoft Meter is null To send notification: * Create new notification template (or modify existing template WTR_MISC_PRJ_MR_LARGE) include: ** Meter Size ** Meter Type/Model ** Record Address ** Record Number * Create new PRA script to send this notification when fee type WD07 has been paid. Need record FWW- Records are currently not closing/expiring. Need to determine what the 15 expiration 48 expiration process/rule is for water projects with no activity and codified process for time frames. Water records # One time Batch process will be needed to close all existing expired records # Ongoing/scheduled batch job for ongoing expiration processing. # Create notification process to send email to applicant when record is expired. ## Do we need to send a warning email like 30 days ahead of expiration? Backf low Record FWW- For record type Development/Plumbing Backflow/Standalone/NA: 4 Improvements 44 * Need to assess reinspection fee (add new result type that will auto assess) * Need to close record when inspection is approved. (irsa to update workflow and close record) * Need expiration process (find out if the expiration is calc'd at issue date +180, then +180 days with each passed inspection or any inspection outcome?) Page 9 of 26 � � carahsoft Timeframe FWW- * Automatically generated comments regarding lead times cannot be 5 emails - Time 39 updated or adjusted by staff to coincide with In -House Design's current frame changes times. * Should/How can customers be notified if design lead times increase while their project is under review or awaiting design? This is regarding the autogenerating the 'Timeframe' condition. This is currently just to let the customer know the lead time. Need to analyze this process to streamline the way we let customers know the lead time - send customer emails. # Where is the initial time frame set/stored? Defaults? # What is the current trigger that sends existing email (possibly on the condition add?) # How do they currently adjust the timeframe. # How do you know when the timeframe needs to be adjusted? Batch job to FWW- NEED TO CLOSE OUT OLD/NO ACTIVITY RECORDS 8 'withdraw' 38 applications Need to determine criteria for batch (timeline, status) and define with no activity qualifying activity. Possibly send an email 30 day warning when an application met criteria and then a subsequent batch to close/withdraw record if no updates were made 30 days later. Some existing batches may be utilized - Accela is looking at batch jobs and expiration processes Contact FWW- * Require applicant and either developer or owner contact information. Information 33 ** Applicant is already required in the wmp pageflow - should be set to requirements Transactional. Cristina will talk to the Dev team to make the decision if we need a new contact type required in the pageflow. She will report back on that decision ** pageflow script to require EITHER the Developer or the Owner, but always require applicant. * Make email address and phone required fields ** Not just on account creation, but when contacts are added to the record. This could be solved by making the Applicant contact Transactional Page 10 of 26 IMF, carahsoft Condition clean FWW- The request was to 'Simplify/reduce the number of fields for condition 13 up 29 entry'. We need to review the condition process - when are they being added and why. It seems that conditions are being used as 'payment due', plan correction comments, -what fields are required --use standard conditions and standard comments? Communication FWW- We need to provide a list of email communications and display the 13 s Assessment 26 content and the `trigger' that is sending these emails. Once that data is collected, we need to analyze what needs to be changed, removed or added. * New notification for when a project is withdrawn (need to address all of the withdrawn statuses in the workflow - also may need to send a notice to Adolfos group) * Need an email to Customer when they apply making them aware their request is in Waster Development group and a timeline for how long Water Development group's review will take. ** Need to look at when the email is sent during the workflow and then maybe adjust that - timeframes have not been established yet. Maybe send when Application Approval is set to Approved? Design and Cost timeframe should send when it is in Adolfos queue. Maybe Construction timeframe should be sent after customer has accepted and payment has been made? * Outgoing email to customer when design is complete & fee can be paid, CHANGE SIGNATURE TO: WATER APPLICATIONS, 200 TEXAS ST, 76102, OFFICE PHONE: (817)392-8250, Email: [W-ate_rApps�FortWorthtQx-as.gov[mailto;WaterApps@EortWorthtexaa.go v] * Add "[ M I SC P RQJEQLSg FQRIWQRTHTEXAS. GOV [ m-ai ltQ: M I_SO P RQ1 E_OISP—EQ RTWORTHTEXAS.GOVI" as a drop down in _FROM_ selection(this may already be done - verify) also add fWaterAoosaFortWorthtexaq.Zgvlmailte-\NaterAppsCO)FortWorthtexas.g4 v] as an option in the `From'. * Automatically generated email for application approval for