HomeMy WebLinkAboutContract 51829-A8CSC No. 51829-A8
EIGHTH AMENDMENT
TO
FORT WORTH CITY SECRETARY CONTRACT NO. 51829
This Eighth Amendment to Fort Worth City Secretary Contract No. 51829 ("Eighth
Amendment") is made between the City of Fort Worth ("City,") a municipal corporation and
Carahsoft Technology Corp. ("Vendor,") a Maryland corporation. City and Vendor are each
individually referred to herein as a "party" and collectively referred to as the "parties."
WHEREAS, City and Vendor entered into an agreement identified as City Secretary
Contract No. 51829 beginning on January 29, 2019 (the "Agreement") for the Hyland, LLC
Automated Invoice Management (AIM) System; and
WHEREAS, it is the collective desire of the parties to amend the Agreement to include
Attachment A-4 Statement of Work for upgrades to the Hyland AIM system with pricing in
accordance with Attachment B-1 Carahsoft Quote No. 57553942.
NOW THEREFORE, known by all these present, the Parties, acting herein by and
through their duly authorized representatives, agree to the following terms, which amend the
Agreement as follows:
I. AMENDMENTS
1. The Agreement is hereby amended to include Attachment A-4 Carahsoft Statement
of Work, attached hereto this Eighth Amendment, for Hyland AIM System Upgrades.
2. The Agreement is hereby amended to include Attachment B-1 Carahsoft Quote No.
57553942, attached hereto this Eighth Amendment, for the purchase of professional services
required for the Hyland AIM System Upgrades described in Attachment A-4 of this Eighth
Amendment.
3. The total annual amount of the contract will remain unchanged in an amount not to
exceed $933,765.87.
II. MISCELLANEOUS
All other terms, provisions, conditions, covenants and recitals of the Agreement not expressly
amended herein shall remain in full force and effect.
[Signature Page Follows]
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Eighth Amendment to Fort Worth City Secretary Contract No. 51829 Pagel of 4
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
Carahsoft Technology Corp.
By:
Dlanna iG ;r 1—(Mg4,202515:5214CDT)
By:
`7� 7fN dc'
Name:
Dianna Giordano
Name:
VAngelena Proscia
Title:
Assistant City Manager
Title:
Account Manager
Date:
08/04/2025
Date:
07/30/2025
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: Hye Won Kim
Title: Assistant City Attorney
Contract Authorization:
M&C: 23-0292
Approval Date: 04/24/2023
Form 1295: 2023-980504
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:
Name: David Zellmer
Title: Sr. IT Solutions Manager
City Secretary:
By: (J
Name: Jannette Goodall
Title: City Secretary
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Eighth Amendment to Fort Worth City Secretary Contract No. 51829 Page 2 of 4
Attachment A-4
Carahsoft Statement of Work for Hyland AIM System Upgrades
(ATTACHED)
Eighth Amendment to Fort Worth City Secretary Contract No. 51829 Page 3 of 4
Carahsoft Technology Corporation
11493 Sunset Hills RD
Reston, VA 20190
Statement of Work
Sales Representative: (Hyland)
Name: Ross Kohlmyer
Telephone: 216-633-7114
E-mail: ross.kohlmyer@hyland.com
Client End User ("Customer") Agency: City of Fort
Worth, TX
Name: David Zellmer
Telephone: (817) 392-2746
E-mail: david.zellmer@fortworthtexas.gov
carahsoft
Sales Representative: Carahsoft
Name: Angelena Proscia
Telephone: (571) 668-7089
E-mail: Angelena.proscia@carahsoft.com
Quote Reference #: 57553942
Effective Quote Date: 6/18/25
Quote Expires: 7/18/25
Carahsoft Confidential and Proprietary
carahsoft
Introduction
The purpose of this document ("Services Proposal") is to define the goals, scope, fees and other
important details supporting the delivery of Professional Services for one or more projects defined
in the Project Areas section.
Proposal Terms & Usage
Carahsoft Technology Corporation ("Carahsoft") is pleased to provide the following estimate for
professional services for Hyland Software, Inc. ("Hyland") for the benefit of City of Fort Worth, TX
("Customer") as described in the Project Areas section of this document.
