HomeMy WebLinkAboutContract 53499-A8CITY SECRETARY CONTRACT NO. 53499-A8
AMENDMENT 8 TO CITY SECRETARY CONTRACT NO. 53499
This Amendment is executed by and between the City of Fort Worth (hereafter "City")
and Benevate, LLC (hereafter "Vendor"). City and Vendor are each individually referred to herein
as a "Party" and collectively as the "Parties."
WHEREAS, the Parties entered into City of Fort Worth City Secretary Contract No. 53499
(the "Contract") on February 4, 2020;
WHEREAS, the Contract was executed for Vendor to provide the City with software for
the enrollment, qualification, administration and reporting for five (5) programs.
WHEREAS, through Amendments to the Agreement, the Parties have since added
additional services to the scope of the Agreement;
WHEREAS, the Parties recently renewed the Agreement for Renewal Term 5 and
increased the total contract amount up to $885,000.00, as authorized by Mayor and Council
Communication No. 25-0312 (04/08/25); and
WHEREAS, the Parties now wish to increase the total contract amount by an additional
$100,000.00 for a new authorized contract amount up to $985,000.00.
NOW, THEREFORE, City and Vendor acting herein by and through their duly
authorized representatives, enter into the following agreement to renew the contract with the
following amended terms:
1. The authorized total contract amount is an amount up to $985,000.00.
2. In all other respects, the Contract is affirmed and ratified and, except as expressly
modified herein, all terms and conditions of the Contract shall remain in full force
and effect.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
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By: Dana Burghdoff (Juh'18, 202f7:52 CDT)
Name: Dana Burghdoff
Title: Assistant City Manager
Date: 06/18/2025
APPROVAL RECOMMENDED:
By:
Name: Kacey Bess
Title: Neighborhood Services Director
ATTEST:
By:
Name: Jannette Goodall
Title: City Secretary
VENDOR: Benevate, LLC
By: %I ��
Name: J. VasA Rusnak
Title: President
Date: June 16 , 20 25
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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: (Z�� L)
Name: Rhonda Hinz
Title: NSD Sr Admin Ser 'ces Manager
APPROVED AS TO FORM AND LEGALITY:
By:
Name: Jessika J. Williams
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 22-0115 & 25-0312
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 04/08/25 M&C FILE NUMBER: M&C 25-0312
LOG NAME: 19NEIGHBORLY SOFTWARE 2024 AMENDMENT
SUBJECT
(ALL) Authorize Execution of Amendment Number 7 to City Contract with Benevate, LLC. to Authorize Funding for a Fifth Renewal Term and to
Increase the Total Contract Amount by $135,000.00 for a New Total Amount Up to $885,000.00 for Neighborly Software Licenses and Training for
the Neighborhood Services Department
RECOMMENDATION:
It is recommended that the City Council authorize amendment number seven to City Secretary Contract No. 53499 with Benevate, LLC. to
authorize funding for a fifth renewal term and to increase the total contract amount by $135,000.00 for a new total amount up to $885,000.00 for
Neighborly Software licenses and training for the Neighborhood Services Department.
DISCUSSION:
The purpose of this Mayor and Council Communication (M&C) is to authorize amendment seven to City Secretary Contract No. (CSC) 53499 with
Benevate, LLC. to: (1) authorize funding for a fifth renewal term for the period of February 5, 2025, through February 4, 2026, and (2) increase the
total contract amount by $135,000.00 for a new total amount up to $885,000.00.
The original contract with Benevate, LLC. was executed February 4, 2020, to purchase a comprehensive software solution, Neighborly Software,
for enrollment, administration and reporting of its housing and community development programs, offered by Neighborly Software. This included a
fully streamlined process for members of the public applying for rental assistance and housing programs, subrecipient agencies applying for
competitive grants, and developers/contractors bidding for housing development projects. Neighborhood Services Department (NSD) had already
established a positive relationship with Neighborly, including a successful program implementation nearly two years prior to the effective date of
CSC No. 53499. In February 2020, the Rehabilitation & Construction Management Division of NSD initially established a relationship with this
vendor with the implementation of a pilot program creating an applicant portal for clients applying for Priority Repair, LeadSafe, Weatherization,
and Healthy Homes for Heroes housing rehabilitation programs.
The original agreement was for an initial period of one year (February 5, 2020 — February 4, 2021), covered administrator fees for 22 staff
members, and included an unspecified number of automatic annual renewals to provide hosted software for the enrollment, qualification,
administration and reporting services for the Neighborhood Service Department's Priority Repair (PRP), LeadSafe (Lead), Weatherization
(WAP)-owner occupied, WAP-rental and Healthy Homes 4 Heroes programs.
The Neighborly portal is accessible directly from the NSD website and reduced the need for paper applications or in -person appointments to apply
for programs, which resulted in more efficient time management and staff utilization. It also allowed applicants the opportunity to upload documents
directly to the system and submit applications 24 hours a day and provided an audit log and status updates visible to both staff and applicants. The
usage of the program grew to include two portals with a current total of 20 programs being serviced.
Over the course of the last 5 years, the Agreement has been amended a total of six times to incorporate standard City of Fort Worth contract
language, to increase the overall spending authority, to increase the total number of licenses provided, and to incorporate new programs and any
related fees.
On February 22, 2022, Council authorized a Professional Services Agreement with Benevate, LLC. for an amount not to exceed $750,000.00 over
a period of five years to include user licenses, technical support and training (M&C 22-0115). At the time, the City was in its second renewal term
with Benevate, LLC. and the authorized five-year period was meant to incorporate the years that the City was already in a contractual relationship
with Benavate, LLC. After approval of M&C 22-0115, the contract was renewed for its third renewal term from February 5, 2023 to February 4,
2024. It was subsequently renewed for a fourth renewal term from February 5, 2024 to February 4, 2025. The underlying Agreement does not
incorporate a limit on the number of renewals; only the related M&C does.
Approval of this M&C will authorize funding for a fifth term for the period of February 5, 2025, through February 4, 2026, and will also increase the
total contract amount by $135,000.00 for a new total amount up to $885,000.00.
This purchase is approved as exempt from competitive bidding as it is necessary to preserve or protect the public health or safety of the City of
Fort Worth's residents. NSD uses this software to facilitate programs that directly assist the public and are designed to protect their health and
safety. If NSD is unable to complete this purchase, or is required to use another software after performing a competitive procurement, many of the
programs would be jeopardized in the process and damage the public health by exposing the City's citizens to unnecessary risks associated with
homelessness and unperformed repairs through housing rehabilitation. Changing to a new or different software also poses a risk of data and
application loss. The City and the public cannot afford to take that risk or any further delay in processing applications for these programs. It is
critical, in the interest of public health, that this software currently in use by the City for these programs is maintained.
This project was approved for a waiver per the Chapter 252 exemption, as a sole source by the Legal Department. Therefore, the business equity
goal requirement is not applicable.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendation, funds will be available in the current operating budget, as
previously appropriated, in the Grants Operating Federal Fund and General Fund. Prior to an expenditure being incurred, the Neighborhood
Services Department has the responsibility to validate the availability of funds.
Submitted for Citv Manaaer's Office bv: Dana Burghdoff 8018
Oriainatina Business Unit Head: Kacey Bess 8187
Additional Information Contact: Rhonda Hinz 2573