WMP-21- 00241 was sent to only one of the applicants on the permit, and NOT the primary applicant. Can the scripts be updated to send the emails to the Applicant and the Owner on the record? ** Need to make sure that the correct contacts are required and are receiving emails. Cristina says that only reference contacts are receiving emails. Look at scripts to verify how they are written for sending notifications. * Incomplete Submittal Status - Send auto email to customer. Send this at Page 11 of 26 Epp, carahsoft Application Submittal task- status Incomplete Submittal to all contacts. ** Need new Notification template with new language * ADD COMMUNICATION FOR CUSTOMER INFO REQUEST (Isabel— need follow-up with Isabel to clarify request) * Change notification email from Gregory Lewis to Individual TPW inspector (E. Garcia) {color:#bf2600}WHICH EMAILTEMPLATE?{color} Water module FWW- Assess who needs write access versus read only access to Water module access for users 21 data. Activate FWW- Requested by Casey Greasetrap 20 reviews for the Sometimes grease trap reviews are activated on permit records that do correct record not need a grease trap review. types only Data indicator for where Grease trap reviews are relevant. This could be by record type or by record type/custom field combination. Standard plan process — data indicator on the 'template' record that would pass on to 'step 3' permits as to whether or not grease trap was required Building FWW- Processes would benefit from the automated establishment of the 8 Permit/Miscella 18 parent/child relationship. neous Water Project Permit WE added abilityto associate the water and Building records through work relationship done in first sprint. Now that there is an established relationship, we need establishment to analyze ways that we can automate activities or synchronize records (via status updates, payments, etc) When contract FWW- Requested by Adolfo 20 is no longer 17 valid, customers * Need to capture high level contract data (dates, milestones, etc.) on should not be record allowed to pay * Possibly use status with PRB script to stop payment invoiced fees. * Maybe add condition to the record when contract expires with PRB logic * When contract is renewed, maybe utilize renewal process to create renewal record for new contract. Water Studies FWW- Request to provide filters for 5 Filter requests 16 Water Planning Plat (CP, PP, FP, FS record types) Water Planning Annexation - MT (AX, BAX, MT record types) * NEED TO REFINE REQUEST TO DETERMINE WHAT STATUS OR CRITERIA SHOULD BE CONSIDERED FOR THE RECORDS INCLUDED ON THESE FILTERS * NEED TO DETERMINEWHICH FILTER TYPES ARE BEING REQUESTED Page 12 of 26 � � carahsoft Add Water Study FWW- Record types: review task to 15 * Planning/Boundary Adjustment/City Initiated/NA additional * Planning/Full-Purpose Annexation/Owner Initiated/NA record * Planning/MTP Amendments/NA/NA workflows Request to add Water -Sewer Study review to the existing workflows and those tasks should auto -activate (parallel task set up). WUR/WFF - FWW- Request was made for a notification email sent to Document 14 jwod(@fortworthtexas.govlmailto:wod( bfortworthtexas.E!ovl for WFF and Upload/Resubm WUR record types to make staff aware that an applicant has uploaded or it notification resubmitted documents after receiving'corrections required' notice. * Use status/filters rather than emails? ** Look at the option to set record status or wf status based on document upload (DUA script), and then create a new filter to display all records where the 'docs received' status has happened. ** If users decide that they like the email option better, then we could create a DUA script to send a notification template. WUR Records - FWW- The WUR reviewers are using conditions/notices to capture workflow Comments not 13 notes and issues. visible in ACA * They are not using standard conditions (no setting for `display in ACA'. ** If standard conditions are used, then the ACA display setting will reflect what is set up in condition config. * Manually setting the `Inheritable' flag with each entry. ** If standard conditions are used, then the Inheritable setting will reflect what is set up in condition config. * They are not using workflow comments or standard comments. We should review the use of conditions to identify plan/study deficiencies. Workflow status and WF Comments would be a better place for ACA accessibility Automate FWW- Multiple user groups expressed interest in auto assessment of assessment of 12 reinspection fees, and then also the restriction of NOT allowing Reinspection inspections to be scheduled if reinspection fees are outstanding. fees * Need to know what the fee is (for each module) ** Different fee types or amounts for different records/modules * Should this always stop scheduling if the fee is assessed but not paid * Discuss creating new inspection status type to indicate when a fee should be assessed. 13 E%3 51 5 Page 13 of 26 � � carahsoft Permits not FWW- Need to refine this request. 