HomeMy WebLinkAboutContract 63348csc rro. 63348
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VENDOR SERVICES AGREEMENT
(Information Technology)
This Vendor Services Agreement ("Agreement") is made and entered into by and between
the City of Fort Worth, a Texas home-rule municipal corporation (the "City" or "Client") and
CompBase, Inc. d\b\a C1erkBase, a Rhode Island corporation ("Vendor"). City and Vendor are each
individually referred to herein as a"party" and collectively referred to as the "parties." The term
"Vendor" shall include Vendor, its officers, agents, employees, representatives, contractors or
subcontractors. The term "City" shall include its officers, employees, agents, and representatives.
CONTRACT DOCUMENTS:
The Contract documents shall include the following:
1. This Vendor Services Agreement;
2. E�iibit A— Statement Of Work Plus Any Amendments To The Statement Of Work;
3. Exhibit B— Payment Schedule;
4. E�iibit C— Milestone Acceptance Form;
5. Exhibit D— Service Level Agreement;
6. E�iibit E— Signature Verification Form; and
7. Exhibit F— Network Access Agreement.
All Exhibits attached hereto are incorporated herein and made a part of this Agreement for all
purposes. In the event of any conflict between the documents, the terms and conditions of this
Agreement shall control.
The term "Vendor" or "Contractor" shall include the Vendor or Contractor, and its officers, agents,
employees, representatives, servants, contractors or subcontractors.
The term "City" shall include its officers, employees, agents, and representatives.
1. Scope of Services. Vendor hereby agrees, with good faith and due diligence, to
provide the City with an Agenda and Committee Management System Application, Professional
Services, Annual Cloud Hosting, Data Storage and Yearly Maintenance Services. Specifically,
Vendor will perform all duties outlined and described in the Statement Of Work, which is attached
hereto as Exhibit "A" and incorporated herein for all purposes, and further referred to herein as the
"Services." Vendor shall perform the Services in accordance with standards in the industry for the
same or similar services. In addition, Vendor shall perform the Services in accordance with all
applicable federal, state, and local laws, rules, and regulations. If there is any conflict between this
Agreement and Exhibit A, the terms and conditions of this Agreement shall control.
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase OFFICIAL RECOR�
CITY SECRETARY
FT. WORTH, TX
2. Term. This Agreement shall commence upon the date signed by the Assistant City
Manager below ("Effective Date") and shall eXpire no later than three years ("Expiration Date"),
unless terminated earlier in accordance with the provisions of this Agreement or otherwise
extended by the parties. This Agreement may be renewed for two one-year terms at the City's
option, each a"Renewal Term." The City shall provide Vendor with written notice of its intent to
renew at least thirty (30) days prior to the end of each term.
3. Compensation. The City shall pay Vendor an amount not to exceed one hundred
and fifty thousand dollars and zero cents, ($150,000.00) annually in accordance with the provisions
of this Agreement and Exhibit "B," Payment Schedule, which is attached hereto and incorporated
herein for all purposes. Vendor shall not perform any additional services for the City not specified
by this Agreement unless the City requests and approves in writing the additional costs for such
services. The City shall not be liable for any additional expenses of Vendor not specified by this
Agreement unless the City first approves such expenses in writing. City agrees to pay all invoices
of Vendor within thirty (30) days of receipt of such invoice. Vendor may charge interest on late
payments not to eXceed one percent (1%).
4. Termination.
4.1. Convenience. Either the City or Vendor may terminate this Agreement at
any time and for any reason by providing the other party with 30 days written notice of
termination.
4.2. Breach. If either party commits a material breach of this Agreement, the
non-breaching Party must give written notice to the breaching party that describes the
breach in reasonable detail. The breaching party must cure the breach ten (10) calendar
days after receipt of notice from the non-breaching party, or other time frame as agreed to
by the parties. If the breaching party fails to cure the breach within the stated period of
time, the non-breaching party may, in its sole discretion, and without prejudice to any other
right under this Agreement, law, or equity, immediately terminate this Agreement by giving
written notice to the breaching party.
4.3. Fiscal Funding Out. In the event no funds or insufficient funds are
appropriated by the City in any fiscal period for any payments due hereunder, the City will
notify Vendor of such occurrence and this Agreement shall terminate on the last day of the
fiscal period for which appropriations were received without penalty or expense to the City
of any kind whatsoever, except as to the portions of the payments herein agreed upon for
which funds have been appropriated.
4.4. Duties and Obligations of the Parties. In the event that this Agreement is
terminated prior to the Expiration Date, the City shall pay Vendor for services actually
rendered up to the effective date of termination and Vendor shall continue to provide the
City with services requested by the City and in accordance with this Agreement up to the
effective date of termination. Upon termination of this Agreement for any reason, Vendor
shall provide the City with copies of all completed or partially completed documents
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
prepared under this Agreement. In the event Vendor has received access to City information
or data as a requirement to perform services hereunder, Vendor shall return all City
provided data to the City in a machine-readable format or other format deemed acceptable
to the City.
5. Disclosure of Conflicts and Confidential Information.
5.1. Disclosure of Conflicts. Vendor hereby warrants to the City that Vendor has
made full disclosure in writing of any existing or potential conflicts of interest related to
Vendor's services under this Agreement. In the event that any conflicts of interest arise after
the Effective Date of this Agreement, Vendor hereby agrees immediately to make full
disclosure to the City in writing.
5.2. Confidential Information. The City acknowledges that Vendor may use
products, materials, or methodologies proprietary to Vendor. The City agrees that Vendor's
provision of services under this Agreement shall not be grounds for the City to have or
obtain any rights in such proprietary products, materials, or methodologies unless the
parties have executed a separate written agreement with respect thereto. Vendor, for itself
and its officers, agents and employees, agrees that it shall treat all information provided to
it by the City ("City Information") as confidential and shall not disclose any such
information to a third party without the prior written approval of the City.
53. Public Information Act. City is a government entity under the laws of the
State of Texas and all documents held or maintained by City are subject to disclosure under
the Texas Public Information Act. In the event there is a request for information marked
Confidential or Proprietary, City shall promptly notify Seller. It will be the responsibility
of Seller to submit reasons objecting to disclosure. A determination on whether such
reasons are sufficient will not be decided by City, but by the Office of the Attorney General
of the State of TeXas or by a court of competent jurisdiction.
5.4. Unauthorized Access. Vendor shall store and maintain City Information in
a secure manner and shall not allow unauthorized users to access, modify, delete or
otherwise corrupt City Information in any way. Vendor shall notify the City immediately if
the security or integrity of any City information has been compromised or is believed to
have been compromised, in which event, Vendor shall, in good faith, use all commercially
reasonable efforts to cooperate with the City in identifying what information has been
accessed by unauthorized means and shall fully cooperate with the City to protect such
information from further unauthorized disclosure.
6. Ri�ht to Audit.
6.1. Vendor agrees that the City shall, until the expiration of three (3) years after
final payment under this Agreement, have access to and the right to examine at reasonable
times any directly pertinent books, documents, papers and records of the Vendor involving
transactions relating to this Agreement at no additional cost to the City. Vendor agrees that
the City shall have access during normal working hours to all necessary Vendor facilities
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
and shall be provided adequate and appropriate work space in order to conduct audits in
compliance with the provisions of this section. The City shall give Vendor not less than 10
days written notice of any intended audits.
6.2. Vendor further agrees to include in all its subcontractor agreements
hereunder a provision to the effect that the subcontractor agrees that the City shall, until
expiration of three (3) years after final payment of the subcontract, have access to and the
right to examine at reasonable times any directly pertinent books, documents, papers and
records of such subcontractor involving transactions related to the subcontract, and further
that City shall have access during normal working hours to all subcontractor facilities and
shall be provided adequate and appropriate work space in order to conduct audits in
compliance with the provisions of this paragraph. City shall give subcontractor not less
than 10 days written notice of any intended audits.
7. Independent Contractor. It is expressly understood and agreed that Vendor shall
operate as an independent contractor as to all rights and privileges granted herein, and not as agent,
representative or employee of the City. Subject to and in accordance with the conditions and
provisions of this Agreement, Vendor shall have the exclusive right to control the details of its
operations and activities and be solely responsible for the acts and omissions of its officers, agents,
servants, employees, contractors and subcontractors. Vendor acknowledges that the doctrine of
respondeat superior shall not apply as between the City, its officers, agents, servants and
employees, and Vendor, its officers, agents, employees, servants, contractors and subcontractors.
Vendor further agrees that nothing herein shall be construed as the creation of a partnership or joint
enterprise between City and Vendor. It is further understood that the City shall in no way be
considered a Co-employer or a Joint employer of Vendor or any officers, agents, servants,
employees or subcontractors of Vendor. Neither Vendor, nor any officers, agents, servants,
employees or subcontractors of Vendor shall be entitled to any employment benefits from the City.
Vendor shall be responsible and liable for any and all payment and reporting of taxes on behalf of
itself, and any of its officers, agents, servants, employees or subcontractors.
8. LIABILITY AND INDEMNIFICATION.
8.1. LIABILITY - VENDOR SHALL BE LIABLE AND RESPONSIBLE
FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR
PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF
ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE
EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S),
MALFEASANCE OR INTENTIONAL MISCONDUCT OF VENDOR, ITS
OFFICERS, AGENTS, SERVANTS OR EMPLOYEES.
8.2. INDEMNIFICATION - VENDOR HEREBY COVENANTS AND
AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY, ITS
OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST
ANY AND ALL CLAIMS OR LAWSUITS OF ANY KIND OR CHARACTER,
WHETHER REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR
LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO VENDOR'S BUSINESS,
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
AND ANY RESULTING LOST PROFITS) PERSONAL INJURY, INCLUDING
DEATH, TO ANY AND ALL PERSONS, AND DAMAGES FOR CLAIMS OF
INTELLECTUAL PROPERTY INFRINGEMENT, ARISING OUT OF OR IN
CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE
ACTS OR OMISSIONS OF VENDOR, ITS OFFICERS, AGENTS,
SUBCONTRACTORS, SERVANTS OR EMPLOYEES. IN ADDITION, VENDOR
EXPRESSLYAGREES TO DEFEND, INDEMNIFY, AND HOLD HARMLESS THE
CITY FROM ANY AND ALL CLAIMS, LOSSES, LIABILITIES, DAMAGES,
JUDGMENTS, COSTS, OR EXPENSES (INCLUDING REASONABLE
ATTORNEYS' FEES AND COURT COSTS) ARISING FROM THIRD-PARTY
CLAIMS ATTRIBUTABLE TO THE PERFORMANCE, SECURITY, OR
INTEGRITY OF VENDOR'S TECHNOLOGY PRODUCTS OR SERVICES,
INCLUDING BUT NOT LIMITED TO SECURITY BREACHES, SYSTEM
FAILURES, DATA LOSS, OR UNAUTHORIZED ACCESS, EXCEPT TO THE
EXTENT SUCH CLAIMS ARE CAUSED BY THE CITY'S SOLE NEGLIGENCE
OR WILLFUL MISCONDUCT.
8.3. INTELLECTUAL PROPERTY INFRINGEMENT.
8.3.1. The Vendor warrants that all Deliverables, or any part thereof,
furnished hereunder, including but not limited to: programs, documentation,
software, analyses, applications, methods, ways, and processes (in this Section
8C each individually referred to as a"Deliverable" and collectively as the
"Deliverables,") do not infringe upon or violate any patent, copyrights,
trademarks, service marks, trade secrets, or any intellectual property rights
or other third party proprietary rights, in the performance of services under
this Agreement.
8.3.2. Vendor shall be liable and responsible for any and all claims
made against the City for infringement of any patent, copyright, trademark,
service mark, trade secret, or other intellectual property rights by the use of
or supplying of any Deliverable(s) in the course of performance or completion
of, or in any way connected with providing the services, or the City's continued
use of the Deliverable(s) hereunder.
8.3.3. 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 this Agreement,
it being understood that this agreement to indemnify, defend, settle or pay shall
not apply if the 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 8, 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
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
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 sa 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 this 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 costs or expenses shall not eliminate Vendor's
duty to indemnify the City under this 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 this 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 AND AMOUNTS SET FORTH IN SECTION 10
OF THIS AGREEMENT.
9. Assi�nment and Subcontracting.
9.1. Vendor shall not assign or subcontract any of its duties, obligations or rights
under this Agreement without the prior written consent of the City. If the City grants
consent to an assignment, the assignee shall execute a written agreement with the City and
the Vendor under which the assignee agrees to be bound by the duties and obligations of
Vendor under this Agreement. The Vendor and assignee shall be jointly liable for all
obligations under this Agreement prior to the assignment. If the City grants consent to a
subcontract, the subcontractor shall execute a written agreement with the Vendor
referencing this Agreement under which the subcontractor shall agree to be bound by the
duties and obligations of the Vendor under this Agreement as such duties and obligations
may apply. The Vendor shall provide the City with a fully executed copy of any such
subcontract.
10. Insurance.
10.1. The Vendor shall carry the following insurance coverage with a company
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
that is licensed to do business in Texas or otherwise approved by the City:
10.1.1. Commercial General Liability:
10.1.1.1. Combined limit of not less than $2,000,000 per
occurrence; $4,000,000 aggregate; or
10.1.1.2. Combined limit of not less than $1,000,000 per
occurrence; $2,000,000 aggregate and Umbrella Covera�e in the amount of
$4,000,000. Umbrella policy shall contain a follow-form provision and shall
include coverage for personal and advertising injury.
10.1.1.3. Defense costs shall be outside the limits of liability.
10.1.2. Automobile Liability Insurance covering any vehicle used in
providing services under this Agreement, including owned, non-owned, or hired
vehicles, with a combined limit of not less than $1,000,000 per occurrence.
10.1.3. Professional Liability (Errors & Omissions) in the amount of
$1,000,000 per claim and $1,000,000 aggregate limit.
10.1.4. Statutory Workers' Compensation and Employers' Liability
Insurance requirements per the amount required by statute.
10.1.5. Technology Liability (Errors & Omissions)
10.1.5.1. Combined limit of not less than $1,000,000 per
occurrence; $2 million aggregate or
10.1.5.2. Combined limit of not less than $1,000,000 per
occurrence; $2,000,000 aggregate and Umbrella Covera�e in the amount of
$4,000,000. Umbrella policy shall contain a follow-form provision and shall
include coverage for personal and advertising injury. The umbrella policy
shall cover amounts for any claims not covered by the primary Technology
Liability policy. Defense costs shall be outside the limits of liability.
10.1.5.3. Coverage shall include, but not be limited to, the
following:
10.1.5.3.1. Failure to prevent unauthorized access;
10.1.5.3.2. Unauthorized disclosure of information;
10.1.5.3.3. Implantation of malicious code or computer
virus;
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
10.1.5.3.4. Fraud, Dishonest or Intentional Acts with
final adjudication language;
10.1.5.3.5. Intellectual Property Infringement coverage,
specifically including coverage for intellectual property
infringement claims and for indemnification and legal defense of
any claims of intellectual property infringement, including
infringement of patent, copyright, trade mark or trade secret,
brought against the City for use of Deliverables, Software or
Services provided by Vendor under this Agreement;
10.1.5.3.6. Technology coverage may be provided
through an endorsement to the Commercial General Liability (CGL)
policy, a separate policy specific to Technology E&O, or an
umbrella policy that picks up coverage after primary coverage is
exhausted. Either is acceptable if coverage meets all other
requirements. Technology coverage shall be written to indicate that
legal costs and fees are considered outside of the policy limits and
shall not erode limits of liability. Any deductible will be the sole
responsibility of the Vendor and may not exceed $50,000 without
the written approval of the City. Coverage shall be claims-made,
with a retroactive or prior acts date that is on or before the effective
date of this Agreement. Coverage shall be maintained for the
duration of the contractual agreement and for two (2) years
following completion of services provided. An annual certificate of
insurance, or a full copy of the policy if requested, shall be submitted
to the City to evidence coverage; and
10.1.5.3.7. Any other insurance as reasonably requested
by City.
10.2. General Insurance Requirements:
10.2.1. All applicable policies shall name the City as an additional insured
thereon, as its interests may appear. The term City shall include its employees,
officers, officials, agents, and volunteers in respect to the contracted services.
10.2.2. The workers' compensation policy shall include a Waiver of
Subrogation (Right of Recovery) in favor of the City of Fort Worth.
10.2.3. A minimum of Thirty (30) days' notice of cancellation or reduction
in limits of coverage shall be provided to the City. Ten (10) days' notice shall be
acceptable in the event of non-payment of premium. Notice shall be sent to the
Risk Manager, City of Fort Worth, 1000 Throckmorton, Fort Worth, Texas 76102,
with copies to the City Attorney at the same address.
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
10.2.4. The insurers for all policies must be licensed and/or approved to do
business in the State of Texas. All insurers must have a minimum rating of A- VII
in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial
strength and solvency to the satisfaction of Risk Management. If the rating is below
that required, written approval of Risk Management is required.
10.2.5. Any failure on the part of the City to request required insurance
documentation shall not constitute a waiver of the insurance requirement.
10.2.6. Certificates of Insurance evidencing that the Vendor has obtained
all required insurance shall be delivered to and approved by the City's Risk
Management Division prior to execution of this Agreement.
11. Compliance with Laws, Ordinances, Rules and Re�ulations. Vendor agrees to
comply with all applicable federal, state and local laws, ordinances, rules and regulations. If the
City notifies Vendor of any violation of such laws, ordinances, rules or regulations, Vendor shall
immediately desist from and correct the violation.
12. Non-Discrimination Covenant. Vendor, for itself, its personal representatives,
assigns, subcontractors and successors in interest, as part of the consideration herein, agrees that
in the performance of Vendor's duties and obligations hereunder, it shall not discriminate in the
treatment or employment of any individual or group of individuals on any basis prohibited by law.
If any claim arises from an alleged violation of this non-discrimination covenant by Vendor, its
personal representatives, assigns, subcontractors or successors in interest, Vendor agrees to assume
such liability and to indemnify and defend the City and hold the City harmless from such claim.
13. Notices. 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 THE CITY:
City of Fort Worth
Attn: Assistant City Manager
100 Fort Worth Trail
Fort Worth, TX 76102
TO VENDOR:
CompBase, Inc. d\b\a C1erkBase
Attn: Authorized Signatory
2220 Plainfield Pike
Cranston, RI 02921
With Copy to the City Attorney at same
address
14. Solicitation of Emplovees. Neither the City nor Vendor shall, during the term of
this Agreement and additionally for a period of one year after its termination, solicit for
employment or employ, whether as employee or independent contractor, any person who is or has
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
been employed by the other during the term of this Agreement, without the prior written consent
of the person's employer. This provision shall not apply to an employee who responds to a general
solicitation or advertisement of employment by either party.
15. Governmental Powers. It is understood and agreed that by execution of this
Agreement, the City does not waive or surrender any of its governmental powers.
16. No Waiver. The failure of the City or Vendor to insist upon the performance of any
term or provision of this Agreement or to exercise any right granted herein shall not constitute a
waiver of the City's or Vendor's respective right to insist upon appropriate performance or to assert
any such right on any future occasion.
17. Governing Law and Venue. This Agreement shall be construed in accordance with
the laws of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought
on the basis of this Agreement, venue for such action shall lie in state courts located in Tarrant
County, Texas or the United States District Court for the Northern District of Texas, Fort Worth
Division.
18. Severabilitv. If any provision of this Agreement is held to be invalid, illegal or
unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any
way be affected or impaired.