The content of this Services Proposal is subject to review and revision by both Hyland and
Customer until fully executed by both parties.
Upon execution of this Services Proposal, the Hyland project manager or designated resource
will contact Customer project team to discuss project logistics and potential start dates. At this
time, Hyland resource availability will be reviewed and presented to Customer. Start times can
vary based on existing work volumes. The project(s) will begin upon a mutually agreed upon date
as soon as resource availability and Customer availability allow. Once the project start date has
been determined, resources will be assigned and scheduled to begin delivery of the services
described in this Services Proposal.
Services described in this Services Proposal will be provided in accordance with the terms of the
applicable services agreement between the parties pursuant to which this Services Proposal was
issued (the "Underlying Agreement"). Such Underlying Agreement may be a stand-alone services
agreement or may be included within the agreement under which Customer distributes licenses
to use the software from Hyland, such as a, OEM Agreement, VAR Agreement, Reseller
Agreement, Solution Provider Agreement or Framework Agreement. If such services contract
provides that services will be provided under a Statement of Work, this Services Proposal shall
be considered the Statement of Work. All terms of any purchase order or similar document
provided by Customer including but not limited to any Customer pre-printed terms and any terms
that are inconsistent or conflict with this Services Proposal shall be null and void. Notwithstanding
anything to the contrary herein, if the Underlying Agreement is being reviewed, negotiated, and/or
executed concurrently with this Services Proposal, but has not been fully executed at the time
this Services Proposal is executed, the terms set forth at https://Iegal.hviand.com/Customer-
Legal-Center#professional-services-termsandconditions shall govern this Services
Proposal.
Please note that resources assigned to perform the Services include employees or agents of
Hyland Software, Inc. and potentially its subsidiaries located in other countries. Such resources
may have access to Customer data and, if applicable, to hosted environments maintained by
Hyland where such Customer data may be stored. Customer's execution of this Services Proposal
hereby constitutes consent by the Customer to Hyland's engagement of such resources and
waives any restrictions in the underlying agreement prohibiting the use of such resources or
access to Customer data as needed to perform the Services.
After execution all changes to this Services Proposal will follow the Project Change Control
Process. All changes must be made to this Services Proposal through an authorized Change
Order unless otherwise agreed to in writing by both Hyland and Customer.
carahsoft
Project Areas
Hyland will provide the following Professional Services described within this Services Proposal:
AP Consulting
Scope
Hyland will provide up to forty-six (46) hours of technical consulting services across all resources
to determine cooperatively with Customer its business, technical, and operational approach to
various business problems as defined by Customer, primarily related to these
issues/enhancements:
1. Improved Matching:
A. "Sometimes the system does not automatically match receipts, and I have to
request AP match them."
B. "Frequent issues with AIM matching receipts to the incorrect invoice because
multiple invoices from the same vendor have the same amount".
2. The ability to add multiple attachments in Perceptive Content
A. `Adding multiple attachments in Perceptive instead of 1 attachment with multiple
documents"
3. Ability to audit invoice submission consistently. Users have commented that there are
instances where the person who submitted the invoice is not tracked/identified:
A. "Sometimes the person(s) that submitted an invoice does not come through in
Perceptive, it would be helpful to always have the person that sent invoices to
Perceptive for reporting purposes"
The consulting services contemplated under this contract may include the following areas based
on Customer's needs:
1. Providing technical and/or best practice consultation on Customers' use of the Software;
and
2. Consulting on and/or providing hands-on assistance with configuration of Software; and
As part of the engagement, Hyland will provide a Project Manager to deliver supervisory project
coordination services to facilitate scheduling of the technical resource, periodic status meetings,
and escalation needs.