5 closing or 1 1 expiring * Which record types need to be expired (Reported issue * What are the business rules about expiration? for Backflow * Do we need to send email notifications? Permits) ** 30 day warning ** Expired City Project FWW- This field is used for searching and is a `common denominator' for several 8 Number field 7 record/application types. I found custom fields called CPN, Water CPN, should be City Project Number. There are probably more. To get better search standardized results, these fields that all house City project numbers should all be across record called the same thing. numbers Modify Water fee FWW- Fees are manually calculated and added to permits based on meter size. 5 schedule 5 Users reference a paper copy of water fee assessment table to make these manual entries. These fees could be separated and configured to be added by simply selecting (Enter 1) which would streamline the entry of water fees to Scripting for FWW- Current process is very manual. Spreadsheets are sent to FWW to list 8 Paid Water Fees 4 permit records with paid water fees. on Building Permits User (El) manually verifies fee payment, meets the applied `water fee' condition and then manually resets the workflow to activate the Water task (This is in a parallel task group). Work order is then processed using CISCO (no changes to this process). Proposed Changes: * Review workflow configuration. Water Development Review might not be actually performing a review, rather researching if fees have been paid or not. This doesn't necessarily need to be a reviewtask. Could be a better fit of an adhoc task or no task at all. * Review fee payment processing. When water fees are paid, we could incorporate a PRA script to satisfy condition/update workflow and send out email notification if needed automatically. * Review impacted reports. Users indicated that there are existing workflow based reports in the system that would be incorrect if they changed the way these water fee payments are logged in the system. We should review the query for possible modifications. Reported related issue: Can payment in full trigger an automatic answering of the Payment Page 14 of 26 � � carahsoft Workflow and opening of the next workflow? See WMP-21-00202 where payment was made in full BEFORE the payment workflow was opened Sets for CPN FWW expiration 56 Create process where multiple records that are associated with the same updates. contract could be updated via set. This might be dependent on creating new record numbers/record type for contracts and managing those contracts via Accela. There is a large concern about stopping work where a contract is expired and how to effectively manage that process. 10 Page 15 of 26 hi Epp, carahsoft Create new FWW- New intake, custom fields, page flow, fees, doc requirements, inspections, record type 47 contractor requirements, and process for Water/Fire *require customers to enter fire sprinkler permit number and expression to Line/Backflow/ validate — then script to relate new record type as child of fire sprinkler permit. Permit scripts to stop submittal for contractors not allowed (need license information for allowable types) scripts to assess fees what doc types are required? what information is necessary from applicant when they submit the application online? and information for back office use only? what reports will be needed? filters? what inspection types should be available? FWW- Create new parallel task in the workflow Water Backflow Review (parallel Modify Fire 46 with Fire Review) FIR_ALL_2020.1 or create new workflow specific to this Sprinkler sprinkler record (since this wf is attached to 6 other record types) Process to incorporate Need new UserGroup for the staff that will be responsible for updating this Water Backflow workflow task. Review task Create script to automatically activate this task where the record type is Sprinkler/deactivate when it is not Sprinkler. 3 statuses (Fireline backflow permit required (NEXT), Fireline backflow permit not required (NEXT), Note (NC) Create script to send email to applicant where status = Fireline backflow permit required to let the customer know that a Water permit is required. (New Notification Template). *Need to discuss with Fire staff where/if we can 'stop' the sprinkler permit completion if the water fireline permit is not created/inspected. 10 E: Page 16 of 26 carahsoft FWW- Only users in usergroups 'Water Applications', 'Water Applications 5 Limit 51 Supervisor', 'Water Admin - Dept', 'WaterAdmin' 'Water Services', or 'Water usergroups Misc Projects' may add, invoice, or modify (waive) fees in fee schedule that can add, DEV WATER. invoice or modify fee types from fee schedule D EV_WATEWA TER Future Work SessionslMleetings: • These estimates have been made based on the current working style of FWW and allow for additional hours to assist with group testing sessions, working sessions, report development, deployments, and moderate priority changes. 