19. Force Ma'el ure. City and Vendor shall eXercise their best efforts to meet their
respective duties and obligations as set forth in this Agreement, but shall not be held liable for any
delay or omission in performance due to force majeure or other causes beyond their reasonable
control, including, but not limited to, compliance with any government law, ordinance or
regulation, acts of God, acts of the public enemy, fires, strikes, lockouts, natural disasters, wars,
riots, epidemics or pandemics, material or labor restrictions by any governmental authority,
transportation problems, restraints or prohibitions by any court, board, department, commission,
or agency of the United States or of any States, civil disturbances, other national or regional
emergencies, and/or any other similar cause not enumerated herein but which is beyond the
reasonable control of the Party whose performance is affected (collectively "Force Majeure
Event"). The performance of any such obligation is suspended during the period of, and only to
the extent of, such prevention or hindrance, provided the affected Party provides notice of the
Force Majeure Event, and an explanation as to how it hinders the party's performance, as soon as
reasonably possible, as determined in the City's discretion, after the occurrence of the Force
Majeure Event. The form of notice required by this section shall be the same as section 13 above.
20. Headin�s Not Controlling. Headings and titles used in this Agreement are for
reference purposes only and shall not be deemed a part of this Agreement.
21. Review of Counsel. The parties acknowledge that each party and its counsel have
reviewed this Agreement and that the normal rules of construction to the effect that any ambiguities
are to be resolved against the drafting party shall not be employed in the interpretation of this
Agreement or e�iibits hereto.
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
22. Amendments. No amendment of this Agreement shall be binding upon a party
hereto unless such amendment is set forth in a written instrument, and duly executed by an
authorized representative of each party.
23. Entiretv of Agreement. This Agreement, including any e�iibits attached hereto and
any documents incorporated herein by reference, contains the entire understanding and agreement
between the City and Vendor, their assigns and successors in interest, as to the matters contained
herein. Any prior or contemporaneous oral or written agreement is hereby declared null and void
to the extent in conflict with any provision of this Agreement.
24. Counterparts. This Agreement may be executed in one or more counterparts and
each counterpart shall, for all purposes, be deemed an original, but all such counterparts shall
together constitute one and the same instrument. An executed Agreement, modification,
amendment, or separate signature page shall constitute a duplicate if it is transmitted through
electronic means, such as fax or e-mail, and reflects the signing of the document by any party.
Duplicates are valid and binding even if an original paper document bearing each party's original
signature is not delivered.
25. Warrantv of Services. Vendor warrants that its services will be of a professional
quality and conform to generally prevailing industry standards. City must give written notice of
any breach of this warranty within thirty (30) days from the date that the services are completed.
In such event, at Vendor's option, Vendor shall either (a) use commercially reasonable efforts to
re-perform the services in a manner that conforms with the warranty, or (b) refund the fees paid by
the City to Vendor for the nonconforming services.
26. Milestone Acceptance. Vendor shall verify the quality of each deliverable before
submitting it to the City for review and approval. The City will review all deliverables to determine
their acceptability and signify acceptance by execution of the Milestone Acceptance Form, which
is attached hereto as Exhibit "C." If the City rejects the submission, it will notify the Vendor in
writing as soon as the determination is made listing the specific reasons for rejection. The Vendor
shall have ten (10) days to correct any deficiencies and resubmit the corrected deliverable. Payment
to the Vendor shall not be authorized unless the City accepts the deliverable in writing in the form
attached. The City's acceptance will not be unreasonably withheld.
27. Network Access.
27.1. Citv Network Access. If Vendor, and/or any of its employees, officers,
agents, servants or subcontractors (for purposes of this section "Vendor Personnel"),
requires access to the City's computer network in order to provide the services herein,
Vendor shall execute and comply with the Network Access Agreement which is attached
hereto as E�iibit "F" and incorporated herein for all purposes.
27.2. Federal Law Enforcement Database Access. If Vendor, or any Vendor
Personnel, requires access to any federal law enforcement database or any federal criminal
history record information system, including but not limited to Fingerprint Identification
Records System ("FIRS"), Interstate Identification Index System ("III System"), National
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
Crime Information Center ("NCIC") or National Fingerprint File ("NFF"), or Texas Law
Enforcement Telecommunications Systems ("TLETS"), that is governed by and/or defined
in Title 28, Code of Federal Regulations Part 20 ("CFR Part 20"), for the purpose of
providing services for the administration of criminal justice as defined therein on behalf of
the City or the Fort Worth Police Department, under this Agreement, Vendor shall comply
with the Criminal Justice Information Services Security Policy and CFR Part 20, as
amended, and shall separately execute the Federal Bureau of Investigation Criminal Justice
Information Services Security Addendum. No changes, modifications, alterations, or
amendments shall be made to the Security Addendum. The document must be executed as
is, and as approved by the Texas Department of Public Safety and the United States
Attorney General.
28. Immigration Nationalitv Act. Vendor shall verify the identity and employment
eligibility of its employees who perform work under this Agreement, including completing the
Employment Eligibility Verification Form (I-9). Upon request by City, Vendor shall provide City
with copies of all I-9 forms and supporting eligibility documentation for each employee who
performs work under this Agreement. Vendor shall adhere to all Federal and State laws as well as
establish appropriate procedures and controls so that no services will be performed by any Vendor
employee who is not legally eligible to perform such services. VENDOR SHALL INDEMNIFY
CITY AND HOLD CITY HARMLESS FROM ANY PENALTIES, LIABILITIES, OR
LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY VENDOR, VENDOR'S
EMPLOYEES, SUBCONTRACTORS, AGENTS, OR LICENSEES. City, upon written notice
to Vendor, shall have the right to immediately terminate this Agreement for violations of this
provision by Vendor.
29. Informal Dispute Resolution. Except in the event of termination pursuant to Section
4.2, if either City or Vendor has a claim, dispute, or other matter in question for breach of duty,
obligations, services rendered or any warranty that arises under this Agreement, the parties shall first
attempt to resolve the matter through this dispute resolution process. The disputing party shall notify
the other party in writing as soon as practicable after discovering the claim, dispute, or breach. The
notice shall state the nature of the dispute and list the party's specific reasons for such dispute. Within
ten (10) business days of receipt of the notice, both parties shall commence the resolution process and
make a good faith effort, either through email, mail, phone conference, in person meetings, or other
reasonable means to resolve any claim, dispute, breach or other matter in question that may arise out
of, or in connection with this Agreement. If the parties fail to resolve the dispute within sixty (60)
days of the date of receipt of the notice of the dispute, then the parties may submit the matter to non-
binding mediation in Tarrant County, Texas, upon written consent of authorized representatives of
both parties in accordance with the Industry Arbitration Rules of the American Arbitration Association
or other applicable rules governing mediation then in effect. The mediator shall be agreed to by the
parties. Each party shall be liable for its own expenses, including attorney's fees; however, the
parties shall share equally in the costs of the mediation. If the parties cannot resolve the dispute
through mediation, then either party shall ha�e the right to exercise any and all remedies a�ailable
under law regarding the dispute. Notwithstanding the fact that the parties may be attempting to
resolve a dispute in accordance with this informal dispute resolution process, the parties agree to
continue without delay all of their respective duties and obligations under this Agreement not
affected by the dispute. Either party may, before or during the exercise of the informal dispute
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
resolution process set forth herein, apply to a court having jurisdiction for a temporary restraining
order or preliminary injunction where such relief is necessary to protect its interests.
30. No Bovcott of Israel. If Vendor has fewer than 10 employees or the Agreement is
for less than $100,000, this section does not apply. Vendor acknowledges that in accordance with
Chapter 2271 of the Texas Government Code, City is prohibited from entering into a contract with
a company for goods or services unless the contract contains a written verification from the
company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the
contract. The terms "boycott Israel" and "company" shall have the meanings ascribed to those
terms in Section 2271 of the Texas Government Code. By signing thisAddendum, Vendor certifies
that Vendor's signature provides written verification to City that Vendor: (1) does not boycott
Israel; and (2) will not boycott Israel during the ter7n of the Agree7nent.
31. Reportin� Requirements.
31.1. For purposes of this section, the words below shall have the following
meaning:
31.1.1. Child shall mean a person under the age of 18 years of age.
31.1.2. Child pornography means an image of a child engaging in sexual
conduct or sexual performance as defined by Section 43.25 of the Texas Penal
Code.
31.1.3. Computer means an electronic, magnetic, optical, electrochemical,
or other high-speed data processing device that performs logical, arithmetic, or
memory functions by the manipulations of electronic or magnetic impulses and
includes all input, output, processing, storage, or communication facilities that are
connected or related to the device.
31.1.4. Computer technician means an individual who, in the course and
scope of employment or business, installs, repairs, or otherwise services a computer
for a fee. This shall include installation of software, hardware, and maintenance
services.
31.2. Reportin� Requirement. If Vendor meets the definition of Computer
Technician as defined herein, and while providing services pursuant to this Agreement,
views an image on a computer that is or appears to be child pornography, Vendor shall
immediately report the discovery of the image to the City and to a local or state law
enforcement agency or the Cyber Tip Line at the National Center for Missing and Exploited
Children. The report must include the name and address of the owner or person claiming a
right to possession of the computer, if known, and as permitted by law. Failure by Vendor
to make the report required herein may result in criminal and/or civil penalties.
32. Si�nature Authority. The person signing this agreement hereby warrants that
he/she has the legal authority to execute this agreement on behalf of the respective party, and that
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
such binding authority has been granted by proper order, resolution, ordinance or other
authorization of the entity. This Agreement, and any amendment(s) hereto, may be executed by
any authorized representative of Vendor whose name, title and signature is affixed on the
Verification of Signature Authority Form, which is attached hereto as Exhibit "E" and incorporate
herein by reference. Each party is fully entitled to rely on these warranties and representations in
entering into this Agreement or any amendment hereto.
33. Survival of Provisions. The parties' duties and obligations pursuant to Section 4.4
(Duties and Obligations), 5(Disclosure of Conflicts and Confidential Information), Section 6
(Right to Audit), and Section 8(Liability and Indemnification) shall survive termination of this
Agreement.
34. Prohibition on Bovcotting Energ.v Companies. Vendor acknowledges that in
accordance with Chapter 2276 of the Texas Government Code, the City is prohibited from entering
into a contract for goods or services that has a value of $100,000 or more that is to be paid wholly
or partly from public funds of the City with a company with 10 or more full-time employees unless
the contract contains a written verification from the company that it: (1) does not boycott energy
companies; and (2) will not boycott energy companies during the term of the contract. The terms
"boycott energy company" and "company" have the meaning ascribed to those terms by Chapter
2276 of the Texas Government Code. To the extent that Chapter 2276 of the Government Code is
applicable to this Agreement, by signing this Agreement, Vendor certifies that Contractor's
signature provides written verification to the City that Contractor: (1) does not boycott energy
companies; and (2) will not boycott energy companies during the term of this Agreement.
35. Prohibition on Discrimination A�ainst Firearm and Ammunition Industries. Vendor
acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government Code,
the City is prohibited from entering into a contract for goods or services that has a value of
$100,000 or more that is to be paid wholly or partly from public funds of the City with a company
with 10 or more full-time employees unless the contract contains a written verification from the
company that it: (1) does not have a practice, policy, guidance, or directive that discriminates
against a firearm entity or firearm trade association; and (2) will not discriminate during the term
of the contract against a firearm entity or firearm trade association. The terms "discriminate,"
"firearm entity" and "firearm trade association" have the meaning ascribed to those terms by Chap-
ter 2274 of the Texas Government Code. To the extent that Chapter 2274 of the Government Code
is applicable to this Agreement, by signing this Agreement, Vendor certifies that Contractor's sig-
nature provides written verification to the City that Contractor: (1) does not have a practice, policy,
guidance, or directive that discriminates against a firearm entity or firearm trade association; and
(2) will not discriminate against a firearm entity or firearm trade association during the term of
this Agreement.
36. Electronic Si n� atures. This Agreement may be executed by electronic signature,
which will be considered as an original signature for all purposes and have the same force and
effect as an original signature. For these purposes, "electronic signature" means electronically
scanned and transmitted versions (e.g. via pdf file or facsimile transmission) of an original signa-
ture, or signatures electronically inserted via software such as Adobe Sign.
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
37. Entiretv of Agreement. This Agreement contains the entire understanding and
agreement between City and Vendor, their assigns and successors in interest, as to the matters
contained herein. Any prior or contemporaneous oral or written agreement is hereby declared null
and void to the extent in conflict with any provision of this Agreement.
(signature page follows)
Vendor Services Agreement — Technology
CompBase, Inc. d\b\a C1erkBase
ACCEPTED AND AGREED:
CITY:
City of Fort Worth
By: Dianna Giordano (Jun 4, 202511:04 CDT)
Name: Dianna Giordano
Title: Assistant City Manager
Date: 06/04/2025
Approval Recommended:
By:
Name: Kevin Gunn
Title: IT Solutions Director
City Secretary:
By:
Name: Jannette Goodall
Title: City Secretary
VENDOR:
CompBase, Inc. d\b\a ClerkBase
By:
Name:
Title:
Date:
� Cl �o-�
Jay A Rosenfield
President
5/14/2025
Vendor Services Agreement -Technology
CompBase, Inc. d\b\a ClerkBase
Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
of this contract, including ensuring all performance
and reporting requirements.
By: Steven Vandever (May 15, 2025 08:48 CDT)
Name: Steven Vandever
Title: Sr IT Solutions Manager
Approved As To Form And Legality:
By:
Name: Taylor Paris
Title: Assistant City Attorney
Contract Authorization:
M&C: 24-0441
Date Approved: 5/21/2024
Form 1295: 2024-1151252
Exhibit A
Statement of Work
Scope of Services
ID Related Business Process Requirement Description (What)
1 Summary This Statement of Work ("SOW #1 ") for Professional Services, effective as of the date signed by both
parties (the "SOW Effective Date"), is entered into between City of Fort Worth, TX ("City", "CFW", or
"Customer") and CompBase dba Clerkbase ("ClerkBase" or "Contractor"), and is made pursuant and
subject to the Professional Services Addendum ("PSA") between the parties.
2 Summary ClerkBase will act as the Prime Contractor and have engaged Harbour Software as a subcontractor
("Harbour Software" or "Contractor") to supply and implement the Doc Assembler solution and Docs On
Tap for agenda and meeting management. ClerkBase is to supply and implement the OnBoardGov Suite.
3 Summary Project scope includes this consolidated spreadsheet for the Statement of Work and Requirements from
the'Agenda and Committee Management RFP Requirements' and August 22-27, 2024 on-site process
review.
4 The key objectives of the software implementation include:
Successful deployment of ClerkBase and Harbour Software within the client environment.
Integration with existing systems and data migration (if applicable).
Scoping of the software configuration to align with the business processes of the City of Fort Worth.
Training and support for users.
Ensuring system security and scalability.
5
6
7 9.1.2 Technical Architecture The solution proposed as part of this RFP is a fully hosted cloud based solution which does not require
any on premise installation.
8 9.1.2 Technical Architecture DocAssembler is hosted on a Microsoft Azure Data centre and can be accessed via any modern browser
with internet access.
OnBoardGov is hosted in AWS and can be accessed via any modern browser with internet access.
9 9.1.2 Technical Architecture Databases are to be on-shore within the USA
10 9.1.2 Technical Architecture Required: MS Edge, Chrome, Android, Safari, iOS
11 9.1.3 Maintenance and Support Annual subscription fees provide for the annual maintenance and support of the applications proposed
under this response. Maintenance includes provision of at least quarterly updates of our solutions and any
bug fixes identified within the application in line with our standard Service Level Agreement. Refer to
Attachment H— Service Level Agreement. 24"7 support is available via our mail@clerkbase.com email
account and Council will have access to our online helpdesk portal to lodge support requests as well as
track and manage those requests.
12 9.1.3 Maintenance and Support " Make release notes available to Customer and identify any significant impact upgrades may have on
existing customizations.
` Make available to Customer online any revisions to the system Documentation developed to reflect
upgrades and improvements to the Software Product.
" List options for Premium support, Consulting rates and Optional services:
13 Support Services Support Services:
Contractor will provide the Customer with the Support Services for the Doc Assembler and Docs On Tap
software ("Docs" suite of software), Hosted Website and OnBoardGov suite as described in this
Schedule.
14 Support Services Hypercare includes Contractor implementation team being available immediately after going live for three
months to provide expedited assistance for minor changes and issues. ClerkBase will ensure that the
Contractor implementation team is on standby during City business hours to assist with any urgent
implementation bug fixes or questions identified during this period.
•City of Fort Worth business hours are Mon-Friday 8 am — 5 pm Central Time
•City of Fort Worth night meeting hours extend to 8 pm Central Time
15 Support Services Contractor to provide Level 1 Support for CSO Administrator during business and meeting hours.
16 Support Services Provide a USA-based support employee available for Central Time zone support and for on-site support
as arranged.
17 Service Desk Contractor Service Desk will:
a) provide the Customer with access to the Service Desk to assist Customer's internal support team with
any Support Requests relating to the "Docs" suite and OnBoardGov suite of software;
18 Service Desk b) receive Support Requests by telephone or email, however Support Requests which have an
Emergency or High Priority Level must be logged via (or followed up immediately by) telephone only;
19 Service Desk mail clerkbase.com 24x7 support
20 Service Desk
21 Service Desk
22 Service Desk c) record each Support Request by generating a record in the Contractor Service
Management System. The record will include all relevant details that Customer provides relating to the
Request, including:
i. contact name and telephone number;
ii. details of the relevant "Docs" suite of software;
iii. the location details where the Support Request has been experienced (if applicable);
iv. details of the Support Request; and
v. the steps already taken by the Customer's internal support team to address the Support Request;
23 Service Desk d) generate a Support Request as a result of any alerts, or performance issues detected by its own remote
monitoring and management systems;
e) provide a summary of all Support Requests as part of ongoing reporting;
� actively manage Support Requests and resolve actions and issues for open Support Requests in a
timely manner; and
g) ensure the Service Desk is available for the lodgment of Support Requests during Service Hours,
provided that Support Requests which have an Emergency Priority may be lodged 24 hours a day, 7 days
a week.
24 Service Desk Maintenance includes provision of at least quarterly updates of our solutions and any bug fixes identified
within the application
25 Service Desk Make release notes available to Customer and identify any significant impact upgrades may have on
existing customizations.
26 Service Desk Make available to Customer online any revisions to the system Documentation developed to reflect
upgrades and improvements to the Software Product.
27 Customer Support Team Customer Support Team:
a) The Customer must:
i. establish and maintain a Customer Support Team (City Helpdesk) with sufficient personnel and
expertise to provide Level 1 Support to Authorised Users who require assistance with technical issues or
Faults; and
ii. notify Contractor of the names and contact details for its Customer Support Team.
28 Customer Support Team b) The Customer must:
i. provide its Authorised Users with Level 1 Support (Contractor is not responsible for providing Level 1
Support to Authorised Users);
ii. ensure that all support enquiries made by Authorised Users are directed to the Customer Support
Team; and
iii. ensure that no one other than its Customer Support Team lodges Support Requests with Harbour
Software.
29 Customer Support Team c) The Customer Support Team must use reasonable efforts to address or resolve issues before
requesting technical support services from Harbour Software.
30 Customer Support Team d) The Customer Support Team must promptly lodge a Support Request with the Contractor Service Desk
if the Customer Support Team is unable to address or resolve a Support Request.
31 Customer Support Team e) The Customer must reasonably nominate a suggested Priority for each Support Request (in
accordance with the designation levels specified in this Schedule).
32 Customer Support Team fl The Customer must provide the Service Desk with a competent description of the Support Request, the
conditions under which it can be reproduced, and such diagnostic information as Contractor reasonably
requests for diagnosis of any Fault in a timely manner.
33 Customer Support Team g) The Customer must test any workaround, fix or diagnostic update Contractor provides for a Support
Request in accordance with Harbour Software's instructions in a timely manner.
34 Customer Support Team h) Where the Customer does not have a Customer Support Team the Administrator may fulfil the
obligations in this clause.
35 Customer Support Team i) The Customer must pay any Charges related to Support Requests outside of the scope of the
Contractor Support Services.