Assumptions
This project is based upon the below assumptions being true. If for some reason these
assumptions prove to be false, this could result in a scope change and may have an impact on
the proposed cost and timeline to deliver:
1. Consulting hours must be scheduled with the Hyland Project Manager. Hyland Project
Manager will work with Customer to establish an agreed upon schedule during project
kickoff;
2. Duration of project will not exceed a period of one (1) month ("project expiration") following
a mutually agreed upon project kickoff meeting;
carahsoft
3. Consulting Services are considered complete and the project will be closed following the
project expiration and any unused time cannot be carried forward;
4. Customer is responsible for providing requirements for all solution
enhancement/modification requests;
5. Hyland will not be responsible for producing any tangible or intangible deliverables,
including but not limited to requirements/solution documentation, training guides, end user
documentation, or software solution; and
6. Customer understands that the time allotted for this engagement may not result in a
completed solution. Should additional efforts be required, Customer may request such
services under a future agreement.
Exclusions
The following items are considered out of scope for this engagement:
1. Custom scripting or integrations;
2. End user training; and
3. Formal project management time and deliverables.
Key Assumptions
The following are key assumptions that impact the success of the solution, and are applicable to
all Project Areas within this Services Proposal:
Project start date(s) are subject to a mutually agreed upon schedule after execution of
contract;
Professional Services will be delivered utilizing Hyland's standard implementation
methodology;
Professional Services will be provided remotely from Hyland offices:
When providing remote services, Hyland and Customer will discuss generally
acceptable working hours and take into consideration time zone
differences. Issues deemed as non -critical will only be addressed during normal
business hours.
If necessary, after execution, this Services Proposal or corresponding agreement can be
adjusted in scope, or a new agreement issued, following the Project Change Control
Process.
carahsoft
Customer Obligations
To facilitate Hyland's execution of the Professional Services, Customer agrees, at a minimum, to
the following obligations. The parties acknowledge and agree that failure to meet the
responsibilities noted will likely affect project duration, cost and/or quality in the execution and
completion of Professional Services.
Project Personnel
1. Customer will assign a project sponsor, who will be actively involved in the project(s) and
is the final escalation point for all issues and decisions:
A. The project sponsor will also ensure that the appropriate Customer personnel are
assigned and made available to execute the project(s) successfully.
2. Customer will assign a project manager, who will act as a single point of contact for the
Hyland project team and whose responsibilities include, but are not limited to, the
following:
A. Managing all customer obligations as defined within this Services Proposal; and
Coordinating all key departmental decision makers, technical experts, subject matter
experts, end user representatives, third party software application resources and
project sponsorship.
3. Customer will designate a Software administrator who will undergo any applicable
Software training recommended in order to participate actively throughout the project(s)
and support all Software environments and solutions:
A. Software training course(s) (if recommended) are provided separately from this
Services Proposal by the Hyland Account Manager.
4. Customer will engage the appropriate business process owners to the project(s), as well
as subject matter experts, who are thoroughly knowledgeable about the current business
practices in their respective areas and who are capable of performing their assigned
project roles:
A. Business process owners and subject matter experts will be required to attend and
contribute to all project meetings to which they have been invited for the duration
of the project(s).
5. If applicable, Customer will provide Information Services (IS)/Information Technology (IT)
representative(s) to assist with the Software installation with regard to network and system
administration;
6. If applicable, Customer will provide trained technical team member(s) to assist in
supporting and maintaining all aspects of the hardware, network, and/or database
maintenance plans throughout the project(s);
7. Customer will provide vendor resources, interface specialists, technical experts, and/or
subject matter experts deemed necessary for third party system(s) with which Software
will integrate or from which content will be migrated; and
8. Customer will make reasonable efforts to maintain consistent resources throughout the
project(s):
A. Any anticipated changes to the core team must be communicated in writing within
five (5) business days; and
If the change is due to illness or termination of the core team member, the change
must be communicated as soon as possible.
carahsoft
Project Management
Customer will review all deliverables in accordance with the agreed upon plan. Failure to
respond where needed within the designated timelines may result in project delays, loss
of resources, and incorporation of the Project Change Control Process;
Customer will execute timely decision -making, completion of all deliverables and action items
and resolution of issues throughout the course of the project(s); and
If applicable, customer will arrange for physical workspace and tools (work desks, networked
computers, meeting rooms, training rooms, conference phones, whiteboards, etc.) for
duration of the project(s) to accommodate scheduled onsite and/or remote activities as
dictated by Customer's reasonable security measures.