30-40 hours o Weekly work sessions are 1.5 hours per week for ongoing work (est 6 weeks). o Attendance of other meetings as requested by Fort Worth staff. o Buffer to cover last minute meetings, and the additional support needed to accomplish workings tasks 28 - 40 hours Future Group Testing Sessions: Approximately 1 hour per lira ticket/story depending on complexity. 50 -150 hours New or Modified Report Development: (50-150 hours depending on the complexity and quantity of future report requests as well as refinement of requirements for the existing requests below): • (FWW-22) ACA Summary Report o ACA customers need to be able to see all relevant statuses at a glance. Adolfo can provide status types - these are all manually captured in access database, but may be in Accela as well. • (FWW-35) Create new Plan Deficiency report for Water o Create a report similar to the Building Permit Conditions/Comments o This is called the Plan Deficiency Report. Accela is currently working on the query for Clint. Clint provided the attachments. Water would like to recreate or repurpose for Water. • (FWW-37) Modify WTR_WATER_PRJ_OVERVIEW report and ALL WATER PAST DUE REPORT o Can fields for the street address be added? (Numb, Direction, Street Name and Street Type) o Using the network days formula in Excel, I got a different number of business days for Completed Submittal to Approval. o Some records have no Application Approved Date, and therefore no business days from completed submittal to approved. Are those applications that have never been approved? o I added a sheet called Pivot Table. It includes two pivot tables: one showing the current active task and number of returned records at that task. The second shows how many active task records were Page 17 of 26 � � carahsoft returned by the WMP number. Some WMPs in the second pivot table had over 20 active task records returned. What's happening there? o Application Submittal Date is pulling the last date the Application Submittal task was answered. o Format report to look similar to the Development "All tasks past due-MGMT" that is automatically run and sent to management weekly • (FWW-49) Upcoming Inventory Needs report o Cristina had conversation with water services group and they have requested away to gauge the inventory needs for the applications in play. This would most likely be with regards to IPRC records (but maybe inclusive of CFA and WMP records). We will have follow-up meetings to assess 1) the information that they want included on a report 2) is the necessary data currently collected in a usable format in Accela. o Based on the results of that assessment, we may need to add fields or change processes in order to ensure that the data is there to support the requested report output. • New Water reports as identified by Water staff 10 - 50 hours Interfaces: TBD and have not been determined by FWW team. This may be subject to change. 10 - 50 hours Future Deployments: (10-50 hours for each deployment depending on quantity and complexity of work to deploy) 20 — 40 hours High Level Change and Process Documentation (for training purposes) 20 — 40 hours For projects above that have not been fully defined by FWW team, highlighted in Orange. This ideally would provide a bufferthat would help to avoid a change order in the future. Page 18 of 26 Epp, EXHIBIT B COOPERATIVE AGENCY CONTRACT LINKS CARAHSOFT TECHNOLOGY CORPORATION OMNIA SOFTWARE SOLUTIONS AND SERVICES CONTRACT R240303 CONTRACT EXEUCTIVE SUMMARY OVERVIEW ("httDs : //www. omnial)artners. com/suppliers-files/A- D/Carahsoft Technologv Corp/Contract Documents/R240303/24- 03 EXE Executive Summary .ndf') COOPERATIVE AGENCY CONTRACT # R240303 ("httns : //www. omnianartners. com/suppliers-files/A- D/Carahsoft Technologv Corp/Contract Documents/R240303/R240303 Carahsoft MAD.ndf') Cooperative Agency Contract — Exhibit B City of Fort Worth & Carahsoft Technology Corporation Page 19 of 26 EXHIBIT C CONFLICT OF INTEREST QUESTIONNAIRE Conflict of Interest Questionnaire — Exhibit C City of Fort Worth & Carahsoft Technology Corporation Page 20 of 26 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. OFFICE USE ONLY This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who Date Received has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. jJ Name of vendor who has a business relationship with local governmental entity. Carahsoft Technology Corp J ❑ Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) J Name of local government officer about whom the information is being disclosed. N/A Name of Officer J Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIO as necessary. A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor? Yes F-1 No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? 