HomeMy WebLinkAboutContract 53499-R5A7CITY SECRETARY CONTRACT NO. 53499-R5A7
RENEWAL 5, AMENDMENT 7 TO CITY SECRETARY CONTRACT NO. 53499
This Renewal and Amendment is executed by and between the City of Fort Worth
(hereafter "City") and Benevate, LLC (hereafter "Vendor"). City and Vendor are each
individually referred to herein as a "Party" and collectively as the "Parties."
WHEREAS, the Parties entered into City of Fort Worth City Secretary Contract No. 53499
(the "Contract") on February 4, 2020;
WHEREAS, the Contract was executed for Vendor to provide the City with software for
the enrollment, qualification, administration and reporting for five (5) programs.
WHEREAS, through Amendments to the Agreement, the Parties have since added
additional set vices to the scope of the Agreement;
WHEREAS, the fourth renewal term of the Contract recently expired on February 4, 2025
but the Parties continued operating under the same terms and conditions and intended to renew the
Agreement for an additional term;
WHEREAS, the City and Vendor now wish to memorialize their agreement to renew the
term of the Contract for continued set -vices pursuant to the original Contract, specifically from
February 5, 2025, to February 4, 2026.
NOW, THEREFORE, City and Vendor acting herein by and through their duly
authorized representatives, enter into the following agreement to renew the contract with the
following amended terms:
1. For this Renewal Term 5, all users in the City's CORE portal (223) will be invoiced
annually at a rate of $1,650.00 each.
a. Additional users may be added to the CORE portal for $1,650.00 per user
during the term of this Renewal 5. Charges will be prorated based on the
annual rate.
2. The City shall continue to have access to the Snowflake Data Warehouse for the
CORE portal (223) for Renewal Term 5. The annual rate for this subscription is
$10,000.00.
3. For this Renewal Term 5, all users in the City's Disaster Recovery Portal (715) will
be invoiced annually at a rate of $2,700.00 each.
a. Additional users may be added to the DR Portal for $2,700.00 per user
during the term of this Renewal 5. Charges will be prorated based on the
annual rate.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
4. All new programs added to any of the City's portals will be invoiced based on the
Vendor's then -current rates at the time the service is requested.
5. The Amended Exhibit A, attached hereto, is incorporated into the Agreement.
6. In all other respects, the Contract is affirmed and ratified and, except as expressly
modified herein, all terms and conditions of the Contract shall remain in full force
and effect.
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
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By: Dana Burghdoff (Ma'�'20, 202� 12:41 CDT)
Name: Dana Burghdoff
Title: Assistant City Manager
Date:
APPROVAL RECOMMENDED:
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By:
Name: Kacey Bess
Title: Neighborhood Services Director
ATTEST:
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By: �o
Name: Jannette Goodall
Title: City Secretary aa,Xp4dp
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VENDOR: Benevate, LfL�C
By: 4.1
Name: J. j4s Rusnak
Title: President
Date: May 12 52025
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: �2
Name: Rhonda Hinz
Title: NSD Sr Admin Set -vices Manager
APPROVED AS TO FORM AND LEGALITY:
By.