36 Support Request Handling Support Request Handling:
a) Contractor will be responsible for classifying all contact made with its Service Desk as being:
i. an Issue; or
ii. a Request.
37 Support Request Handling b) Contractor will be responsible for prioritising each Issue and Request in accordance with the
prioritisation guidelines (Priority Levels) in this schedule.
38 Support Request Handling c) Contractor will:
i. ensure that its coordinators assign the appropriate technical support staff to resolve each Support
Request;
ii. escalate Support Requests to third parties as required;
iii. monitor, track and report progress of all Support Requests until closure;
and
iv. provide updates to the Customer Support Team until the response to each Support Request is
completed and finalised.
39 Response and Resolution Time Service Level Response and Resolution Time Service Level
Contractor will use reasonable endeavors to provide system availability in accordance with the Response
Time Service Levels and Resolution Time Service Levels set out in the table below.
40 Response and Resolution Time Service Level ClerkBase Service Level Agreement
ISSUE RESPONSE - RESOLUTION
Emergency < 30 minutes < 6 hours
High < 1 hour < 12 hours
Medium < 4 hours < 24 hours
Low < 24 hours < 48 hours
REQUEST RESPONSE - RESOLUTION
Emergency < 4 hours < 12 hours
High < 8 hours < 24 hours
Medium < 12 hours < 48 hours
Low < 24 hours < 72 hours
41 Response and Resolution Time Service Level Any reference to time in the table above is to time elapsing during Service Hours only, except for
Emergency and High Priority Issues.
42 9.1.4 System Installation and Configuration 1.4.1 The Proposer shall install and configure all necessary software (excluding the Existing Systems),
interfaces with the Existing Systems, hardware, and equipment required to provide a fully functioning
System that meets all requirements of the Contract.
* IMT Single Pane Control interface will be a separate engagement
43 9.1.4 System Installation and Configuration 1.4.2 All hardware and equipment provided by the Proposer shall be in new condition, not refurbished,
recycled or reconditioned.
44 9.1.4 System Installation and Configuration 1.4.3 The installation and configuration of the software for the System must not interfere with the City's
use and operation of the Existing Systems.
45 9.1.5 System Acceptance and Testing Procedures 1.5.1 When the Proposer and City agree the System is installed in accordance with the provisions of the
Contract, the Proposer and City will be ready for the City to evaluate the System as installed.
46 9.1.5 System Acceptance and Testing Procedures 1.5.2 The City will evaluate the new system for 60+ calendar days to ensure it meets the requirements of
the Contract. As the city's staff evaluates and tests, the City will provide feedback to the Proposer on
issues and adjustments needed for the system so that the Proposer can make these changes to the new
System. Both the city and the proposer will meet to agree that all issues have been remediated before
going live.
47 9.1.5 System Acceptance and Testing Procedures 1.5.3 No later than three business days after Go Live, the Proposer shall provide the City with the
Proposer's standard hardware and software manuals and any current system user guides
48 9.1.6 Training 1.6.1 At a minimum, the Proposer shall provide the following training to the City:
1.6.1.1 Train the Trainer classes. The Project Manager will provide the Proposer with a list of City
employees to be included in the training.
1.6.1.2 The Proposer shall provide training documentation including but not limited to written materials,
videos, Webex webinars, etc.
49 9.1.6 Training 1.6.2 The Proposer shall provide the City with access to updated system user guides (as they become
available) and online training sessions related to system configuration and functionality.
50 9.1.6 Training 4.1.4 Contractor will provide robust training to ensure that City Staff and Council have the ability to
effectively use the system. Training resources enable effective training of new city employees and elected
officials when needed.
51 9.1.6 Training City Secretary requests on-site training.
52 9.1.6 Training Provide Word functional training such as comments, tracking
53 9.1.7 Pro'ect Mana ement 1.7.1 The Proposer shall develop and present an estimated high level project plan for the City.
54 9.1.7 Project Management 1.7.2 The Proposer's project plan must include:
55 9.1.7 Project Management 1.7.3 A proposed schedule that outlines all the necessary components needed to get the system ready for
Production.
56 9.1.7 Project Management 1.7.4 System configuration and installation schedule
57 9.1.7 Project Management 1.7.5 Testing schedule
58 9.1.7 Project Management 1.7.6 Interface testing schedule
59 9.1.7 Project Management 1.7.7 Training schedule
60 9.1.7 Project Management 1.7.8 Soft go live schedule
61 9.1.7 Project Management 1.7.9 Go Live schedule
62 9.1.7 Project Management 1.7.10 Post-implementation support
63 9.1.7 Project Management 1.7.11 Project closeout schedule
64 9.1.7 Project Management 1.7.12 The proposer shall coordinate the project kickoff meeting to review the proposed project plan with
the City within 20 days of the executed contract. The City may provide comments after receiving the draft
project plan, and the Proposer shall make all required edits to the project plan requested by the City until
the project plan is approved by the City and the proposer.
65 9.1.7 Project Management 1.7.13 The Proposer shall make every effort to adhere to the schedule set forth in the project plan as
approved by the Project Manager.
66 9.1.7 Project Management 1.7.14 In the event the Proposer cannot meet the schedule included in the project plan as approved by the
Project Manager, the Proposer may request the City's approval of a revised project plan.
67 9.1.7 Project Management 1.7.1 The Proposer's project manager shall hold weekly project status meetings onsite or via Webex to
keep the project on schedule.
68 9.1.7 Project Management 1.7.2 The Proposer's project manager will publish meeting notes with action items afterwards.
69 9.1.7 Project Management 1.7.3 The Proposer's project manager shall keep an issues log on outstanding issues and constantly
follow-up until issue is remediated.
70 Implementation Plan Pro'ect Implementation Plan
71 Definition 1.1 Definition
To achieve implementation of "Docs" suite and OnBoardGov suite for the City of Fort Worth.
72 Background 1.2 Background
The City of Fort Worth has appointed ClerkBase and Harbour Software as its provider for the supply and
installation of software and associated services in relation to an Agenda and Minutes Management
System as Software as a Service solution, with a key element being mobility and web based services.
73 Teams, Roles, Responsibilities 1.3 Teams, Roles, Responsibilities
The project objectives and approach outline the closely coupled team approach so that the majority of
project management may be managed within teams. This provides for a Governance model with the
Project Manager's focus on the schedule, issues resolution, scope and change management.
74 Teams, Roles, Responsibilities The role of the Team Leaders is to provide guidance, instruction, direction and leadership to the team
members for the purpose of planning, scheduling of tasks and activities in order to achieve project
objectives relating to their specific functions within the agenda management process.
75 Teams, Roles, Responsibilities Contractor Project Executive: Jay Rosenfield
Project Manager: Michael Craig, David Compton
Information Systems: David Compton, Martin Klobe
76 Teams, Roles, Responsibilities City Project Executive: Jannette Goodall, City Secretary, Steven Vandever, SR IT Solutions Manager
Project Management: Russell Hines, IT Project Manager
Information Systems: Tom Feuerborn, IT Solutions Manager, Brian Johnson, IT Solutions Manager,
Shaun Campbell, IT Solutions Architect
77 Project Objective 1.4 Project Objective
The objectives are based upon the assumption that the Council will achieve a full implementation of the
solution (that being all Agenda items being processed using the web application) by August 2025, by
means of a rolling deployment per the Council's plan:
78 Project Objective 100% utilisation of the Meeting Information Collaboration Application solution will be achieved;
79 Project Objective Completion of a successful Agenda and minutes production as part of the UAT process
80 Project Objective Completion of a successful Board support suite in production as part of the UAT process
81 Project Objective On time Go Live for the Pilot meeting (refer Go Live Schedule TBD)
* Pilot Meetings during Council summer hiatus July
* Mayor & Council meeting August
82 Project Objective Minimum 90% staff attendance at scheduled demonstrations and other training events staged during the
course of the project;
83 Project Objective Minimum 85% attendance at all communications events scheduled during the course of the project by
Council staff;
84 Project Objective Performance Goals will be measured based upon `on time' completion of key Project Milestones, that
being:
' Workshop Design sign-off
* Client confirmation Cloud Drive Configuration (Office 365)
* Harbour Software installation and configuration of the Council account in the
Harbour Software Cloud;
` Completion of setup, configuration, interfaces, data conversions
' Completion of the Training and UAT sign-off
* On time Pilot meeting
* Mayor & Council meeting Go Live;
* On time successive Go Live rollouts for all Directorates per the rollout plan.
` Hypercare support
85 Project Objective Performance Goals will be measured based upon `on time' completion of key Project Milestones, that
being:
' Workshop Design sign-off
* ClerkBase installation and configuration of OnBoardGov Suite in the cloud
* Completion of setup, configuration, interfaces, data conversions
* Completion of OnBoardGov Suite Training and UAT sign-off
` On time Pilot board
` Board meeting Go Live;
` On time successive Go Live rollouts for all Boards & Commissions per the rollout plan.
` Hypercare support
86 Project Objective Year 1 Payment Schedule based on Project Milestones:
* Acceptance of Proposal (Software subscription) -$82,095.00 (55%) by 06/01/2025
* Design signoff by 08/01/2025
* System Configuration and Integrations^ -$23,750.00 (16%) by 10/01/2025
* UAT and Training sign-off -$8,750.00 (6%) by 12/01/2025
* Go Live Docs Suite and OnBoardGov -$35,000.00 (23%) by 12/09/2025
Total $149,595
^Integration with IMT Single-Pane is not included this base pricing. See Technical #68 6.3 Integration.
87 Project Objective These tasks and associated target dates will be detailed and tracked in the adopted Detailed
Implementation Project Plan (DIPP).
88 Project Approach 1.5 Project Approach
The approach that will be taken is that Central Project Operations and IT Support will be provided by the
Department. Harbour Software will provision the server and database software for hosting Council's data
in the Harbour Software Cloud insofar as the data is held by Harbour Software. Data held on Microsoft's
cloud will be configured as part of the Office 365 setup. In addition to this, Harbour Software will provide
for training, implementation, and project management services as itemised in the contract for services.
The Council's Project Team will manage internal communication and change management activities with
support from Harbour Software Consultants and undertake required setup and UAT activities (as well as
any other defined data cleansing / configuration sub-projects), reporting back to the Project Manager (or
other nominated Harbour Software Project Team Members) as to their progress.
89 9.1.7 Project Management Project Initiation & Design Workshops. Includes project start-up activities, project planning, and
conducting Design Workshops. The Workshops are a series of ineetings, distributed over 1-4 weeks, to
understand the City's processes, gather requirements, and align expectations to ensure a successful
implementation.
90 9.1.7 Project Management Requirements and Specifications Definition. Creation of the High-Level Specification (HLS) document that
defines the system to be built. This document needs to be signed-off by City and is typically shared with
City within 2-3 weeks of Design Workshop completion. This document represents the baseline scope for
the project. This document contains:
91 9.1.7 Project Management City will review and approve this HLS document. A meeting between Contractor and City will be held to
review and discuss any questions about this document. This document represents the baseline scope for
the project. This HLS document requires City signoff.
92 Project Approach 1.5.1 Implementation Process
The implementation process will establish the system by:
* Installing and configuring the web application within Contractor Cloud Web Services
* Working with City staff to analyze the current Business Operating Practices (BOPs) for Agenda and
minutes preparation and actioning, providing advice and direction in relation to associated application
configuration; and
* Conducting UAT against nominated scenarios within the Citys TEST account to verify software efficacy.
93 Project Approach In addition to this methodology:
` Setup data will be available in the LIVE account following successful completion and sign off of UAT;
` Demonstrations and training will be provided for all staff groups; and
` Assistance will be provided to the nominated Project Team Member to assist with finalising configuration
within the TEST account, during the initial stages of UAT and pre go live as indicated in the DIPP.
94 Innovation in Project Delivery 1.5.2 Innovation in Project Delivery
All training will be delivered using online tools based around Microsoft TEAMS and as a fully web based
application, Administrators and End Users are able to access Applications from any location including
when working from home.
95 Innovation in Project Delivery •Must provide Project Management during business and meeting hours
•City of Fort Worth business hours are Mon-Friday 8 am — 5 pm CT
•All Meetings and Training sessions will be recorded.
96 Innovation in Project Delivery City Secretary requests on-site training.
97 Go Live Strategy 1.5.3 Go Live Strategy
Following sign off of the UAT process, required document templates will be copied from the Training
folders to the LIVE folders for documents related to the Agenda Templates, Meeting Procedures and
Minute Types by Harbour Software (this will be immediately following finalization of the UAT period
preceding go live). Following this, the Council will need to ensure users not part of the Pilot Go Live
meeting are "de-activated" until such time as their meeting type is scheduled for go live. Communication
to the Meeting Go Live group should promptly follow this activity to "remind" them of the requirement to
submit reports via the new web portal function.
98 Go Live Strategy ' Period for the Pilot Go Live ("Champions°) group using Harbour Software to create Agenda Items, build
meeting Agendas, add Speakers, conduct mock meetings with IMT meeting control. (Simultaneously or
Live)
' Roll-out to other Agenda item collaborators
' Roll-out to Chamber Systems and Council Members
99 Go Live Impacts 1.6.1 Go Live Impacts
Consideration should be given in relation to the anticipated support needs for end users within each "go
live° group prior to taking decisions around the phased go live participants and timeframes;
* During the rolling go live period, configuration needs to be verified and updated to ensure any changes
that have occurred between the testing and go live periods are
reflected; and
* Provision should be made prior to project closure to update Council Procedures as required including
the Council's Induction program to include coverage of report submission.
100 Communication and Escalation 1.7 Communication and Escalation
A shared understanding of communication and escalation pathways is of significant importance to the
success of any project.
101 Communication and Escalation As such, communication and escalation pathways are defined as follows:
* The Project Manager (or a delegated Officer) is responsible for the coordination of all internal corporate
level communications regarding key Project Tasks effecting business operations E.g. Go Live Date(s),
Training Room and Materials Booking(s), Expected Outages, Staff Communications etc.;
* Other Team Leaders are responsible for relevant communications within their teams as to specific tasks
/ events within the project;
* Harbour Software communication with the Council will be limited to members of the Project Team and/or
their nominated/delegated Officers (in exceptional circumstances);
102 Communication and Escalation ` Implementation related issues, are to be logged as they arise with the appropriate Project Team Member
and communicated to both Harbour Software's and the Council's Project Manager who will coordinate all
required activities
` All members of the Project Team are to be available for communication to a reasonable level during City
business hours 8am-5pm CT to ensure smooth flow of project tasks. Difficulties with accessing project
team members on an ongoing basis should be escalated to the Project Manager;
` Should Project Team members be unavailable and not contactable for any duration longer than 2
continuous working days (due to leave, other absences or other critical activities), they should
communicate this to the Project Manager (Council) or the Project Manager (Harbour Software). The
Project Managers should always be made aware of these movements;
103 Communication and Escalation ` Should any Project Team members exit the Project whilst it is active, the Project Manager should be
notified. For example if a Team Member resigned at Council, the Project Manager should be notified and
in turn advise Harbour Software's Project Manager and vice versa to ensure project milestones are
unaffected;
` In the case that a critical task is at risk of not being completed by the responsible officer within required
timeframes and a Project Team Member is aware of this, the Project Manager (for Council Tasks) and/or
the Project Manager (for Harbour Software Tasks) should be alerted. These risk(s) should in turn be
escalated as an issue.
` It has been agreed that Project Team Meetings will be convened once per month or as stipulated by the
DIPP, once adopted.
104 Desired Outcomes 1.8 Desired Outcomes
The desired outcomes will be that during the duration of the project the Council will be able to maintain
core business functions; while working towards:
` All Council staff having attended both a demonstration and training session with respect to the Digital
Meeting software;
` All Council staff demonstrating their engagement with the product by generating and accessing reports
using Harbour Software's "Docs° suite of software;
105 Project Scope & Exclusions 1.9 Project Scope & Exclusions
* To provide services as per contracted and as further detailed within this Project Brief and the associated
DIPP;
* Change Management and Communications issues are to be handled by the Council;
* Any required data cleansing activities are the responsibility of Council and should be conducted prior to
delivery of any agreed data sets to Harbour Software for upload;
* Demonstrations and training events will be delivered as per the DIPP. Additional demonstrations and
training requested will be provided at Harbour Software's discretion and Harbour Software reserves the
right to issue project variations in relation to authorised variations to the program.
106 Constraints & Assumptions 1.10 Constraints & Assumptions
At this point in time, the following constraints and assumptions have been identified:
` It is the responsibility of the Council's Project Manager to identify key contacts at the Council which
Harbour Software can liaise with in relation to technical (Office 365 Configuration/Network
Configuration/eDRMS) and operational issues (subject matter experts);
` It is the Council's responsibility to prepare and implement a Staff Communication & Engagement Plan as
soon as the Council has committed to moving ahead with this project;
` It is assumed that key staff will be available to Harbour Software Consultants during critical project
phases as identified on the DIPP, that being onsite and key milestone task delivery dates. It is further
assumed that absences of key staff covering critical project tasks/timeframes will be carefully considered
prior to approval;
` It is the Council's responsibility to engage with Harbour Software Consultants and provide feedback as
requested as well as supply internal procedures upon project commencement;
` The Council is to be responsible for provision of IT hardware and software support in relation to any
mobile devices used by Council.
107 Constraints & Assumptions ` Doc Assembler V23.11.#�iJ# will be the base version of the application required for the software
implementation;
` Further upgrades may be necessary during the lifetime of the project in the event that any critical front
end fixes are identified and resolved during the UAT process;
` Council Project Team Members should be allowed sufficient time to complete required project tasks
and/or provided reasonable support from other/additional team members. Failure to do so may lead to
less than satisfactory outcomes for the Council;
` It is the Council's responsibility to review and consolidate the format of report and document templates
across the organisation. A standardised format will be necessary to ensure a smooth rollout across the
organisation for each template type
` All Training and services will be delivered online by Harbour Software unless otherwise specified in the
Project Plan;
108 Constraints & Assumptions ` Demonstrations will be conducted using sample agenda templates;
` It is the responsibility of the Council to identify a suitable Pilot Group and Council's Champions for the
initial implementation and rollout as well as indicate the preferred approach for the whole of organisation
rollout (inclusive of ineeting cycle dates);
` The Council will undertake any relevant data and / or configuration / cleansing / review activities in
collaboration with Harbour Software consultants;
` The Council will be responsible for deployment of the Doc Assembler web page and login instructions to
Council staff and for the deployment of the Docs On Tap app to mobile devices;
109 Appendix Council Meetinq Dates
Citv Council Dav Meetinq — Welcome to the Citv of Fort Worth (fortworthtexas.qov)
110 Appendix Council Meetinq Dates
Citv Council Evenina Meetinq — Welcome to the Citv of Fort Worth (fortworthtexas.aov)
111 Confidentiality Obligations Unless otherwise provided for in a signed IT Supply Agreement between the Customer and Harbour
Software, the following will apply:
Each party (Receiving Party) receiving, possessing or otherwise acquiring Confidential Information of any
other party (Disclosing Party) acknowledges that the Disclosing Party's Confidential Information is the
property of and confidential to or a trade secret of the Disclosing Party. Subject to Exceptions listed below,
the Receiving Party must:
112 Confidentiality Obligations a) keep the Disclosing Partys Confidential Information confidential and not directly or indirectly disclose,
divulge or communicate that Confidential Information to, or otherwise place that Confidential Information
at the disposal of, any other person without the prior written approval of the Disclosing Party;
b) take all reasonable steps to secure and keep secure all Disclosing Parry's Confidential Information
coming into its possession or control; and
c) not deliberately memorise, use, modify, reverse engineer or make copies, notes or records of the
Disclosing Party's Confidential Information for any purpose other than in connection with the performance
by the Receiving Party of its obligations under a Service Contract.