71 Yes F1 No J Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more. J J Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1). Signature of vendor doing business with the governmental entity Form provided by Texas Ethics Commission www.ethics.state.tx.us 3/13/25 Date Revised 1/1/2021 Page 21 of 26 CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity Acomplete copy of Chapter 176 of the Local Government Code maybe found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form. Local Government Code § 176.0010-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public; or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. Local Government Code § 176.003(a)(2)(A) and (B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code § 176.006(a) and (a-1) (a) Avendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A); (2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any gift described by Section 176.003(a-1); or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity; or (B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a); (B) that the vendor has given one or more gifts described by Subsection (a); or (C) of a family relationship with a local government officer. Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021 Page 22 of 26 EXHIBIT D NETWORK ACCESS AGREEMENT 1. The Network. The City owns and operates a computing environment and network (collectively the "Network"). Vendor wishes to access the City's network to provide professional services to configure the Accela environment. In order to provide the necessary support, Vendor needs access to the Water Department network. 2. Grant of Limited Access. Vendor is hereby granted a limited right of access to the City's Network for the sole purpose of providing professional services to configure the Accela environment. Such access is granted subject to the terms and conditions forth in this Agreement and applicable provisions of the City's Administrative Regulation D-7 (Electronic Communications Resource Use Policy), of which such applicable provisions are hereby incorporated by reference and made a part of this Agreement for all purposes herein and are available upon request. 3. Network Credentials. The City will provide Vendor with Network Credentials consisting of user IDs and passwords unique to each individual requiring Network access. Access rights will automatically expire one (1) year from the date of this Agreement. If this access is being granted for purposes of completing services for the City pursuant to a separate contract, then this Agreement will expire at the completion of the contracted services, or upon termination of the contracted services, whichever occurs first. Services are being provided in accordance with the Agreement to which this Access Agreement is attached. 4. Renewal. At the end of the first year and each year thereafter, this Agreement may be renewed annually if the following conditions are met: 4.1. Contracted services have not been completed; 4.2. Contracted services have not been terminated; and 4.3. Within the thirty (30) days prior to the scheduled annual expiration of this Agreement, the Vendor has provided the City with a current list of its officers, agents, servants, employees or representatives requiring Network credentials. 5. Network Restrictions. Vendor officers, agents, servants, employees or representatives may not share the City -assigned user IDs and passwords. Vendor acknowledges, agrees and hereby gives its authorization to the City to monitor Vendor's use of the City's Network in order to ensure Vendor's compliance with this Agreement. A breach by Vendor, its officers, agents, servants, employees or representatives, of this Agreement and any other written instructions or guidelines that the City provides to Vendor pursuant to this Agreement shall be grounds for the City immediately to deny Vendor access to the Network and Vendor's Data, terminate the Agreement, and pursue any other remedies that the City may have under this Agreement or at law or in equity. 5.1. Notice to Vendor Personnel — For purposes of this section, Vendor Personnel shall include all officers, agents, servants, employees, or representatives of Vendor. Vendor shall be responsible for specifically notifying all Vendor Personnel who will provide services to the City under this agreement of the following City requirements and restrictions regarding access Network Access Agreement — Exhibit D City of Fort Worth & Carahsoft Technology Corporation Page 23 of 26 to the City's Network: 5.1.1. Vendor shall be responsible for any City -owned equipment assigned to Vendor Personnel, and will immediately report the loss or theft of such equipment to the City; 5.1.2. Vendor Personnel shall be prohibited from connecting personally -owned computer equipment to the City's Network; 5.1.3. Vendor Personnel shall protect City -issued passwords and shall not allow any third party to utilize their password and/or user ID to gain access to the City's Network; 5.1.4. Vendor Personnel shall not engage in prohibited or inappropriate use of Electronic Communications Resources as described in the City's Administrative Regulation 137; 5.1.5. Any document created by Vendor Personnel in accordance with this Agreement is considered the property of the City and is subject to applicable state regulations regarding public information; 5.1.6. Vendor Personnel shall not copy or duplicate electronic information for use on any non -City computer except as necessary to provide services pursuant to this Agreement; 5.1.7. All network activity may be monitored for any reason deemed necessary by the City; and 5.1.8. A Network user ID maybe deactivated when the responsibilities of the Vendor Personnel no longer require Network access. 