Name: Jessika J. Williams
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 22-0115 & 25-0312
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
AMENDED EXHIBIT A
Services Statement of Work
1. SaaS Services Description. Company will provide Customer with hosted software for
the enrollment, qualification, administration and reporting of the following
portals/programs:
Renewal 5: February 5, 2025 — February 4, 2026
CORE Portal (223)
User Subscriptions Purchased: 85
User Subscriptions are assigned as follows:
• Neighborhood Services: 85 Users
Programs Purchased and/or Contained in CORE Portal (223):
(1) Lead Safe (Original Contract)
(2) Priority Repair (Original Contract)
(3) House Weatherization (Original Contract)
(4) Healthy Homes 4 Heroes (Original Contract)
(5) Apartment Weatherization (Original Contract)
(6) NGP Grant (Invoice 1638)
(7) CDBG (Invoice 1638)
(8) ESG (Invoice 1638)
(9) HOPWA (Invoice 1638)
(10)Public Service Agencies (Invoice 1638)
(11)HUD Notice of Funding Opportunities (NOFA) (Invoice 1638)
(12)ERAP Subrecipients (Invoice 1638)
(13)TBRA (HOPWA) (Invoice 1638)
(14)Affordable Housing Development Program (Invoice 1638)
(15)HOME-ARP NOFA (Invoice 1638)
(16)PSH — NOFA (Invoice 10401)
(17)Assets (Invoice 11185)
(18)CDBG-CV (Invoice 11805)
(19) Community Action Partners (CAP) (Invoice 12171)
Additional Services Purchased for CORE Portal (223): Snowflake Data Warehouse
ERAP Portal (329)
ERAP Portal (329) has been paid through 11/15/2029 (Invoice 11588) and includes the following:
• Access to ERAP portal (329) for 7 Administrator Users/3 Read -Only Users
• Hosting/Security in Microsoft FedRAMP Data Center
• Data Storage, Backup, and Recovery
• Technical Support (Monday — Friday: 8:00 a.m. to 8:00 p.m. EST)
• Access to all Tenant, Landlord, and Vendor (e.g. utility) cases and documents
• Access to the ERAP dashboard and Treasury reporting, including all required
updates to Treasury reports
• Access to Report Builder for ad hoc reporting
ERAP Portal (329) transitioned to a maintenance portal 11/16/2023 and include the following
changes:
• Tenants and Landlords do not have ability to create new applications or edit
existing cases ("Read Only" Access)
• Tenants do not have the ability to submit Additional Funding Requests
• New funding cannot be added/disbursed (Funding Tab has "Read Only" Access)
• Approval functionality is disabled
• Support provided by a general pool of CSMs - no assigned CSM
Any additional users will be invoiced annually at $2,400.00 per user.
DR Portal (715)
User Subscriptions Purchased: 15
Programs Purchased for DR Portal:
(1) Rehab (Renewal 4)
2. Company will make available to Customer all updates, and any documentation for
such updates, to the Services. Company will ensure that (i) new features or enhancements to
existing features are synchronized with the previous version, and (ii) updates will not
degrade the performance, functionality, or operation of the Services.
Training Services. Company will conduct one (1) four (4) hour training session, which
may be recorded by Customer. The purpose of the training sessions is to familiarize
administrator personnel with the workflow and functionality of hosted software.
4. Technical Support. Company will provide Technical Support to Customer via electronic
mail on weekdays during the hours of 8:00 am through 8:00 pm Eastern time, with the
exclusion of Federal Holidays ("Support Hours"). Customer may initiate a helpdesk ticket
during Support Horns by emailing sumortameighborlvsoftware.com. Company will
use commercially reasonable efforts to respond to all Helpdesk tickets within one (1)
business day.
5. Data Storage. Company agrees that any and all Customer data will be stored, processed,
and maintained solely in data centers located in the United States.
6. Backup and Recovery of Customer Data. As a part of the Services, Company is responsible
for maintaining a backup of Customer Data and for an orderly and timely recovery of such
data in the event that the Services may be interrupted. Company shall maintain a
contemporaneous backup of Customer Data that can be recovered within four (4) hours at
any point in time.
7. Loss of Data. In the event of any act, error or omission, negligence, misconduct, or breach
that compromises or is suspected to compromise the security, confidentiality, or integrity of
Customer Data or the physical, technical, administrative, or organizational safeguards put in
place by Company that relate to the protection of the security, confidentiality, or integrity of
Customer Data, Company shall, as applicable: (i) notify Customer as soon as practicable but
no later than twenty-four (24) hours of becoming aware of such occurrence; (ii) cooperate
with Customer in investigating the occurrence, including making available all relevant
records, logs, files, data reporting, and other materials required to comply with applicable
law; and (iii) perform or take any other actions required to comply with applicable State law
as a result of the occurrence. This section shall survive the termination of this Agreement.
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 04/08/25 M&C FILE NUMBER: M&C 25-0312
LOG NAME: 19NEIGHBORLY SOFTWARE 2024 AMENDMENT
SUBJECT
(ALL) Authorize Execution of Amendment Number 7 to City Contract with Benevate, LLC. to Authorize Funding for a Fifth Renewal Term and to
Increase the Total Contract Amount by $135,000.00 for a New Total Amount Up to $885,000.00 for Neighborly Software Licenses and Training for
the Neighborhood Services Department
RECOMMENDATION:
It is recommended that the City Council authorize amendment number seven to City Secretary Contract No. 53499 with Benevate, LLC. to
authorize funding for a fifth renewal term and to increase the total contract amount by $135,000.00 for a new total amount up to $885,000.00 for
Neighborly Software licenses and training for the Neighborhood Services Department.