113 Exceptions Exceptions:
The obligations of confidentiality under this clause do not apply to any information that:
a) is generally available to the public (other than by reason of a breach of the terms of this MCSA or a
Service Contract); or
b) is required to be disclosed by any applicable Law or the order of any court.
Exhibit A
Statement of Work
Agenda-item Creation
ID Related Business Process Requirement Description (What)
1 4.2 Agenda Item Creation, Review, and Approval 4.2.1 System enables supporting documents to be attached or linked to agenda item.
2 4.2 Agenda Item Creation, Review, and Approval Ability to upload any size, any type (doc, docx, xls, xlsx, ppt, pdf, etc.)
3 4.2 Agenda Item Creation, Review, and Approval Ability to prevent password protected attachments from upload.
4 4.2 Agenda Item Creation, Review, and Approval Ability to add attachments to the item by dragging and dropping or creating them directly within the
application:
5 4.2 Agenda Item Creation, Review, and Approval 4.2.2 System has a default routing for each type of agenda item (example: agenda item for council
versus an agenda item for a board or commission).
6 4.2 Agenda Item Creation, Review, and Approval By default based on the user profile the workflow for the approval process is assigned to the item and
can be managed and maintained by the end user.
7 4.2 Agenda Item Creation, Review, and Approval 4.2.3 System allows the author of the agenda item or any agenda item reviewer to add one or more
additional reviewers at any time in the process
8 4.2 Agenda Item Creation, Review, and Approval 4.2.4 System routes the agenda item for final approval from all required areas. Approvals are recorded
9 4.2 Agenda Item Creation, Review, and Approval 4.2.5 Existing agenda items and agendas will be loaded from the current system to the new system.
10 4.2 Agenda Item Creation, Review, and Approval 4.2.6 An existing agenda item can be "cloned" to be a starting point for a new agenda item
11 4.2 Agenda Item Creation, Review, and Approval Ability to copy (clone) existing items that are in-progress or complete status (agenda items, documents,
standard language, attachments, assignments, etc.)
12 4.2 Agenda Item Creation, Review, and Approval Existing items are also able to be moved or copied (cloned) as required
13 4.2 Agenda Item Creation, Review, and Approval 4.2.7 If an agenda item is changed during the approval process, the System will create a new version of
the item and maintain past versions.
14 4.2 Agenda Item Creation, Review, and Approval All edits and changes to an item are automatically saved and able to be viewed view the version history.
15 4.2 Agenda Item Creation, Review, and Approval 4.2.8 An audit log will track the history of each item and all changes/approvals.
16 4.2 Agenda Item Creation, Review, and Approval Any changes or modifications to the item assignments is logged and tracked within the application.
17 4.2 Agenda Item Creation, Review, and Approval The creation of an item for a meeting can be initiated by the End User directly from their Dashboard
which enables them to select and nominate the meeting to which the item is to be submitted or is
planned to be submitted.
18 4.2 Agenda Item Creation, Review, and Approval Access to available meetings is based on the end users permissions which is managed by the Meeting
Administrator.
19 4.2 Agenda Item Creation, Review, and Approval Base on the due dates for the item assignments reminder emails will be generated based on user
defined parameters. In addition as the assignments are completed, notifications are generated to the
appropriate staff to advise them that the item is either ready to be reviewed or if an item has been re-
opened back to them for further work. This includes notifications should the item be rejected for any
reason.
20 4.2 Agenda Item Creation, Review, and Approval M&C Collaboration Wizard Email Notifications
' Author Notification
' Review Assignment
" Review Submitted
' Review Completed
" Expedite Approval Request
' Expedite Approval Request — Moved Forward
" Expedite Approval Request Approved
' M&C Placed on Hold
' Author Revision
' Author Revision — Notification to Director
" Approval Task
' GatekeeperAssignment ofApprover
" Routing for Approvals
' Routing for Approvals — Financial Impact
" Approval Notifications
' Approval Notification Email to Final Approvers
" Agenda Ready
' Approval Deadline Missed
21 4.2 Agenda Item Creation, Review, and Approval Ability to require Form 1295 'conflict of interesY be attached if items is a Contract or Money.
22 4.2 Agenda Item Creation, Review, and Approval Ability for application screen field label hover text for a popup box that describes the purpose.
23 4.2 Agenda Item Creation, Review, and Approval Ability to specify any Federal or State routing logic.
24 4.2 Agenda Item Creation, Review, and Approval Need to define and build special routing for Grants
25 4.2 Agenda Item Creation, Review, and Approval Ability to stream line the agenda item collaboration re-review process
26 4.2 Agenda Item Creation, Review, and Approval M&C numbering: 24-44xx (yy-###)
" M&C Zoning Commission: ZG24-xxx (ZC-yy-xxx)
' M&C item Site Planning: SP-24-xxx (SP-yy-xxx)
" M&C Item Budget Response: BR-yy-xxx
' M&C Item Council Proposal: CP-yy-xxx
27 Mayor and Council (M&C)-Before a Council Meeting System should generate a new document in a browser for a Mayor and Council M&C document
28 Mayor and Council (M&C)-Before a Council Meeting System should generate a new M&C document by making a copy of an existing M&C
29 Mayor and Council (M&C)-Before a Council Meeting System should present web-based screen with drop down fields as specified in the design phase. See
illustrations to current system
30 Mayor and Council (M&C)-Before a Council Meeting System should provide the ability to have boilerplate/standard language clauses populated on new
agenda Templates
31 Mayor and Council (M&C)-Before a Council Meeting System should provide free text boxes for end user to provide language for M&C recommendations,
discussions and financial info.
32 Mayor and Council (M&C)-Before a Council Meeting System should provide ability to paste default template text to the M&C being created
33 Mayor and Council (M&C)-Before a Council Meeting System should allow the ability to add reviewers and and add multiple authors of the M&C if you are a
reviewer or author
34 Mayor and Council (M&C)-Before a Council Meeting System should allow ability to attach documents during the M&C creation and routing process
35 Mayor and Council (M&C)-Before a Council Meeting System should include method of showing routing among M&C approvers, etc
36 Mayor and Council (M&C)-Before a Council Meeting System should provide email notifications at numerous times during M&C collaboration Notify the
authors that either the Director or ACM has elected to move the M&C forward to the next council date
that does not require the M&C to be expedited.
37 Mayor and Council (M&C)-Before a Council Meeting System should be able to provide a web based dashboard that shows M&C's waiting on the end user,
M&Cs authored by the end user, M&Cs in approval status where the end user is the author, and all
M&Cs in the users dept.
38 Mayor and Council (M&C)-Before a Council Meeting System should be able to accept approved dates for council meetings and update the mayor and council
system
39 Mayor and Council (M&C)-Before a Council Meeting System should provide ability to search M&Cs in the new system. If that is not doable, then we need
interface/API to pull down their data to create our own search portal.
a. This isn't just the M&Cs - all documents need to be searchable which should be addressed with the
intregration with Laserfiche (JG)
Exhibit A
Statement of Work
Agenda Creation
ID Related Business Process Requirement Description (What)
1 4.3 Agenda Creation and Publishing 4.3.1 System facilitates creation of an agenda and supporting material to be used at the group meeting
("agenda packeY').
2 4.3 Agenda Creation and Publishing Ability to number agenda sections and items. Examle 1.0, 1.1, 1.2
3 4.3 Agenda Creation and Publishing 4.3.2 Agenda is accessible to group members and City Staff prior to the meeting
4 4.3 Agenda Creation and Publishing Ability for an end user to receive published content from a range of ineetings.
5 4.3 Agenda Creation and Publishing 4.3.3 Each group member can "mark-up" the agenda packet. These mark-ups are only visible to the
member that created the mark-up. Example: A member may indicate a comment they would like to make
when the agenda item comes-up. If a person serves in more than one group, the markup can be done on
each agenda for which that person is a member.
6 4.3 Agenda Creation and Publishing Ability to annotate and mark up the document for their on consumption prior to the meeting.
7 4.3 Agenda Creation and Publishing In addition to having 'private' annotations and end user may opt to share with individual end users or a
group of selected users via the @mention function provided within the app.
8 4.3 Agenda Creation and Publishing Should at any point a new version of the document that has been annotated be updated, then the
annotations made by the end user are saved and laid over the top of the new document ensuring that they
do not loses any annotations that they may have made.
9 4.3 Agenda Creation and Publishing 4.3.4 After the agenda is created, it is made available on the City's Web Site. Publishing an agenda to the
designated location the City's Web Site also causes the agenda to be available on the digital signs
(kiosks) located at City Hall.
10 4.3 Agenda Creation and Publishing Ability to publish agenda to Granicus OpenCities calendar, website and kiosk
11 4.3 Agenda Creation and Publishing Citv FW Aqenda KIOSK - Welcome to the Citv of Fort Worth (fortworthtexas.qov)
12 4.3 Agenda Creation and Publishing Citv Council - Welcome to the Citv of Fort Worth (fortworthtexas.qov)
13 4.3 Agenda Creation and Publishing Citv Council Dav Meetinp - Welcome to the Citv of Fort Worth (fortworthtexas.4ov)
14 4.3 Agenda Creation and Publishing Citv Council Eveninq Meetinp - Welcome to the Citv of Fort Worth (fortworthtexas.qov)
15 4.3 Agenda Creation and Publishing Citv Council Executive Session - Welcome to the Citv of Fort Worth (fortworthtexas.pov)
16 4.3 Agenda Creation and Publishing Citv Council Work Session - Welcome to the Citv of Fort Worth (fortworthtexas.qov)
17 4.3 Agenda Creation and Publishing Citv Council Public Comment Meetinq - Welcome to the Citv of Fort Worth (fortworthtexas.qov)
18 4.3 Agenda Creation and Publishing And other City Secretary events meetings
i.e. B&C Commission; Council Committee, Corportation Meetings, Special Called (JG)
19 4.3 Agenda Creation and Publishing 4.3.5 New system should enable agenda items to be easily re-sequenced with automatic renumbering
("drag-and-drop" agenda items to re-sequence them).
20 4.3 Agenda Creation and Publishing The Meeting Administrator is able to drag and drop items to organize the agenda to suit how that should
be presented to the meeting prior to assembling and publishing the document.
21 4.3 Agenda Creation and Publishing 4.3.6 Agenda dates should not be able to be backdated. When an agenda item is submitted, they should
not be able to specify a meeting date that is in the past or a meeting for which the submission deadline
has passed. Ineligible meeting dates should be "greyed ouY'.
22 4.3 Agenda Creation and Publishing 4.3.7 Font and size used on the agenda can be configured by the City Secretary's Office (for Council
agendas)
23 4.3 Agenda Creation and Publishing The formatting for a particular agenda template is able to be controlled by the Meeting Administrator
ensuring consistency with font and styles in the final document.
24 4.3 Agenda Creation and Publishing 4.3.8 Agenda items can be easily moved or copied from one agenda to another for a group. Example: an
agenda item is deferred to a future meeting and is placed on future meeting agenda.
25 4.3 Agenda Creation and Publishing 4.3.9 Agenda items can be indicated as "ConsenY' or "Non-ConsenY'. This will cause the item to appear
on the corresponding section of the agenda. Items can be easily moved from one section to another.
26 4.3 Agenda Creation and Publishing 4.3.9 Agenda templates can be created for each meeting type. The template would include any
information that is typically common to all meetings for the group such as meeting sections, address,
purpose of group, etc.
27 5.1 Meetings Process (Before) 5.1 Before the meeting
28 5.1 Meetings Process (Before) 5.1.a. Agenda Item authoring, routing, approval (Council: M&C Wizard, Board & Commission: email)
29 5.1 Meetings Process (Before) 5.1.a.i. Routing for review must be customizable depending on the entity for which the item applies
30 5.1 Meetings Process (Before) 5.1.a.ii. Author can add reviewers
31 5.1 Meetings Process (Before) 5.1.a.iii. Reviewers can add additional reviewers
32 5.1 Meetings Process (Before) 5.1.a.iv. Approval must allow for pre-set/assigned groups for approval of agenda items
33 5.1 Meetings Process (Before) 5.1.a.v. Deletion of draft agenda items (items that were not on an agenda)
34 5.1 Meetings Process (Before) 5.1.a.vi. Track history for items that were deleted, continued, moved or placed on hold
35 5.1 Meetings Process (Before) 5.1.a.vii. When an item being reviewed is changed, the system will create a new version of the item and
preserve the previous version. The date, time, and name of the person who created the new version must
also be preserved.
36 5.1 Meetings Process (Before) 5.1.a.viii. Enable concurrent review
37 5.1 Meetings Process (Before) 5.1.b. Agenda construction
38 5.1 Meetings Process (Before) 5.1.b.i. Format must be customizable depending on the entity for which the agenda is being prepared
39 5.1 Meetings Process (Before) 5.1.b.ii. M&Cs — when an M&C is added to an agenda, the system must enable City Secretary's Office
personnel to indicate whether the item should appear on the "ConsenY' section of the agenda or the "Non-
ConsenY' section. If necessary, CSO personnel can move the item from one section to another.
Staff liaisons should be able to initially state consent or non-consent along with selecting the appropriate
section/heading/category or Code such as General, etc. that the item should fall under on the agenda with
CSO over riding the selection as needed. (JG)
40 5.1 Meetings Process (Before) 5.1.b.iii. User-friendly:
41 5.1 Meetings Process (Before) 5.1.b.iii.(1) Adding agenda items
42 5.1 Meetings Process (Before) 5.1.b.iii.(2) Ability to copy and move items
43 5.1 Meetings Process (Before) 5.1.b.iii.(3) Ability to create customized headers within the agenda
44 5.1 Meetings Process (Before) 5.1.b.iii.(4) Ability to customize the numbering sequence
45 5.1 Meetings Process (Before) 5.1.b.iii.(5) Moving an item on the agenda
46 5.1 Meetings Process (Before) 5.1.b.iii.(6) Rescheduling
47 5.1 Meetings Process (Before) 5.1.b.iii.(7) Continuations
48 5.1 Meetings Process (Before) 5.1.b.iii.(8) Held items
49 5.1 Meetings Process (Before) 5.1.c. Speaker Signup system
50 5.1 Meetings Process (Before) 5.1.c.i. Online Speaker registration
51 5.1 Meetings Process (Before) 5.1.c.ii. Generate custom reports
52 5.1 Meetings Process (Before) 5.1.c.iii. Ability to combine and sort speakers
53 6. System Overview 6.1 Security
When authorized users no longer require access, a process will need to be in place to ensure that these
individuals will no longer be able to log onto the system (beyond the access provided to the public). This
includes removing access for single-sign on access and access that required entry of a sign on and
password. Typically, IT Solutions uses OKTA to enable access to external applications. OKTA
authenticates the user and enables sign on to the system. If a person leaves the City, their Active
Directory account is revoked and thus they no longer have access to any applications secured under
OKTA.
Ability to "inactivate" a user, so that historical data is never lost.
54 6. System Overview 6.2 Setup of External Devices
City Council and other members have external devices that must be configured to enable access to the
system. These devices must be able to access the City of Fort Worth network to enable each council
member and the Mayor to be able to interact with the system (motion, second, view materials, vote, etc.).
55 6. System Overview Ideally, the new system(s) would require minimal setup on these external devices.
56 6. System Overview As boards and commissions are included, meeting facilitators and members will need similar capabilities.
57 6. System Overview 6.3 Integration
The system will integrate with existing City of Fort Worth video to enable videos of City Council and other
meetings to be "timestamped". With timestamped video, a link is created from the meeting minutes to
video containing the discussion on that topic.
58 6. System Overview 6.3 The system must also intertace with the existing City of Fort Worth public website to enable citizens to
view agendas, sign-up to speak, comment, and view minutes and other deliverables from meetings that
have been held including backup material and executed documents.
59 6. System Overview There is also a requirement to deliver a timestamped transcript of the meeting immediately after the
meeting concludes.
60 6. System Overview The system will also need to integrate with legacy video and sync to previously published agenda links.
61 Agenda Item Creation, Review, and Approval Standard language library to be included on M&C agenda items — the ability to have boilerplate/standard
language clauses populated on new agenda Templates.
62 Agenda Item Creation, Review, and Approval Ability to search M&Cs agenda item historical records and new M&Cs items can be searched from the
same portal or need an API that can pull this down and use City complete search site.
a. This isn't just the M&Cs - all documents need to be searchable which should be addressed with the
intregration with Lasertiche (JG)
63 Agenda Item Creation, Review, and Approval System enables supporting documents to be attached or linked to agenda item
64 Agenda Item Creation, Review, and Approval System has a default routing for each type of agenda item (example: agenda item for council versus an
agenda item for a board or commission).
65 Agenda Item Creation, Review, and Approval System allows the author of the agenda item or any agenda item reviewer to add one or more additional
reviewers at any time in the process
66 Agenda Item Creation, Review, and Approval System routes the agenda item for final approval from all required areas. Approvals are recorded
67 Agenda Item Creation, Review, and Approval Existing agenda items and agendas will be loaded from the current system to the new system.
68 Agenda Item Creation, Review, and Approval If an agenda item is changed during the approval process, the System will create a new version of the
item and maintain past versions.
69 Agenda Item Creation, Review, and Approval An audit log will track the history of each item and all changes/approvals.
70 Agenda Item Creation, Review, and Approval 4.3.1 System facilitates creation of an agenda and supporting material to be used at the group meeting
("agenda packeY').
71 Agenda Item Creation, Review, and Approval Agenda is accessible to group members and City Staff prior to the meeting
72 Agenda Item Creation, Review, and Approval Each group member can "mark-up" the agenda packet. These mark-ups are only visible to the member
that created the mark-up. Example: A member may indicate a comment they would like to make when the
agenda item comes-up. If a person serves in more than one group, the markup can be done on each
agenda for which that person is a member.
73 Agenda Item Creation, Review, and Approval After the agenda is created, it is made available on the City's Web Site. Publishing an agenda to the
designated location the City's Web Site also causes the agenda to be available on the digital signs located
at City Hall.
74 Agenda Item Creation, Review, and Approval New system should enable agenda items to be easily re-sequenced with automatic renumbering ("drag-
and-drop" agenda items to re-sequence them).
75 Agenda Item Creation, Review, and Approval Agenda dates should not be able to be backdated. When an agenda item is submitted, they should not be
able to specify a meeting date that is in the past or a meeting for which the submission deadline has
passed. Ineligible meeting dates should be "greyed ouY'.
76 Agenda Item Creation, Review, and Approval Font and size used on the agenda can be configured by the City Secretary's Office (for Council agendas)
or the Staff Liaison (for the agendas created for their group).
77 Agenda Item Creation, Review, and Approval Agenda items can be easily moved from one agenda to another for a group. Example: an agenda item is
deferred to a future meeting and is placed on future meeting agenda.
78 Agenda Item Creation, Review, and Approval Agenda items can be indicated as "ConsenY' or "Non-ConsenY'. This will cause the item to appear on the
corresponding section of the agenda. Items can be easily moved from one section to another.
79 Agenda Item Creation, Review, and Approval Agenda templates can be created for each meeting type. The template would include any information that
is typically common to all meetings for the group such as meeting sections, address, purpose of group,
etc.
Exhibit A
Statement of Work
Speaker Cards
ID Related Business Process Requirement Description (What)
1 4.4 Speaker sign-up and comment 4.4.1 Citizens will have the ability to sign-up to speak on specific agenda items. The system will track the
signed-up speakers for each agenda item. Citizens must be able to make comments and be able to sign-
up no later than 2 hours prior to the beginning of the meeting at which they wish to comment or speak (for
Council meetings, this time limit has been set by Council). Ideally, this would be easily configurable for
each meeting type.
2 4.4 Speaker sign-up and comment Via the hosted website for publishing and viewing public facing Agenda and minutes documents citizens
are able to sign up and register an interest in speaking to specific items on the agenda.