6. Termination. In addition to the other rights of termination set forth herein, the City may terminate this Agreement at any time and for any reason with or without notice, and without penalty to the City. Upon termination of this Agreement, Vendor agrees to remove entirely any client or communications software provided by the City from all computing equipment used and owned by the Vendor, its officers, agents, servants, employees and/or representatives to access the City's Network. 7. Information Securitv. Vendor agrees to make every reasonable effort in accordance with accepted security practices to protect the Network credentials and access methods provided by the City from unauthorized disclosure and use. Vendor agrees to notify the City immediately upon discovery of a breach or threat of breach which could compromise the integrity of the City's Network, including but not limited to, theft of Vendor -owned equipment that contains City -provided access software, termination or resignation of officers, agents, servants, employees or representatives with access to City -provided Network credentials, and unauthorized use or sharing of Network credentials. (signature page follows) Network Access Agreement — Exhibit D City of Fort Worth & Carahsoft Technology Corporation Page 24 of 26 Executed effective as of the date signed by the Assistant City Manager below. CITY OF FORT WORTH: CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and By:� f _ administration of this contract, including Name: Jesica McEachern ensuring all performance and reporting Title: Assistant City Manager requirements. [date: 04/10/2025 %J pF - APPROVAL RECOMMENDED: By: Homero Garza (Apr 2, 2025 14:50 CDT) Name: Homer Garza Title: IT Solutions Manager, Water Department By: Christopher Har&r (Apr 4,2025 07:40 CDT) Name: Christopher Harder APPROVED AS TO FORM AND Title: Water Director LEGALITY: ATTEST: By: b Name: Hye Won Kim By: Title: Assistant City Attorney Name: Jannette Goodall Title: City Secretary CONTRACT AUTHORIZATION: M&C: N/A VENDOR: Carahsoft Technology Corporation By: /Haar, � Z-19,- Name: Natalie LeMayU Title: SI,G Contracts Manager Date: 03/24/2025 Network Access Agreement — Exhibit D City of Fort Worth & Carahsoft Technology Corporation Page 25 of 26 EXHIBIT E VERIFICATION OF SIGNATURE AUTHORITY carahsoft. February 19, 2025 To Whom It May Concern: r � Please be advised that I, Robert Moore, authorize Natalie LeMay as a designated signatory for Carahsoft Technology Corp. Natalie LeMay is authorized as a Manager of Contracts to sign and execute any and all written contracts, agreements, documents, certificates, and other written instruments on behalf of Carahsoft Technology Corp. Please feel free to contact me at contractsacarahsoft.com with any questions you may have. I, as authorized by the Company, hereby certify and attest that all the information above is true and correct. Sincerely, Robert Moore Vice President Carahsoft Technology Corp. 11493 SUNSF 11111,1,S ROAD I SU11V 100 1 RHSTON, VA 20190 I "1`. 703.871.8500 1 888.66.CARA11 1 R: 703.871.8505 WV W.CiA1tAI iti01"1'.COnl Verification of Signature Authority — Exhibit E City of Fort Worth & Carahsoft Technology Corporation Page 26 of 26 FoRTWORTU, Routing and Transmittal Slip Water Department DOCUMENT TITLE: Cooperative Purchase Agreement with Carahsoft Technology Corporation via OMNIA Contract R240303 to provide E-Tech Consulting professional services to configure Accela M&C: CPN: CSO: TBD DOC #: TO: Initials Homer Garza — Signer Rick Lisenbee — Approver Vendor: Natalie LeMay, Manager of Contracts contracts@carahsoft.com Shane Zondor — Approver Jan Hale — Approver H Christopher Harder — Signer Hye Won Kim — Signer for Legal Jesica McEachern — Signer Ron Gonzales — Approver Jannette Goodall — Signer RonRon I Allison Tidwell — Form Filler Tim Shidal — Acceptor Needs to be notarized: ❑ YES 0 NO Action Required: ❑ As Requested ❑ For Your Information PSignature/Routing and/or Recording ❑ Comment ❑ File FOR CMO USE ONLY: Routing to CSO 0 YES ❑ NO EXPLANATION Attached is a Cooperative Purchase Agreement with Carahsoft Technology Corporation via OMNIA Contract R240303 to provide E-Tech Consulting professional services to configure Accela. The spending authority will not exceed $80,653.28. The former contract, CSCO 58190, reached the end of its term on February 21, 2025. Please approve/sign the renewal letter via Adobe Sign. If you have any questions or concerns, please contact me or call Homer Garza at (817) 392-8633. Tim Shidal Sr. IT Business Planner, Water IT Fort Worth Water Department 100 Fort Worth Trail Fort Worth, Texas 76102 (817) 392-2515 tim. shidal(&fortworthtexas.2ov