DISCUSSION:
The purpose of this Mayor and Council Communication (M&C) is to authorize amendment seven to City Secretary Contract No. (CSC) 53499 with
Benevate, LLC. to: (1) authorize funding for a fifth renewal term for the period of February 5, 2025, through February 4, 2026, and (2) increase the
total contract amount by $135,000.00 for a new total amount up to $885,000.00.
The original contract with Benevate, LLC. was executed February 4, 2020, to purchase a comprehensive software solution, Neighborly Software,
for enrollment, administration and reporting of its housing and community development programs, offered by Neighborly Software. This included a
fully streamlined process for members of the public applying for rental assistance and housing programs, subrecipient agencies applying for
competitive grants, and developers/contractors bidding for housing development projects. Neighborhood Services Department (NSD) had already
established a positive relationship with Neighborly, including a successful program implementation nearly two years prior to the effective date of
CSC No. 53499. In February 2020, the Rehabilitation & Construction Management Division of NSD initially established a relationship with this
vendor with the implementation of a pilot program creating an applicant portal for clients applying for Priority Repair, LeadSafe, Weatherization,
and Healthy Homes for Heroes housing rehabilitation programs.
The original agreement was for an initial period of one year (February 5, 2020 — February 4, 2021), covered administrator fees for 22 staff
members, and included an unspecified number of automatic annual renewals to provide hosted software for the enrollment, qualification,
administration and reporting services for the Neighborhood Service Department's Priority Repair (PRP), LeadSafe (Lead), Weatherization
(WAP)-owner occupied, WAP-rental and Healthy Homes 4 Heroes programs.
The Neighborly portal is accessible directly from the NSD website and reduced the need for paper applications or in -person appointments to apply
for programs, which resulted in more efficient time management and staff utilization. It also allowed applicants the opportunity to upload documents
directly to the system and submit applications 24 hours a day and provided an audit log and status updates visible to both staff and applicants. The
usage of the program grew to include two portals with a current total of 20 programs being serviced.
Over the course of the last 5 years, the Agreement has been amended a total of six times to incorporate standard City of Fort Worth contract
language, to increase the overall spending authority, to increase the total number of licenses provided, and to incorporate new programs and any
related fees.
On February 22, 2022, Council authorized a Professional Services Agreement with Benevate, LLC. for an amount not to exceed $750,000.00 over
a period of five years to include user licenses, technical support and training (M&C 22-0115). At the time, the City was in its second renewal term
with Benevate, LLC. and the authorized five-year period was meant to incorporate the years that the City was already in a contractual relationship
with Benavate, LLC. After approval of M&C 22-0115, the contract was renewed for its third renewal term from February 5, 2023 to February 4,
2024. It was subsequently renewed for a fourth renewal term from February 5, 2024 to February 4, 2025. The underlying Agreement does not
incorporate a limit on the number of renewals; only the related M&C does.
Approval of this M&C will authorize funding for a fifth term for the period of February 5, 2025, through February 4, 2026, and will also increase the
total contract amount by $135,000.00 for a new total amount up to $885,000.00.
This purchase is approved as exempt from competitive bidding as it is necessary to preserve or protect the public health or safety of the City of
Fort Worth's residents. NSD uses this software to facilitate programs that directly assist the public and are designed to protect their health and
safety. If NSD is unable to complete this purchase, or is required to use another software after performing a competitive procurement, many of the
programs would be jeopardized in the process and damage the public health by exposing the City's citizens to unnecessary risks associated with
homelessness and unperformed repairs through housing rehabilitation. Changing to a new or different software also poses a risk of data and
application loss. The City and the public cannot afford to take that risk or any further delay in processing applications for these programs. It is
critical, in the interest of public health, that this software currently in use by the City for these programs is maintained.
This project was approved for a waiver per the Chapter 252 exemption, as a sole source by the Legal Department. Therefore, the business equity
goal requirement is not applicable.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendation, funds will be available in the current operating budget, as
previously appropriated, in the Grants Operating Federal Fund and General Fund. Prior to an expenditure being incurred, the Neighborhood
Services Department has the responsibility to validate the availability of funds.
Submitted for Citv Manaaer's Office bv: Dana Burghdoff 8018
Oriainatina Business Unit Head: Kacey Bess 8187
Additional Information Contact: Rhonda Hinz 2573