3 4.4 Speaker sign-up and comment 4.4.2 Speakers who have signed up to speak — are currently documented, includes "in favor",
"opposition", or "neutral".
4 4.4 Speaker sign-up and comment 4.4.3 A report of all the speakers that have signed-up to speak at a meeting, as well as the comments for
people who chose to leave a comment and not speak, can be easily generated and sorted and filtered by
any attribute contained in the system. Example: speakers list could be generated with a sort order such
as:
5 4.4 Speaker sign-up and comment 4.4.3.a. Sorted in the order of the agenda items
6 4.4 Speaker sign-up and comment 4.4.3.b. Within each agenda item, sorted by whether the speaker will speak for or against the item
7 4.4 Speaker sign-up and comment 4.4.3.c. Sorted by when the speaker signed-up — earliest to latest.
8 4.4 Speaker sign-up and comment System should be able to sort by when the speaker signed-up — earliest to latest, in order by the agenda,
or by whether or not the speaker is against an item or for an item
9 4.4 Speaker sign-up and comment 4.4.4 City Secretary's Office staff (for City Council Meetings) and Staff Liaisons (for Board and
Commission meetings) can set for each meeting whether or not advanced speaker signup will be offered
for each agenda item or the meeting as a whole.
10 4.4 Speaker sign-up and comment The Meeting Administrator is then able to organize and produce a running sheet for the speakers relating
to the selected items.
11 4.4 Speaker sign-up and comment Ability to use API to pull in GIS zoning location for speaker cards
12 4.4 Speaker sign-up and comment Interface to GIS to send address or zone, then receive a pin drop map image.
13 4.4 Speaker sign-up and comment Utilize our in-house python process to render .PNG map images for Speaker Cards based on the address
of the speaker. Additionally, if someone is speaking about a zoning case that zoning case location will be
included on the rendered map and a straight line distance will be calculated from the speaker address to
the zoning case. Utilize our process to update the "Map_Processed", "Map_URL" and "Distance" columns
in the Speaker_Card table of SQL06V�PROD06.MayorCouncil.
(Gregory Roberts, Natalie Watkins)
14 4.4 Speaker sign-up and comment Provides the CSO office and council members the ability to review speaker cards and print them.
15 4.4 Speaker sign-up and comment Ability to color code speaker cards: Green-supporting, Red-opposition, etc.
16 4.4 Speaker sign-up and comment Ability for speaker to register for one item and time 3 minutes
17 4.4 Speaker sign-up and comment Ability for group speakes to register time 3 or 6 minutes
18 4.4 Speaker sign-up and comment Ability for speaker to register for zone changes and time 3 minutes each item.
19 4.4 Speaker sign-up and comment Ability to link the speaker card to the agenda item
Exhibit A
Statement of Work
Meeting Management
ID Related Business Process Requirement Description (What)
1 4.5 Meetings (During) 4.5.1 System facilitates the meeting by displaying the agenda and capturing motions/seconds and votes
2 4.5 Meetings (During) 4.5.2 System manages Group Member participation including request to speak.
3 4.5 Meetings (During) 4.5.3 The system will track time allotted to speak. Example: for City Council, individuals are given 3
minutes and groups are given 6 minutes (at least 10 people must be present at the meeting, not counting
the speaker).
4 4.5 Meetings (During) 4.5.4 System enables timestamping of video to the agenda. When published, citizens can click on the
agenda item and launch the relevant section of video from the Council meeting. Note: not all meetings are
videoed.
5 4.5 Meetings (During) 4.5.5 Group Members have devices that are not managed on the CFW domain. These devices must be
able to securely join the meeting in the system.
6 4.5 Meetings (During) Members who are not part of the CFW domain are able to access content for a meeting via the app and
participate in the meeting including using the live voting feature that enables them to vote on items under
consideration.
7 4.5 Meetings (During) 4.5.6 Meeting facilitator can control microphones for meeting participants. Meeting facilitators can control
lecterns (front and back lecterns), staff, and Meeting facilitator microphones.
8 4.5 Meetings (During) 4.5.7 Speaking Order: Meeting facilitator will be provided with a printed list of speakers that have signed
up. Meeting facilitator can change speaking order (preferably using an iPad or similar device). Other
group members and facilitators should be able to see the speaking order on their devices.
9 4.5 Meetings (During) 4.5.8 Motions, Seconds, Voting — the new system should capture motions, seconds, and voting. This
should populate the agenda using the City's standard language (configurable by the City Secretary's
Office). The motion should have set language based on the type of motion (ordinance, resolutions, zoning
case, budget hearing, public hearing, item withdrawn, item continued, zoning case denied).
10 4.5 Meetings (During) Details of all motions, seconds, and voting is captured in real time within Doc Assembler during the
meeting. The text for the motions (eg ordinance, resolutions, zoning case, budget hearing, public hearing,
item withdrawn, item continued, zoning case denied etc) are all configured by the Council. This enables
consistency with the text used in the minute documents and also provides the ability to view the particular
procedural processes associated with different types of motions that may be put during the meeting.
11 4.5 Meetings (During) 4.5.9 Pause meeting — the meeting facilitator can pause the meeting in the system. This may be needed if
for any reason the meeting must be interrupted. When meeting is paused, video recording stops and
resumes when meeting resumes.
12 4.5 Meetings (During) 4.5.10 If the meeting is videoed: as each agenda item comes up in the meeting, a meeting facilitator will
capture the timestamp on the video. This enables "jumping" to the desired video location to view the
discussion of that item.
13 4.5 Meetings (During) Provide the capacity to embed video recordings of the meeting including timestamping the video to
facilitate navigation by jumping to the desired location on the video to view the discussion of that item:
14 4.5 Meetings (During) Ability to jump to an item - out of order
15 4.5 Meetings (During) Ability to reorder agenda items
16 5.1 Meetings Process (During) 5.1. During the meeting
17 5.1 Meetings Process (During) 5.1.a. Capturing attendance
18 5.1 Meetings Process (During) 5.1.a.i. Roll call of inembers and record who is present and absent
19 5.1 Meetings Process (During) 5.1.a.ii. Note in the minutes if a person is added late or leave early
20 5.1 Meetings Process (During) 5.1.b. Speaker management
21 5.1 Meetings Process (During) 5.1.b.i. Generate a report or display — listing of speakers as signed-up for Meeting Chair to use
22 5.1 Meetings Process (During) 5.1.b.ii. Management of speaker queue during meeting
23 5.1 Meetings Process (During) 5.1.b.iii. Each speaker: time limit, display clock
24 5.1 Meetings Process (During) 5.1.b.iv. Ability to combine and sort speakers
25 5.1 Meetings Process (During) 5.1.c. Vote tracking
26 5.1 Meetings Process (During) 5.1.c.i. Who was presenUabsent and how/if they voted (For, Against, Abstained)
27 5.1 Meetings Process (During) 5.1.d. Ability to record maker and second of motions
28 4.6 Meetings (After) 4.6.1 System facilitates finalization of the meeting minutes (which includes capturing vote results). The
results of each agenda item are captured (approved, rejected, tabled, withdrawn, etc.)
29 4.6 Meetings (After) Following the meeting, the Administrator is able finalize the minutes for the meeting based on the data
captured in real time during the meeting. This will include the result for each agenda item.
30 4.6 Meetings (After) This is then visible and capable of been searched via the online Resolution Register (in addition to the
hosted web publishing page for the complete agenda). The Resolution Register will enable members of
the public to search for and find decisions relating to items of interest to them which can filtered by date
range, meeting type, item description, mover/seconder, resolution type etc:
31 4.6 Meetings (After) Resolution Register will enable searches on the status of M&C's as well as other decisions prior to the
publication and formal adoption of the minutes of a meeting.
32 4.6 Meetings (After) 4.6.2 If the meeting was videoed: system facilitates finalization of ineeting video (which includes adjusting
the timestamps as needed).
33 4.6 Meetings (After) Where a meeting is recorded the video for that meeting is able to be associated to the published minute
document on the hosted web page provided as part of our solution. The Administrator is able to manage
and align the timestamps for each item to enable members of the public to easily navigate to the
discussion on a particular item:
34 4.6 Meetings (After) 4.6.3 The meeting minutes are published to Laserfiche after finalization. Finalization includes capturing
minutes, reviewing, and adjusting the timestamps as needed (in case they were not captured correctly
during the meeting). Laserfiche enables the Minutes to be accessed via the City's public web site.
35 4.6 Meetings (After) Doc Assembler will provide the ability to publish the finished agenda and minutes documents including
attachments into LaserFiche for permanent storage. The content published from Doc Assembler can be in
PDF format including PDF/A if required by Council. Harbour Software is currently finalising the integration
piece with LaserFiche for an existing client and this will be made available to Council as part of our
standard update process as and when it is released. This will be prior to Go Live for Council.
36 4.6 Meetings (After) 4.6.4 Council Proceedings File is a complete record of all the documents related to the Council meeting.
The Council Proceedings File will be stored in Laserfiche. Currently it is kept in paper form. Several
copies are made of the file from each meeting and City Secretary's office keeps one of them. Each board
and commission will maintain their own similar file as required.
37 4.6 Meetings (After) 4.6.5 Contracts — if a contract was approved at Council the contract is scanned into Laserfiche (along with
the M&C, 1295, actual signed contract, and any other relevant documents). These are stored as PDF
documents. This is all filed in the Contract document type in Laserfiche.
38 4.6 Meetings (After) 4.6.6 Council Proposals — these are originated by Council and are scanned into Laserfiche after they are
signed. These are typically signed at the meeting or the next day.
39 4.6 Meetings (After) 4.6.7 Ordinances — these must be signed (and are usually signed after the Council meeting). After
signature, Ordinances are scanned into Laserfiche along with the M&C if applicable.
40 4.6 Meetings (After) 4.6.8 Minutes — After the minutes are approved, they must be signed then they are scanned into
Laserfiche
41 4.6 Meetings (After) 4.6.9 Resolutions — These require signature and are scanned into Laserfiche, along with the M&C if
applicable, after they are signed.
42 4.6 Meetings (After) 4.6.10 After the agenda packet is created, it is uploaded into Laserfiche (agenda can then be accessed by
the public from the CFW web site through Laserfiche.
43 4.6 Meetings (After) 4.6.11 Informal Reports are uploaded into Laserfiche after the meeting (Informal Reports can then be
accessed by the public from the CFW web site through Laserfiche).
44 4.6 Meetings (After) 4.6.12 Minutes — must be able to capture text for approved items as evidence for issuing a Purchase
Order or other actions resulting from the approved item.
45 4.6 Meetings (After) 4.6.13 M&Cs — must be an easy way to check the results of each M&C. Was it approved, withdrawn,
rejected, etc.? In the current system, M&C status is updated before the minutes are approved by Council.
[Are M&C items updated after Council approves of the minutes?] Is M&C updated when minutes are
marked "Final" or when the minutes are published in In-Site? M&C is approved when Council votes on the
M&C (not when minutes are approved by Council).
46 4.6 Meetings (After) 4.6.14 The system will protect meeting deliverables from alteration.
47 4.6 Meetings (After) 4.6.15 Text on meeting minutes will be configurable (font, size) by the City Secretary's Office or the Staff
Liaison for each Board & Commission.
48 5.2 Meetin s Process (After) 5.2. After the meetin
49 5.2 Meetings Process (After) 5.2.a. Minutes construction
50 5.2 Meetings Process (After) 5.2.a.i. Ability to create multiple templates
51 5.2 Meetings Process (After) 5.2.a.ii. Format must be customizable depending on the entity for which the minutes are being prepared
52 5.2 Meetings Process (After) 5.2.b. Web Publishing
53 5.2 Meetings Process (After) 5.2.b.i. Ability to customize the web page including multiple types of ineeting documentation (video, audio,
PDF, etc.)
54 5.2 Meetings Process (After) 5.2.c. Interface to Laserfiche to preserve documents
55 5.2 Meetings Process (After) 5.2.d. Ability to create a timestamped transcript of the meeting
56 5.2 Meetings Process (After) 5.2.e. Ability to certifiy minutes with signature and time stamp
Exhibit A
Statement of Work
Boards & Commissions System
ID Related Business Process Requirement Description (What)
1 4.8 Board and Commission System OnBoardGOV is an intuitive web based application that has been designed and developed to enable the
City Secretary and staff to easily administer the application. Training will be provided as part of the
implementation project to ensure that Administrative City Staff are able to effectively and efficiently utilize
the application.
2 4.8 Board and Commission System List of Boards & Commissions
3 4.8 Board and Commission System 4.8.1 System can be easily administered by the City Secretary (Jannette Goodall) and her staff
4 4.8 Board and Commission System 4.8.2 Contractor will provide Train the Trainer sessions to ensure that Administrative City Staff have the
ability to effectively configure the system to accommodate future additional users, parameters and data.
5 4.8 Board and Commission System 4.8.3 Contractor will provide End User Training to any additional city employees deemed necessary by the
CSO.
6 4.9 Board Member Creation 4.9.1 System enables a user to add/modify/prinUdelete boards as needed according to user securities
7 4.9 Board Member Creation Noted and comply, OnBoardGOV provides the following features to assist with this process:
` Maintain an unlimited number of boards and commissions
` Maintain contact and membership history for an unlimited number of people from a
single database of name/address information
` Run on-demand Vacancy, Expiration and custom reports
` Print, export, save and share reports
` Manage internal users and permissions
` Email boards with one click
` Track membership over time
8 4.9 Board Member Creation In addition to this OnBoardGOV provides a Certifications and Training Tracker Module that
enables you to:
` Configure certifications and trainings pertinent to members
` Create timeframes for conformance
` Automatically email members based on custom workflows and messages
` Approve verifications of conformance
` Report on compliance
9 4.10 Board and Commission Applications The Application Management Module enables you to:
"Accept on-line applications directly into OnBoardGOV
" Create paperless application packets
" Receive and manage applications through custom workflow
"Attach oaths, certificates and other pertinent information related to appointments
10 4.10 Board and Commission Applications 4.10.1 Ability to automatically route new applications upon submission to multiple emails according to the
board or commission applied to
11 4.10 Board and Commission Applications 4.10.2 Ability to automatically send emails to applicant when their email address is associated with an
existing application.
12 4.10 Board and Commission Applications 4.10.3 Ability to automatically send emails to applicant when their session has times out of the application
page because of two hours of inactivity.
13 4.10 Board and Commission Applications 4.10.4 Ability to automatically send emails to applicant when they have pressed the "finish later" button on
the application page.
14 4.10 Board and Commission Applications 4.10.5 Ability to automatically send a first reminder within three days after they start a new application but
do not submit it.
15 4.10 Board and Commission Applications 4.10.6 Ability to automatically send a first reminder within three days after they start a new application but
do not submit it.
16 4.10 Board and Commission Applications 4.10.7 Ability to automatically send a second reminder within one week after they start a new application
but have not submitted it.
17 4.10 Board and Commission Applications 4.10.8 Ability to automatically send a final reminder one day before their incomplete application is to be
deleted due to inactivity.
18 4.10 Board and Commission Applications 4.10.9 Ability to automatically send a reminder that their incomplete application has been deleted due to
two weeks of inactivity or the applicant requests we delete their application.
19 4.10 Board and Commission Applications 4.10.10 Ability to automatically send a thank you email upon submitting a completed application.
20 4.10 Board and Commission Applications 4.10.11 Ability to keep an applicant from applying to a Board & Commission that they are not allowed to
apply for.
21 4.10 Board and Commission Applications 4.10.12 Ability to automatically send an email to selected staff members staff members, department heads,
district directors and district council members that a new application has been submitted for a specific
board or commission. Need to be able to read the application and forward the notification to the correct
department head, district director and district council member.
22 4.10 Board and Commission Applications 4.10.13 Ability to automatically send an email to selected staff members, department heads, district
directors and district council members when a term is ending soon. The board name, term number and end
date of the board member will be included in the email.
23 4.10 Board and Commission Applications 4.10.14 Ability to automatically send an email to selected staff members, department heads, district
directors and district council members of a specific board when it is 90 days before their term expires, or
when you invite them to reapply. Need to be able to read the application and forward the notification to the
correct department head, district director and district council member.
24 4.10 Board and Commission Applications 4.10.15 Ability to send a board application update request to a board member in order to update their
information in the system or reapply with a new application. Must be able to add attachments
25 4.11 Board and Commission Attendance The Attendance Tracking Module enables you to:
` Take attendance at the meeting via mobile phone with the attendance application
` Schedule recurring meetings
` Create user defined attendance statuses
` Define custom reports to track attendance
26 4.11 Board and Commission Attendance 4.11.1 Ability to automatically route attendance reports multiple emails upon upload
27 4.11 Board and Commission Attendance 4.11.2 Ability to add/modify/print/delete
28 4.12 Board and Commission Details 4.12.1 Ability to add/modify/print/delete/reorder
29 4.12 Board and Commission Details 4.12.2 Ability to customize the form by adding fields with drop down choices, ability to attach
documentation, checkboxes, single select items
30 4.12 Board and Commission Details 4.12.3 Ability to make details public or not
31 4.13 Board and Commission Dashboard 4.13.1 Ability to sort by board or commission the date listed on all of the data inside the system. Example:
Sort by Art Commission and see number of seats filled or open, Number of recent applications submitted
recently or within the last six months. Sort by Ethnicity/Gender/districU etc.
32 4.13 Board and Commission Dashboard 4.13.2 Have graphs to show the information and have ability to print the graphs and information in an
effective manner.
33 4.14 Board and Commission Roster 4.14.1 Ability to add/modify/print/delete
34 4.15 Board and Commission Attendance 4.15.1 Ability to add/modify/print/delete
35 4.15 Board and Commission Attendance 4.15.2 Ability to print attendance as a spreadsheet and email to select staff from the application without
having to use outlook.
36 4.16 Board and Commission Packet Generation 4.16.1 Ability to generate an application packet to include the application and any attachments and email to
selected staff document from a list of boards, people, appointments, vacancies, rosters, demographics,
attendance tracking and it be in a PDF format or a word document. Must be able to save or export the
document and email to selected staff from the system itself without having to use outlook.
37 4.16 Board and Commission Packet Generation The solutions proposed by ClerkBase and Harbour Software are fully integrated with Microsoft Azure Active
Directory (AAD) and OKTA. This will enable the Council to manage and control access to content held in
these applications via its existing processes.
38 4.16 Board and Commission Packet Generation It is noted that a user whilst removed from the Council's AAD they will be held as inactive
within our solution to ensure historical integrity of data.
39 4.16 Board and Commission Packet Generation OnBoardGOV utilizes Amazon Web Services and can be accessed via any modern browser with internet
access. Database connections use TLS for data transportation between servers. Database is hosted in a
private subnet and are not permitted to be accessed from outside the VPC. Data is encrypted at rest via
latest AWS KMS key assigned to database cluster. Key is rotated every 90 days.
40 4.16 Board and Commission Packet Generation The solution proposed as part of this RFP is a fully hosted cloud based solution which does not require any
on premise installation.
41 4.16 Board and Commission Packet Generation Please refer to Attachment H- Service Level Agreement for further details on SLA standards.
42 4.16 Board and Commission Packet Generation Annual subscription fees provide for the annual maintenance and support of the applications proposed
under this response. Maintenance includes provision of at least quarterly updates of our solutions and any
bug fixes identified within the application in line with our standard Service Level Agreement. Refer to
Attachment H- Service Level Agreement. 24`7 support is available via our mail@clerkbase.com email
account and Council will have access to our online helpdesk portal to lodge support requests as well as
track and manage those requests.
43 5.3 Council Member Management 5.3.a. Information will be maintained about each council member. This information includes any special
interest groups on which the member serves and any businesses owned by that member. Among other
things, this information will be used to determine if any agenda item could be a conflict of interest for this
member.
44 5.4 Board & Commission System Management 5.4.a. Board & Commission Member Management
45 5.4 Board & Commission Member Management 5.4.a.i. Ability to capture individual demographics of inembers: all applications, all appointments,
appointment status, appointment term, appointment start date, appointment end date, appointing authority
be it council or mayor, position held, office/role, category, and dais seat
46 5.4 Board & Commission Member Management 5.4.a.ii. Ability to upload, store, email and print when needed members forms (i.e. Confidentiality form,
open records act training certificates, etc.)
47 5.4 Board & Commission Member Management 5.4.a.iii. Ability to capture, redact, or exclude specific demographics and print Board Member or
Commission rosters
48 5.4 Board & Commission Member Management 5.4.a.iv. Ability to calculate, produce and email automatic reports for any Board Member or Commissioner
nearing the end of their term. Reports to include appointment and term expiration.
49 5.4 Board & Commission Member Management 5.4.a.v. Ability to sort appointments by Board name, Status, Term Start and End Date, District, Ethnicity,
Gender, Appointing Authority, Position, Office/Role, Category and Dias Seat.
50 5.4 Board & Commission Member Management 5.4.a.vi. Ability to sort Board Member or Commissioner by attendance statistics.
51 5.4 Board & Commission Member Management 5.4.a.vii. Generate custom and ad-hoc reports which can be linked/published on the web automatically.
New reports replace old reports. Old reports will show in an archived section for 3 months.
52 5.4 Board & Commission Member Management 5.4.a.viii. Ability to capture and create a report of demographics, ethnicity, and other information. Basically,
if there is a field and his has data we want to be able to write a report from it.
53 5.4 Board & Commission Member Management 5.4.a.ix. Enable new fields to be added to capture unforeseen data that a future council may require.
54 5.4 Board & Commission Member Management 5.4.a.x. Ability to pull a complete detail list of each board/commission name and its members, the
departments name and the department heads information, the adopted yearly calendar, all agendas for
their meetings, approved meeting minutes to update the Board & Commission Web Page.
55 5.4 Board & Commission Member Management 5.4.a.xi. Ability to archive historical information on all Board & Commission information. Including
applications, appointments and information on committee members that are no longer serving.
56 5.4 Board & Commission Member Management 5.4.a.xii. Ability to use templates for commonly used reports/correspondence. Ability to email
reports/correspondence directly from the system without having to access outlook and send as an
attachment, etc.
57 5.4 Board & Commission Member Management 5.4.a.xiii. Ability to link and store report and other documents produced by each board/commission.
Examples: annual reports, attendance reports, minutes, agendas etc. Ideally, these documents would be
stored in one place.
58 5.4 Board & Commission Member Management 5.4.a.xiv. Information will be maintained about each board or commission member at the discretion of the
City Secretary. As with Council members, this information could include any special interest groups on
which the member serves and any businesses owned by the member. Among other things, this information
could be used to determine if any agenda item could be a conflict of interest for this member.
59 5.4 Board & Commission Application Process 5.4.b. Board & Commission Application Process
60 5.4 Board & Commission Application Process 5.4.b.i. Online application process, ability to:
61 5.4 Board & Commission Application Process 5.4.b.i.(a) Ability to complete application on any device
62 5.4 Board & Commission Application Process 5.4.b.i.(b) Ability for system to address verify the home address and compare it with the district address
map in order to prevent applicant from selecting an incorrect district, applicant must check the box stating
this is my home address. Should not accept P.O. Boxes.
63 5.4 Board & Commission Application Process 5.4.b.i.(c) Automatically save a partially-completed application
64 5.4 Board & Commission Application Process 5.4.b.i.(d) Automatically send an acknowledgement email that is formatted by the CFW -when an
application is submitted
65 5.4 Board & Commission Application Process 5.4.b.i.(e) Automatically send an acknowledgement email that is formatted by the CFW a reminder email -
when an application is incomplete
66 5.4 Board & Commission Application Process 5.4.b.i.(� Automatically prevent the applicant from applying for a board or commission vacancy that is not
in the same district as their physical address. (aka address verification. If living in the district is a
requirement for the board/commission)
67 5.4 Board & Commission Application Process 5.4.b.i.(g) Automatically notify the applicant if they are applying to a board or commission that is NOT
accepting applications at this time.
68 5.4 Board & Commission Application Process 5.4.b.i.(h) Automatically notify the applicant if they are applying to a board or commission that is NOT
available to citizens.
69 5.4 Board & Commission Application Process 5.4.b.i.(i) Upload a resume and have it automatically attached to the completed application then convert to
PDF
70 5.4 Board & Commission Application Process 5.4.b.i.Q) Upload photos of applicants, not a requirement at this time. Limiting the visibility of photos by
system security
71 5.4 Board & Commission Application Process 5.4.b.i.(k) Link uploaded photos to a system that the City uses for ID badges. Not a current procedure, but
potentially in the future.
72 5.4 Board & Commission Application Process 5.4.b.i.(I) Customize a Board and Commission application to capture information that is unique to that
Board or Commission (ex. Questions regarding specific requirements for the board)
73 5.4 Board & Commission Application Process 5.4.b.i.(m) Store documents related to each member's service on any board or commission. Examples:
certificates, letters of resignation, etc. Metadata will need to be captured for documents including: creation
date, upload date, and effective date.
74 5.4 Board & Commission Application Process 5.4.b.i.(n) Chose status of applications (ex. Eligible, not eligible, appointed, for review, on agenda archived)
75 5.4 Board & Commission Application Process 5.4.b.i.(o) Edit Tracking (oath of office, open meeting certificate, privacy contact form, voter registered,
Male, Female, Address CFW verified)
76 5.4 Board & Commission Appointment Process 5.4.d. Board & Commission Appointment Process
77 5.4 Board & Commission Appointment Process 5.4.d.i. Ability to send application to law department for vetting and track the process from review, to
selection to appointment.
78 5.4 Board & Commission Appointment Process 5.4.d.ii. Ability to select an application and appoint to a board or commission and complete fields
appropriate to appointment
79 5.4 Board & Commission Appointment Process 5.4.d.iii. Ability to use templates from the system to complete appointment letters and send to applicant,
department heads and district directors
80 5.4 Board & Commission Board Creation and Management 5.4.e. Board & Commission Board Creation and Management
81 5.4 Board & Commission Board Creation and Management 5.4.e.i. Ability to create and modify board name as necessary
82 5.4 Board & Commission System Management REQUIREMENTS 5.4.e.ii. Ability to add members to the board with links to that applicants resume for reference purposes
83 5.4 Board & Commission System Management REQUIREMENTS 5.4.e.iii. Ability to sort board members by active, retired, retired, term completed, terminated or other.
(Access to All field content via the database)
84 5.4 Board & Commission System Management REQUIREMENTS 5.4.e.iv. Ability to add details of the board including but not limited to: overall email notification, member
size, term length, term limit, liaison(s) and email and phone numbers, meeting time and place, method of
appointment, enacting legislation, agendas, attendance, minutes, annual reports, calendars, by laws
85 5.4 Board & Commission System Management REQUIREMENTS 5.4.e.v. Ability to add meetings and attendance of inembers.
86 5.4 Board & Commission System Management REQUIREMENTS 5.4.e.vi. Ability to create ad-hoc reports from all field data as needed
87 5.4 Board & Commission System Management REQUIREMENTS 5.4.e.vii. Ability to create board detail packets.
88 5.4 Board & Commission System Management REQUIREMENTS 5.4.e.viii. Ability to disable boards as needed
89 5.4 Board & Commission System Management REQUIREMENTS 5.4.e.ix. Ability to add subcommittee
90 5.4 Board & Commission System Management REQUIREMENTS 5.4.e.x. Ability to delete a board if necessary
Exhibit A
Statement of Work
Technical Requirements and Specifications
ID Related Business Process Requirement Description (What)
1 System and Administration 4.1 System and Administration Requirements
2 4.1 System and Administration 4.1.1 System can be easily administered by the City Secretary (Jannette Goodall) and her staff
3 4.1 System and Administration Doc Assembler has been designed to enable the Council to easily administer the use of the solution
including adding, managing, and maintaining all document templates required by Council. This includes
been able to setup and maintain multiple meeting templates and meeting types, the creation of ineeting
dates and the workflow associated with the approval process for those meetings.
4 4.1 System and Administration A key feature of Doc Assembler is the fact that the application leverages of the document collaboration
features embedded in Microsoft Word. Combined with the workflow for the approval process this
facilitates real time document collaboration when working on items that are to be included in a meeting
agenda. Multiple users including reviewers can be working on an item simultaneously and be able to see
and monitor changes that are made in real time.
5 4.1 System and Administration The workflow for an item can be pre-configured and is applied to the item when it is created. An End User
is able to modify the expected workflow as well as assign other users to work with them on the item:
6 4.1 System and Administration Any changes made to the approval workflow including accepting or rejecting an item will be logged in the
Assignment Log which is visible to the end user. As Doc Assembler enables the Meeting Administrator to
establish a due date for the Agenda, the application automatically calculates and applies due dates to
each of the roles that can be assigned to an item. This process enables the system to automatically send
out reminders when Items are coming up as due.
As a fully hosted solution, all content created within the application is stored centrally in a SharePoint site
meaning that issues such as version control are automatically handled and managed by the application.
Doc Assembler provides the ability for Staff Liaison users are able to manage all meetings for their group
and to update the Agenda and Meeting templates as required.
7 4.1 System and Administration During technical setup, Contractor will work with IT to create the entity on City SharePoint account.
8 4.1 System and Administration Doc Assembler provides the ability to setup a meeting schedule as required (as a minimum) that will
enable end users to create and work on reports as required.
In addition our Meeting Planner module enables the Administrator to setup and
manage the workflow or reports so that they are able to progress through the
meeting cycle — e.g. Initiate a report for the Executive Team that will progress through to a
CommitteeBriefing Session and ultimately into the Ordinary Council Agenda. Both a list view and
Calendar view is visible to the users of all meetings scheduled withing the Application:
9 4.1 System and Administration It is also possible to swap the calendar view to display at year, week, or day views
with the ability to hover over the calendar to view the meeting details for that day:
10 4.1 System and Administration Noting that concurrent meetings can be run within the application for any given date.
11 4.1 System and Administration M&C Authors can monitor progress of their agenda item
12 4.1 System and Administration 4.1.2 Each Board or Commission has a Staff Liaison that will manage system configuration for their area
of responsibility. These are examples of tasks that a Staff Liaison should be able to accomplish in the
system without requiring assistance from the City Secretary's Office:
13 4.1 System and Administration •Add/update/remove a meeting date for their group
14 4.1 System and Administration •Add/update/disable information for members of their group. A historical record of dates for which a
person served on that group should be maintained.
15 4.1 System and Administration •Update the Agenda and Meeting templates for their group.
16 4.1 System and Administration •Update whether or not their meeting is records
17 4.1 System and Administration •Update information related to speakers that wish to speak at their meeting, including: sign-up time limit,
speaking time limit, ability to leave a comment, sort order of a report that can be used to call on speakers.
18 4.1 System and Administration 4.1.3 Workflow can be easily configured and supports both collaboration and approval. Tasks can be
threaded (one after the other) or sent out at the same time to more than 1 reviewer.
19 4.1 System and Administration 4.1.4 Contractor will provide robust training to ensure that City Staff and Council have the ability to
effectively use the system. Training resources enable effective training of new city employees and elected
officials when needed.
20 4.1 System and Administration 9.1.6 The Proposer shall provide the City with access to updated system user guides (as they become
available) and online training sessions related to system configuration and functionality. System diagram,
Administrator guide, User guide by role.
21 4.1 System and Administration City Secretary requests on-site training.
22 4.1 System and Administration Provide Word functional training such as comments, tracking
23 4.1 System and Administration 4.1.5 System will support both Council as well as meetings held by Boards and Commissions
24 4.1 System and Administration 4.1.6 System tracks Council & Board membership profile for each group for which the system is used.
Information captured includes:
25 4.1 System and Administration •Member Name
26 4.1 System and Administration •Term
27 4.1 System and Administration •Start Date - End Date(from/to)
28 4.1 System and Administration •Appointing Authority Elected or Appointed date (including who appointed them if appointed)
29 4.1 System and Administration •Position
30 4.1 System and Administration •Office/Role
31 4.1 System and Administration •Category
32 4.1 System and Administration •Dias Seat, if applicable
33 4.1 System and Administration •Comments/preferences/special needs ????
34 4.1 System and Administration •Ability to upload documents, including photos if needed.
35 4.1 System and Administration •Each interest group on which this person is a member
36 4.1 System and Administration •Each business owned by this person
37 4.1 System and Administration 4.1.7 Calendar- meeting dates for each group for which the system is used (Council and
Boards/Commissions) can be easily maintained. The meeting dates are used as a basis to calculate the
due dates for agenda items. A group can have more than one meeting on the same day at the same time
(Example: a concurrent Council Meeting and Council Work session).
38 4.7 Data Conversion 4.7 Data Conversion at time of cutover
39 4.7 Data Conversion The requirements of this section are noted as is the response provided in A1 of Addendum 1.
40 4.7 Data Conversion 4.7.1 After , the existing system will be set to "read only". The exact timing and extent to which
the system will be "locked down" will be determined by the M&C Center (Patricia Garcia, Jannette
Goodall).
41 4.7 Data Conversion 4.7.2 Historic agenda items will remain available until a more permanent solution can be determined. At
this time, the thinking is that the M&Cs will remain in the SQL Server tables and an intuitive query tool
were setup to allow access to the M&Cs.
42 4.7 Data Conversion 4.7.3 Speaker Cards- the existing Speaker Cards application contains no historic data that will need to be
retained. This system may or may not be retired after the new system is implemented.
43 5.5 Other Requirements Data Conversion
44 5.5 Other Requirements o Continue to post meeting agendas and minutes in Lasertiche (along with any other documents deemed
useful by the City Secretary), and have the ability to publish these documents on the City's Web Site.
45 5.5 Other Requirements o Existing Board and Commission membership data
46 5.5 Other Requirements •Easy web navigation - finding documents
47 5.5 Other Requirements o Calendars
48 5.5 Other Requirements o Agendas
49 5.5 Other Requirements o Attendance
50 5.5 Other Requirements o Meeting Minutes
51 5.5 Other Requirements o Annual Reports
52 " Data from Granicus Legistar
53 6.1 Security 6.1 Security
When authorized users no longer require access, a process will need to be in place to ensure that these
individuals will no longer be able to log onto the system (beyond the access provided to the public). This
includes removing access for single-sign on access and access that required entry of a sign on and
password. Typically, IT Solutions uses OKTA to enable access to external applications. OKTA
authenticates the user and enables sign on to the system. If a person leaves the City, their Active
Directory account is revoked and thus they no longer have access to any applications secured under
OKTA.
Ability to "inactivate" a user, so that historical data is never lost.
54 6.1 Security Ability for non-employee external users to access the applications.
55 6.1 Security The solutions proposed by ClerkBase and Harbour Software are fully integrated with Microsoft Azure
Active Directory (AAD) and OKTA. This will enable the Council to manage and control access to content
held in these applications via its existing processes.
56 6.1 Security Ability to integrate with OKTA with SAML 2.0 or OIDC
57 Ability to integrate with Microsoft Intra (active directory)
58 6.1 Security It is noted that a user whilst removed from the Council's AAD they will be held as inactive within our
solution to ensure historical integrity of data.
59 6.1 Security As a fully hosted solution, the applications provided for the Agenda and Meeting management functions
requested by Council do not require physical on premise installation. For end users, including members of
Council and the Mayor they will be able to access the solutions directly via any device capable of running
a modern web browser.
60 6.1 Security Ability for hosted databases to be only on-shore USA
61 6.1 Security Ability to syncronize user lists between Active Directory and Contractor Systems
62 6.1 Security Ability to receive User name, email, title, authentication from Active Directory or PeopleSoft ERP.
63 6.2 Setup of External Devices 6.2 Setup of External Devices
City Council and other members have external devices that must be configured to enable access to the
system. These devices must be able to access the City of Fort Worth network to enable each council
member and the Mayor to be able to interact with the system (motion, second, view materials, vote, etc.).
64 6.2 Setup of External Devices Ideally, the new system(s) would require minimal setup on these external devices.
65 6.2 Setup of External Devices As boards and commissions are included, meeting facilitators and members will need similar capabilities.
66 6.31ntegration 6.31ntegration
The system will integrate with existing City of Fort Worth video to enable videos of City Council and other
meetings to be "timestamped". With timestamped video, a link is created from the meeting minutes to
video containing the discussion on that topic.
67 6.3 Integration * Active Directory / OKTA - SAML 2.0 or OIDC / External Users
* Email from city employee - Outlook
* Office365 - Word
* Laserfiche (on-premise) importing meeting minutes and agenda, packets for public and internal records.
* Data migration
* Existing Video integration
* Existing website integration via hosted webpage.
" IMT Single-Pane Control engagement
* City Council Agenda Search (and attachments search)
* Granicus Open Cities calendar, webpage and kiosk
" Granicus Media Manager
* Speaker Card GIS map
* SharePoint (City account)
* Windows 11 compatibility
* Granicus Windows 11 compatibility decision (Aya Nomura)
68 6.3 Integration Contractor should provide API capability for IMT Technologies to develop interface to AgendaLink Solo,
Granicus, Legistar.
Custom Programming - This includes all API software development for integrating functionality and
features from the Harbour software into IMT solution. Estimated time 10 days. $17, 500.
69 6.3 Integration System will integrate with Granicus Media Manager to timestamp council meeting video agenda item
segements and publish to our City Website
70 6.3 Integration System will integrate with Granicus Media Manager to capture motions, votes and notes and publish to
our City Website
71 6.3 Integration 6.3 The system must also interface with the existing City of Fort Worth public website (fortworthtexas.gov)
to enable citizens to view agendas, sign-up to speak, comment, and view minutes and other deliverables
from meetings that have been held including backup material and executed documents.
72 6.3 Integration There is also a requirement to deliver a timestamped transcript of the meeting immediately after the
meeting concludes.
73 6.3 Integration The system will also need to integrate with legacy video and sync to previously published agenda links.
74 6.3 Integration Integration with the CFW existing video will be provided as part of the implementation project. Integration
with Council's public website is provided via the hosted webpage provided as part of our solution. This
page is able to be branded to reflect Council's corporate branding style.
75 6.3 Integration Inteqrate with Citv Council Aqenda Search
76 6.3 Integration Ability to search M&Cs agenda item historical records and new M&Cs items can be searched from the
same portal or need an API that can pull this down and use City complete search site.
a. This isn't just the M&Cs - all documents need to be searchable which should be addressed with the
intregration with LaserFiche (JG)
77 6.3 Integration M&C eCouncil is SQL database that is dynamically rendered to display agenda items.
City Secretary Office will initiate a change Laserfiche to store Internal M&C attachments and
metadata for non-public view, allowing Laserfiche to be the source of Record for all historical
agendas and minutes.
78 6.3 Integration Provide API tools to support IMT's Single-Pane Chambers Control.
* IMT Single Pane Control intertace will be a separate engagement
79 Software Development Contractor will undertake to scope and work with Council to identify software enhancements that would
complement the way that the City works and undertake to do that as part of the implementation project at
no cost to Council.
* Visit City on August 22-27, 2025
80 Software Development As part of the initial scoping process if other items are identified as adding value to the application and will
enhance the end user experience for Council, Contractor will undertake to include them as part of the
implementation project with the caveat that should any item identified result in an unreasonable effort by
Contractor, we reserve the right to negotiate a discounted development cost to complete any such
development items.
81 Software Development * Application of M&C Number at time Agenda is Assembled to enable correct sequencing of numbers
82 Software Development * Enhancements to workflow within the Assignment Groups routing to specific groups (eg Legal/Finance)
once the item is marked as complete by the report writers.
83 Software Development ' Enhancement to minute processing to enable M&C reports to be stamped as Approved
84 Software Development * Harbour Software has an integration piece with LaserFiche and this will be made available to Council as
part of our standard update process as and when it is released. This will be prior to Go Live for Council.
85 Software Development Ability to copy (clone) existing items that are in-progress or complete status (agenda items, documents,
standard language, attachments, assignments, etc.)
86 Software Development Standard language library to be included on M&C agenda items — the ability to have boilerplate/standard
language clauses populated on new agenda Templates.
87 Software Development Ability to search M&Cs agenda item historical records and new M&Cs items can be searched from the
same portal or need an API that can pull this down and use City complete search site. (eCouncil,
Laserfiche)
a. This isn't just the M&Cs - all documents need to be searchable which should be addressed with the
intregration with LaserFiche (JG)
88 Software Development Provide interface from (Doc Assembler) to support IMT's Single-Pane Chambers Control (currently using
Agenlink Solo, Granicus Legistar).
89 Software Development Meeting Speaker registration record should have the ability to GIS map their address pinpoint.
90 Software Development Ability to use API to pull in GIS zoning location for speaker cards
91 Software Development Interface to GIS to send address or zone, then receive a pin drop map image.
92 Software Development Utilize our in-house python process to render .PNG map images for Speaker Cards based on the address
of the speaker. Additionally, if someone is speaking about a zoning case that zoning case location will be
included on the rendered map and a straight line distance will be calculated from the speaker address to
the zoning case. Utilize our process to update the "Map_Processed", "Map_URL" and "Distance" columns
in the Speaker_Card table of SQL06V�PROD06.MayorCouncil.
(Gregory Roberts, Natalie Watkins)
93 Software Development Ability to copy current date agenda item to a future meeting
94 Software Development Ability to prevent password protected attachments from upload.
95 Software Development Need to make user acknowledge they want to upload attachments. Stop the process if no
acknowledgement.
96 Software Development Need to automate the adding of ineeting dates and meeting types during meeting creation.
97 Software Development Need to define and build special routing for Grants
98 Software Development Need to make sure council dates are hard coded and unchangeable on M&Cs
99 Software Development Need a recommendation box
100 Software Development Need ability to lockdown font choices in the word doc due to ADA compliance issues
101 Software Development Ability for Hosted web site to be ADA (American Disability Act) compliant
102 Software Development Need ability for users to control workflow approvers
103 Software Development Need ability of system admins to edit templates
104 Software Development Need templates for financials
105 Software Development Need ability for system admins to edit fields of approvers such as ACM's
106 Software Development With M&C process, identify department , author, then pull in ACM
107 Software Development While searching for M&Cs, provide ability to search attachments on M&Cs
108 Software Development Ability to use Power BI report against data warehouse to run a report on M&Cs
109 Software Development Ability to provide Performance dashboard of My Tasks, Over Due, General queue
110 Software Development Ability to provide Pertormance report of Number iterations, Time in queue by user
111 Software Development Ability for online Speaker registration and comments form to be in Spanish
112 Software Development Ability for 500+ registered application users
113 Software Development Ability for system to send email notifications of new tasks, changed records, and past due tasks.
Example Shaun's M&C notification documentation.
114 Software Development Ability to report agenda items in replace of Patricia's spreadsheet log
115 Software Development Granicus Opencities web API development
116 Software Development Web pages able to be branded to reflect Council's corporate branding style.
117 Software Development The City's logo can be added to the banner of the applications
118 Software Development Ability to display the System generated unique record ID
119 Software Development Ability to enter/display custom M&C agenda item identifier field.
120 Software Development Ability for a custom unique Log Name field in all CAPS. Has a 20 year City history of use.
121 Software Development Ability to specify the agenda item type: M&C, Resolution, Ordiance, ZC zoning commission, etc.
122 Software Development Ability to specify the agenda item business unit
123 Software Development Contractor to provide a list of predefined fields
124 Software Development Ability to import calendar meeting dates and details by csv spreadsheet
125 Software Development Ability to specify calendar reoccuring meeting dates
126 Software Development Ability tor a custom Attachment Type required field
127 Software Development Ability to require attachment for Ordinances and Resolution items.
128 Software Development Ability to change Agenda order during the meeting
129 Mayor, council using Mobile Devices System should be able to digitally review meeting agendas, supporting documents and even archived
meeting recordings on mobile device
130 Mayor, council using Mobile Devices System should allow annotating and bookmarking agenda items
131 Mayor, council using Mobile Devices System should be able to import agenda from the Contractor system
132 Mayor, council using Mobile Devices System should be able to access the citizen speaker cards
133 Mayor, council using Mobile Devices System should be used for motions, voting, and participating
134 Hosted Services As part of the Hosted Service, Contractor will take all reasonable measures to keep uptime at or above
99.7 for less than 99.7% in a given month, upon written request from Customer no later than 30 days from
the end of the given month, Contractor will credit Customer according to the following schedule:
135 Hosted Services ' If uptime is between 95% and 99.7% during the given month, the credit is measured as 5% of the
Annual Subscription Fee prorated for the month
136 Hosted Services * If uptime is less than 95% during the given month, the credit is measured as the Annual Subscription
Fee prorated for the month, multiplied by the unavailability percentage for the month, subject to a
maximum of 50% of the prorated monthly fee
137 Hosted Services In no event will Customer be entitled to a refund for downtime attributable to maintenance (normally
conducted during the hours of 12am-6am, CT, and most often during a weekend), security or other critical
patches, or a Force Majeure event.
Exhibit A
Statement of Work
Current Software Modules
2. and 3. Current Software Modules
IMT (Integrated Media Technologies) Single-Pane Control:
User interface to Council Chambers meeting and media systems. In development with interface with AgendaLink, Granicus, Legistar for installation
4QTR2024, Training January 2025, and Council meeting March 2025.
Process Director - M&C Collaboration Wizard:
A tool to provide for the collaborative authoring, reviewing and approval routing of M&C agenda topic items. The finalized M&Cs items are
transferred to Legistar for publication.
Process Director - M&C Collaboration Wizard
M&C Dashboards
M&C Log
M&C Summary
Council Packet: Internal/External view of the Council Agendas
Is only used internally these days and it is used just to render M&Cs when you locate them in e-Council Search.
e-Council Seach — ICitv Council Aqenda Search):
Provides a way to search for M&Cs dating back to the late 1980s. In addition, if you find an M&C in the search results it will have a link to start a
new M&C based upon the M&C you located in the search. When we performed a focus group meetings back in 2018 to determine functionality
that the users really wanted to maintain from the old eCouncil system there were a few that said the search tool was rather critical too them.
Basically when we developed the M&C Collaboration Wizard what it does is when an M&C is added to the council agenda a copy of the data within
the M&C is added to the old eCouncil database along with all the attachments being saved to the system which allows it to be located in the search
system and from there you can pull up the attachments and even click a link to start a new M&C based upon the one that you are viewing.
SpeakerCard: Application to facilitate the SpeakerCardReviews
Enable citizens to register to speak on published agenda items. This will allow staff to review the request. Then call upon the speakers during the
meeting.
Speaker Card Review: Provides the CSO office and council members the ability to review speaker cards and print them.
Speaker Card Mapping Process:
This python process renders .PNG map images for Speaker Cards based on the address of the speaker. Additionally, if someone is speaking
about a zoning case that zoning case location will be included on the rendered map and a straight line distance will be calculated from the speaker
address to the zoning case. The process updates the "Map_Processed", "Map_URL" and "Distance" columns in the Speaker Card table of
SQL06V�PROD06.MayorCouncil.
AgendaLink Solo:
This is a system that is used by CSO and CMO to manage City Council Agendas. It is cloud Hosted to run meetings and easily record minutes
d raft.
Laserfiche: Not Replacing
Enterprise information management system (on-premise). Post meeting minutes
Granicus Legistar
Legistar is a hosted complete legislative solution that manages decisions and automates the workflow of legislative items from introduction to final
passage. Legistar has a product of scope to Eliminate manual workloads, Automate agenda workflows, Track legislation, Integrate with Granicus,
Customize approval sequences, Integrate with Microsoft Word, and Publish to the web. (Previous app was eCouncil)
Granicus iLegislate:
Desktop and Mobile application used to vote during meetings, view agenda information (including attachments), take notes, and review past
meeting events (agendas and videos).
Granicus Votecast Not Used
Granicus InSite:
Website portal connected to Legistar. This is internally and externally available. Used to access information published by Legistar to users
Renewal: Start 07/01/2025 End 06/30/2026 $97,306.00 This is the total amount of all Granicus' products
Video storage needs to be expanded (Aya)
Granicus GovQA: Not Replacing
An external vendor website used for Open Record Requests / Public Information Requests (PIR). The GovQA's Public Records Request
Management Software meets and exceeds Federal FOIA requirements. The system can be customized for all of the state's individual laws. The
system combines proven knowledge-base, rules engine, workflow, reporting, and payment technologies to provide a comprehensive solution to
maintain compliance, save resources, and collect fees. The portal integrates with current site look and feel. It allows the requestor to find
information or submit a Public Records/FOIA request over the web with 24/7 access/status updates on the request.
Granicus Live Manager: Not Replacing
This is used during live meetings that are streamed to record notes, actions, guest speak, etc. LiveManager is the application used during the
meeting. In LiveManager you can record and broadcast an event; timestamp items; and record notes, motions, and votes. A new, cloud-based
version of LiveManager called LiveManager Web is now available for clients who have a Live Cast Encoder.
� Ability to scan Presenter materials
Granicus Media Manager: Not Replacing
Web based portal used to manage meetings and access other web based software. So, MediaManager allows you to create and edit events and
archives of your meetings.
Granicus Streaming Video: Not Replacing
Granicus Streaming Video for live streaming of ineeting and cable office.
Granicus OpenCities Content Management System: Not Replacing
The web based product called "Open Cities" is a content management system (CMS) by the vendor Granicus. It allows users to create and public
content for the City of Fort Worth public website. It has various templates/forms and WYSIWG type editor, such that non-programmers can publish
and maintain web content that is accessibility compliant (WCAG/Section 508) for disabled users. The idea is to allow each department to maintain
their own content, and using the workflow feature built into the tool, the Communications & Public Engagement Department (CPE) will review and
authorize all updates to public website.
TeleTownHall.com Events: Not Replacing
Allow constituents to call in to speak during city council meetings, have mayoral fireside chats or listen to candidates during debates.
1. Dialing
Tele-Town Hall� rapidly dials out to a list of phone numbers provided by your business.
2. Invitation
The targeted audience receives your personalized, pre-recorded message inviting them to remain on the line if they wish to be transferred
automatically to your live Tele-Town Hall� event.
3. Interaction
When joining the meeting, participants have the opportunity to ask you — the "Star Speaker" — questions live, as well as to respond to integrated
Survey Questions using their phone keypads.
4. Moderation
Using a customized Tele-Town Hall� Web Interface, you control which participants ask their questions live on the conference as well as when to
pose Survey Questions to your audience.
5. Messaging
Participants, who are unable to ask their questions live, have the option to leave a personal message with a Call Screener or a Tele-Town Hall�
voicemail for the "Star Speaker" at the conclusion of the meeting.
6. Reporting
Following your Tele-Town Hall� event, you will receive a detailed report complete with participant statistics as well as a digital recording of your
event that may be posted to your website.
Exhibit A
Future Software Modules
Statement of Work
Future Software Modules
Cloud Hosted Applications:
Harbour Software Doc Assembler: Agenda and Meeting Management
Real-time document collaboration
Robust document assembly process
Unlimited user defined templates
Real-time meeting minute processing
Real-time fully integrated electronic voting
Action items tracking and reporting
Ability to provide integration with eDRMS and Website
Harbour Software Docs on Tap: User application to receive and annotate documents
Harbour Software Hosted Website of public agendas and meeting minutes
ClerkBase OnBoardGOV suite: Board and Committee Management
o OnBoardGOV Core
o OnBoardGOV Applications
o OnBoardGOV Attendance Tracker
o OnBoardGOV Data Analytics
o OnBoardGOV Certification and Training Tracker
o OnBoardGOV SSO
All your council and board information in one place
Update contact information for each member only once, no matter how many boards they're on
Search by individual, board, or any combination
Store all contact methods for each member
Track membership over time
Track membership across boards
Identify boards with their own logos/seals (if any)
Reports (view, print, email, or download)
Run term expiration reports to learn of upcoming vacancies
Run vacancy reports for any combination of boards
Print Board Books
Create mailing lists, labels, mail, and blast email lists.
Manage internal access
Assign Roles and Permissions for database access
Retain private information internally while publishing contact information publicly to your agency's website
x
Easily manage applicant through the interview process
1. volunteers apply online and upload their resume via the module
you control which boards accept applications
2. information goes right into On Board for validation
3. once validated, information automatically goes to the board level and can be managed by the board coordinator
Paperless applications, attachments of resumes and other material
Create pdf interview packets to print or email
Automated notification process
Create and run custom reports
Take attendance live at the meeting, or afterward
Track attendance over time with custom reports
Quickly and easily run reports on members' demographic data
Track, verify and validate certification/training requirements
Automatically send compliance reminders
Report on compliance results
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EXHIBIT B
PAYMENT SCHEDULE
Year 1 Payment Schedule based on Project Milestones
Milestone # Project Objective Payment Percent (%) Deadline
1 Acceptance of Proposal (Software subscription) $82,095.00 55% 06/O1/2025
2 Design signoff 08/Ol/2025
3 System Configuration and Integration' $23,750.00 16% 10/Ol/2025
4 Training and UAT sign-off $8,750.00 6% 12/O1/2025
5 Go Live Docs Suite and OnBoardGov $35,000.00 23% 12/09/2025
Total Year 1 Payments $149,595.00 100%
' Integration with IMT Single-Pane is not included this base pricing.
Vendor Services Agreement — Technology — Exhibit B
CompBase, Inc. d\b\a C1erkBase
EXHIBIT C
MILESTONE ACCEPTANCE FORM
Services Delivered:
Milestone / Deliverable Re£ #:
Milestone / Deliverable Name:
Unit Testing Completion Date:
Milestone / Deliverable Target Completion Date:
Milestone / Deliverable Actual Completion Date:
Approval Date:
Comments (if needed):
Approved by Vendor:
Signature:
Printed Name:
Title:
Date:
Approved by City Department Director:
Signature:
Printed Name:
Title:
Date:
For Director Use Only
Contracted Payment Amount:
Adjustments, including penalties:
Approved Payment Amount:
Vendor Services Agreement — Technology — Exhibit C
CompBase, Inc. d\b\a C1erkBase
EXHIBIT D
SERVICE LEVELAGREEMENT
(ATTACHED)
Vendor Services Agreement — Technology — Exhibit D
CompBase, Inc. d\b\a C1erkBase
��� .
���::<<��
:' � I �
./
Contents
SupportServices ..................................................................................................................................................... 2
ServiceLevels ..........................................................................................................................................................7
Definitions..........................................................................................................................................................7
Response Times and Resolution Times ...............................................................................................................8
Confidentiality........................................................................................................................................................9
'� ClerkBase�
Scope ClerkBase will provide the Customer with the Support Services for the Doc Assembler and
Docs On Tap software ("Docs" suite of software) as described in this Schedule.
ClerkBase is not required to provide the Customer with Support Services in relation to
matters or issues associated with Customer Software Applications, Customer Hardware,
telecommunications services used by the Customer, Customer Content or Customer
networking issues unless they are included in the scope of a Service Contract. In addition,
activities associated with training of staff on the use of the application is not covered under
this agreement unless specified in the scope of a Service Contract.
ClerkBase ClerkBase will:
Service Desk
a) provide the Customer with access to the Service Desk to assist Customer's internal
support team with any Support Requests relating to the "Docs" suite of software;
b) receive Support Requests by telephone or email, however Support Requests which
have an Emergency or High Priority Level must be logged via (or followed up
immediately by) telephone only;
c) record each Support Request by generating a record in the ClerkBase Service
Management System. The record will include all relevant details that Customer
provides relating to the Request, including:
i. contact name and telephone number;
ii. details of the relevant "Docs" suite of software;
iii. the location details where the Support Request has been experienced (if
applicable);
iv. details of the Support Request; and
v. the steps already taken by the Customer's internal support team to address
the Support Request;
d) generate a Support Request as a result of any alerts, or performance issues detected
by its own remote monitoring and management systems;
e) provide a summary of all Support Requests as part of ongoing reporting;
f) actively manage Support Requests and resolve actions and issues for open Support
Requests in a timely manner; and
g) ensure the Service Desk is available for the lodgement of Support Requests during
Service Hours, provided that Support Requests which have an Emergency Priority
may be lodged 24 hours a day, 7 days a week.
Customer a) The Customer must:
Support Team i. establish and maintain a Customer Support Team with sufficient personnel
and expertise to provide Level 1 Support to Authorised Users who require
assistance with technical issues or Faults; and
ii. notify ClerkBase of the names and contact details for its Customer Support
Team.
b) The Customer must:
provide its Authorised Users with Level 1 Support (ClerkBase is not
responsible for providing Level 1 Support to Authorised Users);
ensure that all support enquiries made by Authorised Users are directed to
'� �CerkBase�
the Customer Support Team; and
iii. ensure that no one other than its Customer Support Team lodges Support
Requests with Harbour Software.
c) The Customer Support Team must use reasonable efforts to address or resolve
issues before requesting technical support services from Harbour Software.
d) The Customer Support Team must promptly lodge a Support Request with the
ClerkBase Service Desk if the Customer Support Team is unable to address or resolve
a Support Request.
e) The Customer must reasonably nominate a suggested Priority for each Support
Request (in accordance with the designation levels specified in this Schedule).
f) The Customer must provide the Service Desk with a competent description of the
Support Request, the conditions under which it can be reproduced, and such
diagnostic information as ClerkBase reasonably requests for diagnosis of any Fault in
a timely manner.
g) The Customer must test any workaround, fix or diagnostic update ClerkBase
provides for a Support Request in accordance with Harbour Software's instructions
in a timely manner.
h) Where the Customer does not have a Customer Support Team the Administrator
may fulfil the obligations in this clause.
i) The Customer must pay any Charges related to Support Requests outside of the
scope of the ClerkBase Support Services.
Support a) ClerkBase will be responsible for classifying all contact made with its Service Desk as
being:
Request
Handling i. an Issue; or
ii. a Request.
b) ClerkBase will be responsible for prioritising each Issue and Request in accordance
with the prioritisation guidelines (Priority Levels) in this schedule.
c) ClerkBase will:
i. ensure that its co-ordinators assign the appropriate technical support staff
to resolve each Support Request;
ii. escalate Support Requests to third parties as required;
iii. monitor, track and report progress of all Support Requests until closure;
and
iv. provide updates to the Customer Support Team until the response to each
Support Request is completed and finalised.
'� �CerkBase�
Issue The tables below map the priority of an Issue based on the impact and urgency that the
Prioritisation
.
unresolved service interruption is having on the business:
�
�
Only a single person or device is directly impacted by the issue.
Multiple individuals or business units affected.
Widespread degradation in system performance.
Multiple sites, main site or whole organisation affected.
Single site where multiple individuals or business units affected.
External customers affected.
.
A single function of a priority business service is unavailable with
little impact to users.
A single function of a non-priority business service is unavailable.
One non-production service is unavailable due to service
interruption.
A single function of a priority business service is unavailable with
significant impact to users.
A non-priority business service is unavailable due to service
interruption.
One or more priority business services are unavailable.
Unable to complete one or more key business functions, causing
severe disruption to business operation due to service interruption.
A VIP is unable to perform work activities.
'� �CerkBase�
�� Low Medium High
Medium � High � Emergency
High � � Emergency
'� �CerkBase�
Request The tables below map the priority of a Request based on the impact and urgency that the
Prioritisation unresolved Service Request is having on the business:
f
�
Standard Change that affects or prevents a single person from
performing their assigned role.
Standard Change that affects or prohibits a whole business unit or
group from performing its assigned role.
Standard change that affects or prohibits a main site or whole
organisation from performing business activities.
•' No immediate risk to systems, equipment, components.
Business can continue although possibly with some limitations.
Standard change to non-priority business service.
General request for information.
Manageable risk to systems, equipment, components.
Standard change to one priority business service.
High, unmanageable risk to systems, equipment, components.
Standard change to more than one priority business service.
Standard change that affects a VIP.
Priority Urgency
Low � Medium � High
Low � Medium � High
Medium � High
'� �CerkBase�
DEFINITIONS
Achieved The actual Response Time achieved for a Support Request.
Response Time
Response Written or verbal acknowledgement by ClerkBase that a Support Request has been received
by ClerkBase e.g. an allocation of a"ticket" with a unique identifying number.
Resolution Restoration of the applicable "Docs" Suite of software or the provision of a workaround.
Resolution Time The time elapsed between a Response being given by ClerkBase to a Support Request and the
Resolution of that Support Request.
Resolution Time The Resolution Time Service Level for a Support Request as specified in this Schedule.
Service Level
Response Time The time elapsed between a Support Request being received by ClerkBase and ClerkBase
issuing a Response.
Response Time The Response Time Service Level for a Support Request as specified in this schedule.
Service Level
VIP A member of the Customers Executive Leadership Team, a System Administrator or member
of the Customers Governance Team.
'� �CerkBase�
RESPONSE TIMES AND RESOLUTION TIMES
Response and ClerkBase will use reasonable endeavours to provide system availability in accordance with
Resolution Time the Response Time Service Levels and Resolution Time Service Levels set out in the table
Service Level below.
Emergency
High
Medium
Low
< 30 minutes
< 1 hour
< 4 hours
< 24 hours
< 4 hours
< 8 hours
< 12 hours
< 24 hours
< 6 hours
< 12 hours
< 24 hours
< 48 hours
< 12 hours
< 24 hours
< 48 hours
< 72 hours
Any reference to time in the table above is to time elapsing during Service Hours only, except
for Emergency and High Priority Issues.
'� �CerkBase�
Obligations Unless otherwise provided for in a signed IT Supply Agreement between the Customer and
Harbour Software, the following will apply:
Each party (Receiving Party) receiving, possessing or otherwise acquiring Confidential
Information of any other party (Disclosing Party) acknowledges that the Disclosing Party's
Confidential Information is the property of and confidential to or a trade secret of the
Disclosing Party. Subject to Exceptions listed below, the Receiving Party must:
a) keep the Disclosing Party's Confidential Information confidential and not directly or
indirectly disclose, divulge or communicate that Confidential Information to, or
otherwise place that Confidential Information at the disposal of, any other person
without the prior written approval of the Disclosing Party;
b) take all reasonable steps to secure and keep secure all Disclosing Party's Confidential
Information coming into its possession or control; and
c) not deliberately memorise, use, modify, reverse engineer or make copies, notes or
records of the Disclosing Party's Confidential Information for any purpose other than
in connection with the performance by the Receiving Party of its obligations under a
Service Contract.
Exceptions The obligations of confidentiality under this clause do not apply to any information that:
a) is generally available to the public (other than by reason of a breach of the terms of
this MCSA or a Service Contract); or
b) is required to be disclosed by any applicable Law or the order of any court.
EXHIBIT E
VERIFICATION OF SIGNATURE AUTHORITY
CompBase, Inc. d\b\a C1erkBase
2220 Plainfield Pike
Cranston, RI 02921
Services to be Provided
Execution of this Signature Verification Form ("Form") hereby certifies that the following individuals
and/or positions have the authority to legally bind the Vendor and to execute any agreement, amendment or
change order on behalf of Vendor. Such binding authority has been granted by proper order, resolution,
ordinance or other authorization of Company. The City is fully entitled to rely on the warranty and
representation set forth in this Form in entering into any agreement or amendment with Vendor. Vendor will
submit an updated Form within ten (10) business days if there are any changes to the signatory authority.
The City is entitled to rely on any current executed Form until it receives a revised Form that has been
properly executed by the Vendor.
Name: Jay A Rosenfield
Position: President
�(. �- Q, �.o-.a.e,n.�,e,ed.
Signature
2. Name:
Position:
Signature
Name:
Position:
Signature
Name:
C�a�- Gl. �o-�ae.,n,�.e,ed.
Signature of President / CEO
Other Title:
Date: 5/14/2025
Vendor Services Agreement — Technology — Exhibit E
CompBase, Inc. d\b\a C1erkBase
EXHIBIT F
NETWORK ACCESS AGREEMENT
This Network Access Agreement ("Access Agreement") is made and entered into by and
between the City of Fort Worth ("City"), a home rule municipal corporation with its principal
location at 100 Fort Worth Trail, Fort Worth, TeXas 76102, organized under the laws of the State
of Texas and CompBase, Inc. d\b\a C1erkBase, a Rhode Island corporation with its principal loca-
tion at 2220 Plainfield Pike Cranston, RI 02921, ("Vendor").
1. The Network. The City owns and operates a computing environment and network
(collectively the "Network"). Vendor wishes to access the City's network in order to provide the
City software and services including agenda management, a voter and resident participation suite,
a Mayor and Council Wizard, and electronic board and commission applications. In order to pro-
vide the necessary support, Vendor needs access to various Network systems in order to provide
integration and set up system interfaces as required by the Agreement; including but not limited to
the City's websites, kiosks, chambers control application, and SharePoint.
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 the City software and services as required by the
Agreement including agenda management, a voter and resident participation suite, a Mayor and
Council Wizard, and electronic board and commission applications. Such access is granted subject
to the terms and conditions forth in this Access 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 Access Agree-
ment 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 on behalf
of the Vendor. If this access is being granted for purposes of completing services for the City
pursuant to a separate contract, then, this Access Agreement will expire at the completion of the
contracted services, or upon termination of the contracted services, whichever occurs first. Other-
wise, access rights will automatically expire one (1) year from the date of this Access Agreement
("Expiration Date").
❑ Services are being provided in accordance with City Secretary Contract No.
. ("Agreement")
❑ Services are being provided in accordance with City of Fort Worth PeopleSoft Con-
tract No. . ("PSK #")
� Services are being provided in accordance with the Agreement to which this Access
Agreement is attached. ("Agreement")
❑ Services are being provided without a City Secretary Contract at no cost to the City
❑ No services are being provided pursuant to this Access Agreement
4. RenewaL This Access Agreement shall renew in accordance with the term of the
Agreement or PSK #. If there is no Agreement or PSK #, this Access Agreement may be renewed
Vendor Services Agreement — Technology — Exhibit F
CompBase, Inc. d\b\a C1erkBase
annually by City, in its sole discretion, at the end of the Expiration Date and each renewal term
thereafter.
Notwithstanding the scheduled contract expiration or the status of completion of services,
Vendor shall provide the City with a current list of officers, agents, servants, employees or repre-
sentatives that require Network credentials on an annual basis. Failure to adhere to this requirement
may result in denial of access to the Network and/or termination of this Access Agreement.
5. Network Restrictions. Vendor officers, agents, servants, employees or represent-
atives 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 Access Agreement. A breach by Vendor, its officers,
agents, servants, employees or representatives, of this Access Agreement and any other written
instructions or guidelines that the City provides to Vendor pursuant to this Access 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 Access
Agreement or at law or in equity.
6. Termination. In addition to the other rights of termination set forth herein, the City
may terminate this Access Agreement at any time and for any reason with or without notice, and
without penalty to the City. Upon termination of this Access 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 accord-
ance with accepted security practices to protect the Network credentials and access methods pro-
vided by the City from unauthorized disclosure and use. Vendor agrees to notify the City immedi-
ately 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.
8. LIABILITY AND INDEMNIFICATION. VENDOR SHALL BE LIABLE
AND RESPONSIBLE FOR ALL DAMAGES THAT THE CITY MAY INCUR DIRECTLY
ON ACCOUNT OF ANY BREACH OF THIS ACCESS AGREEMENT BY VENDOR, ITS
OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. THE CITY, ITS OFFICERS,
AGENTS, SERVANTS AND EMPLOYEES, SHALL NOT BE LIABLE FOR ANY DAM-
AGES THAT VENDORMAY INCUR AS A RESULT OF THE CITY'S RESTRICTIONS
TO OR DENIAL OF ACCESS TO VENDOR'S DATA ON ACCOUNT OF ANY BREACH
OF THIS ACCESS AGREEMENT BY VENDOR, ITS OFFICERS, AGENTS, SERVANTS
OR EMPLOYEES, OR FOR ANY REASONABLE SECURITY MEASURES TAKEN BY
THE CITY. IN ADDITION, VENDORSHALL BE LIABLE AND RESPONSIBLE FOR
ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL IN-
JLJRY, INCLUDING DEATH, AND ALL CLAIMS, DEMANDS AND JUDGMENTS
Vendor Services Agreement — Technology — Exhibit F
CompBase, Inc. d\b\a C1erkBase
THEREFOR, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMIS-
SION(S) OR INTENTIONAL MISCONDUCT OF VENDOR, ITS OFFICERS, AGENTS,
SERVANTS AND/OR EMPLOYEES. VENDOR, AT VENDOR 'S OWN COST OR EX-
PENSE, HEREBY AGREES TO INDEMNIFY, DEFEND AND HOLD HARMLESS THE
CITY, ITS OFFICERS, AGENTS, SERVANTS AND/OR EMPLOYEES FROM AND
AGAINST ANY CLAIM, LAWSUIT, DEMAND OR OTHER ACTION TO THE EXTENT
THAT THE SAME ARISES FROM THE NEGLIGENT ACT(S) OR OMISSION(S) OR
INTENTIONAL MISCONDUCT OF VENDOR, ITS OFFICERS, AGENTS, SERVANTS
OR EMPLOYEES.
9. Confidential Information. Vendor, for itself and its officers, agents, employees,
and representatives, agrees that it shall treat all information provided to it by the City as confiden-
tial and shall not disclose any such information to a third party without the prior written approval
of the City. Vendor further agrees that it shall store and maintain City Information in a secure
manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Vendor shall notify the City immediately if the security or integrity of
any City information has been compromised or is believed to have been compromised.
10. Ri�ht to Audit. Vendor agrees that the City shall, during the initial term, any re-
newal terms, and until the expiration of three (3) years after termination or expiration of this con-
tract, have access to and the right to examine at reasonable times any directly pertinent books, data,
documents, papers and records, both hard copy and electronic, of the Vendor involving transac-
tions relating to this Access Agreement. Vendor agrees that the City shall have access during
normal working hours to all necessary Vendor facilities and shall be provided adequate and appro-
priate work space in order to conduct audits in compliance with the provisions of this section. The
City shall give Vendor reasonable advance notice of intended audits. Vendor further agrees to
include in all its subcontractor agreements hereunder a provision to the effect that the subcontractor
agrees that the City shall, during the initial term, any renewal terms, and until expiration of three
(3) years after termination or expiration of the subcontract, have access to and the right to examine
at reasonable times any directly pertinent books, data, documents, papers and records, both hard
copy and electronic, of such subcontractor involving transactions related to the subcontract, and
further that City shall have access during normal working hours to all subcontractor facilities and
shall be provided adequate and appropriate work space in order to conduct audits in compliance
with the provisions of this paragraph. City shall give subcontractor reasonable notice of intended
audits.
11. A�reement Cumulative. This Access Agreement is cumulative of and in addition
to any written contracts, agreements, understandings or acknowledgments with the City signed by
Vendor. This Access Agreement and any other documents incorporated herein by reference con-
stitute the entire understanding and Access Agreement between the City and Vendor as to the
matters contained herein regarding Vendor's access to and use of the City's Network.
12. Amendments.The terms of this Access Agreement shall not be waived, altered,
modified, supplemented, or amended in any manner except by written instrument signed by an
authorized representative of both the City and Vendor.
Vendor Services Agreement — Technology — Exhibit F
CompBase, Inc. d\b\a C1erkBase
13. Assi�nment. Vendor may not assign or in any way transfer any of its interest in
this Access Agreement. Any attempted assignment or transfer of all or any part hereof shall be null
and void.
14. Severabilitv. If any provision of this Access Agreement is held to be invalid, illegal
or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in
any way be affected or impaired.
15. Force Maieure. Each party shall exercise its best efforts to meet its respective du-
ties and obligations as set forth in this Access Agreement, but shall not be held liable for any delay
or omission in performance due to force majeure or other causes beyond their reasonable control
(force majeure), including, but not limited to, compliance with any government law, ordinance or
regulation, acts of God, acts of the public enemy, fires, strikes, lockouts, natural disasters, wars,
riots, material or labor restrictions by any governmental authority, transportation problems and/or
any other similar causes.
16. Governin� Law / Venue. This Access Agreement shall be construed in accordance
with the laws of the State of Texas. If any action, whether real or asserted, at law or in equity, is
brought on the basis of this Access Agreement, venue for such action shall lie in state courts lo-
cated in Tarrant County, Texas or the United States District Court for the Northern District of
Texas, Fort Worth Division.
17. Si�nature Authoritv. By affiXing a signature below, the person signing this Access
Agreement hereby warrants that he/she has the legal authority to bind the respective party to the
terms and conditions in this Access Agreement and to execute this Access Agreement on behalf
of the respective party, and that such binding authority has been granted by proper order, resolu-
tion, ordinance or other authorization of the entity. The other party is fully entitled to rely on this
warranty and representation in entering into this Access Agreement.
[Signature Page Follows]
Vendor Services Agreement — Technology — Exhibit F
CompBase, Inc. d\b\a C1erkBase
[Executed effective as of the date signed by the Assistant City Manager below.] I [ACCEPTED
AND AGREED:]
City:
� By: Dianna Giordano (Jun 4, 202511:04 CDT)
Name: Dianna Giordano
Title: Assistant City Manager
Date: 06/04/2025
CompBase, Inc. d\b\a ClerkBase
By: <r.:tt Q._ 'l!_o-�t.11:l
Name: Jay A Rosenfield ------------Title: President
Date: 5/14/2025
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended:
By:
Name: Kevin Gunn
Title: Director, IT Solutions
Approved as to Form and Legality:
By:
Name: Taylor Paris
Title: Assistant City Attorney
Contract Authorization:
M&C: 24-0441
Date Approved: 5/21/2024
Form 1295: 2024-1151252
Vendor Services Agreement -Technology -Exhibit F
CompBase, Inc. d\b\a ClerkBase
Contract Compliance Manager:
By signing I acknowledge that I am the person re
sponsible for the monitoring and administration of
this contract, including ensuring all performance
and reporting requirements.
� By: Steven Vandever (May 15, 2025 08:48 CDT)
Name: Steven Vandever
Title: Sr IT Solutions Manager
City Secretary:
By:
Name: Jannette Goodall
Title: City Secretary
CITY COUNCIL AGENDA
Create New From This M8�C
DATE: 5/21/2024 REFERENCE **M&C 24-
NO.: 0441
CODE: P TYPE: CONSENT
LOG NAME:
PUBLIC
HEARING:
13P 24-0012 AGENDAAND
MEETING MANAGEMENT
SYSTEM ITS CB
�L�7
F� RT �'�0 RT I I
-�~-
SUBJECT: (ALL) Authorize Agreement with CompBase, Inc. dba ClerkBase for City Software and
Services Including Agenda Management, the Voter and Resident Participation Suite, the
Mayor and Council Wizard, and Electronic Board and Commission Applications for the
Information Technology Solutions Department in an Annual Amount Up to $150,000.00 for
the Initial Three-Year Term and Authorize Two Annual Renewal Options in the Same
Amount
RECOMMENDATION:
It is recommended that the City Council authorize an agreement with CompBase, Inc. dba
ClerkBase for City Software and Services including agenda management, a voter and resident
participation suite, the Mayor and Council Wizard, and electronic board and commission
applications for the Information Technology Solutions Department in an annual amount up to
$150,000.00 for the initial three-year term and authorize two annual renewal options in the same
amount.
DISCUSSION:
This Mayor and Council Communication will authorize an agreement with CompBase, Inc. dba
ClerkBase. Under the Agreement, ClerkBase will provide the City software and services
including: agenda management, a voter and resident participation suite, a Mayor and Council Wizard,
and electronic board and commission applications. City staff evaluated the current systems being
used to perform these functions and determined that a single system would offer enhanced
capabilities and increase efficiency. The software and services under this new agreement will replace
the current E-Council System.
To secure an end-to-end technology solution, the City issued a Request for Proposals (RFP) that was
advertised in the Fort Worth Star-Telegram on December 6, 2023, December 13, 2023, December 20,
2023, December 27, 2023, and January 3, 2024. The City received four responses; however, one
vendor did not meet technical requirements and was deemed nonresponsive. The remaining three
vendors were invited to interview and demonstrate their products.
An evaluation panel consisting of representatives from the City Secretary's Office, Financial
Management Services, Water, Legal, Information Technology, and FWLab Departments reviewed and
scored the submittals using Best Value criteria. The individual scores were averaged for each of the
criteria and the final scores are listed in the table below.
Bidder
CivicPlus, LLC
CompBase, Inc. dba ClerkBase
Granicus, LLC
Best Value Criteria:
Evaluation Factors
a b c d e Total
Score
8.5 8.5 9.5 7.3 25 58.81
16.0 15.3 15.5 9.2 12.72 68.66
16.3 15.0 14.0 11.3 3.54 60.04
a. Functional
b. Technical
c. Approach
d. Experience
e. Cost
After evaluation, the panel concluded that ClerkBase presented the best value. Therefore, the panel
recommends that the Council authorize an agreement with ClerkBase. No guarantee was made that a
specific amount of services would be purchased. Staff certifies that the recommended vendor's bid
met specifications.
Approval of this Mayor & Council Communication authorizes the City to spend up to $150,000.00 per
year with the vendor to provide software and services.
Actual usage in any term can be up to the authorized amount and will be dependent upon actual
appropriations for this purpose in the departmenYs budget. Funding is budgeted in the ITS Capital
Fund for the ITS Other General Government Department for the purpose of funding the FY23: CMO
Agenda Mgmt project, as appropriated.
DVIN-BE: A waiver of the goal for the Business Equity subcontracting requirement is approved by the
DVIN-BE, in accordance with the Business Equity Ordinance, because the purchase of goods or
services is from sources where subcontracting or supplier opportunities are negligible.
AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and
expire three years from that date.
RENEWAL TERMS: This agreement may be renewed for two one-year options to renew. 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.
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 as long as sufficient funds have been appropriated.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current capital budget, as previously
appropriated, in the ITS Capital Fund for the FY23: CMO Agenda Mgmt project to support the
approval of the above recommendation and award of the contract. Prior to any expenditure being
incurred, the Information Technology Solutions Department has the responsibility to validate the
availability of funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference # Amount
� ID ID I I Year (Chartfield 2) �
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for City Manager's Office by_
Reginald Zeno (8517)
Mark McDaniel (6316)
Originating Department Head:
Additional Information Contact:
Reginald Zeno (8517)
Kevin Gunn (2015)
Jo Ann Gunn (8525)
Charles Benson (8063)
ATTACHMENTS
13P 24-0012 AGENDAAND MEETING MANAGEMENT SYSTEM ITS CB.docx (CFW Internal)
165806-FID Table Agenda Commitee Management.XLSX (CFW Internal)
3P 24-0012 AGENDAAND MEETING MANAGEMENT SYSTEM ITS CB.XLSX (CFW Internal)
ComBase RI SOS.pdf (Public)
CompBase LLC dba ClerkBase Form 1295.pdf (CFW Internal)
CompBase LLC dba ClerkBase SAMs.pdf (CFW Internal)
Request for Waiver Signed (2),pdf (CFW Internal)