Software Installation, Access, Integrations and Deployment
Customer will ensure all hardware is in place and made ready as dictated by the
implementation schedule. This includes full, independent access to all environments in
which Hyland is required to work including environments required for migrations or
integrations or multiple development, testing and production environments for Software:
A. Local and remote VPN access must be provided to applicable Hyland
resources through the use of dedicated user account(s) with appropriate
privileges to the Software and/or relevant third party applications; and
Access must be provided prior to Hyland's arrival at Customer facilities and/or project
discovery sessions..
Customer will have at least one (1) non -production Software environment for installation and
deployment;
The scope of work includes implementation in the following environments:
A. Production
Non -Production
Customer will provide all necessary components including, but not limited to, power, lighting,
network connections/rights and environmental controls deemed necessary for the proper
functioning of and access to the system;
Customer will manage third party application setup (i.e. installation, configuration), testing,
training, and go -live support related to integration(s) with Software;
Customer will package and deploy all Software clients, unless otherwise defined within this
Services Proposal; and
Customer will deploy all supporting Software client hardware (e.g. scanner, signature device)
and related third party software (e.g. drivers, licenses) required for the Software solution.
On Premise Deployment
Customer will provide a properly setup environment in accordance with Hyland's
prerequisites. Setup will consist of the installation, configuration and administration of, but
not limited to, all hardware and operating systems, database instance(s), networking and
required third party software;
Customer will provide proper setup of networking and required third party software
environment(s) in accordance with Hyland's prerequisites;
Customer will manage setup, execution, and validation of database maintenance plan(s) for
each Software instance; and
Customer will perform routine, scheduled backups and maintain disaster recovery and
contingency plans for each Software instance.
carahsoft
Testing/Training
Customer will manage the deployment of Software testing/training workstation(s) (e.g. PC
and scanner) including the installation of all necessary software/clients, unless otherwise
defined within this Services Proposal;
Customer will prepare and supply the necessary testing/training resources including, but not
limited to, the following:
A. Sample, production -like, content;
Electronic feeds; and
Paper documents.
Customer will create, maintain, and execute test plans and cases, as well as track and report
testing results during the testing cycle(s); and
Customer will train end users on the use of the Software.
carahsoft
Project Change Control Process
Requested changes to this Services Proposal will be managed using the Project Change Control
Process outlined below.
If any party believes that a change to this Services Proposal is warranted, the party shall issue a
Change Request in writing. The Hyland and Customer project teams will review the Change
Request, determine the impact and attempt to agree to the change(s). Once the change(s) are
agreed upon, Hyland will provide a formal Change Order to Customer outlining the change in
Professional Services, the impact on hours, resources, timeline and/or cost.
Customer and Hyland will fully execute each mutually agreed upon Change Order prior to the
requested changes taking effect. Customer and Hyland acknowledge that this may affect
Professional Services, timelines and deliverables, and therefore will make reasonable efforts to
execute any changes to this Services Proposal with enough lead-time to minimize the influence
on the project. No Change Order is binding upon the parties until it is executed by both Customer
and Hyland.
carahsoft
Pricing
Customer acknowledges that the Professional Services pricing is based solely on the information
provided to Hyland and referenced in the above Project Areas.
Time and Materials Projects
Project Work Hours Total (USD)
AP Consulting 46 $11,720.80
Total 46 $11,720.80
Resource
Project Manager (SKU PMSSUP) — 6 hours
Technical Consultant (SKU INSTL1) — 40
hours
Pricing Assumptions
The pricing was created using the following assumptions:
GSA Hourly
Rate (USD)
$254.80
$254.80
1. The above cost includes Professional Services fees anticipated to complete the
project(s) successfully;
2. Carahsoft will charge services fees on a time and materials basis to Customer pursuant
to Carahsoft's Multiple Award Schedule (MAS) Contract, Contract#47QSWA18D008F,
with a term of 08/22/2018 through 08/21/2028;
3. The time and materials estimate(s) provided to complete the Professional Services are
provided for convenience only and are an approximation of the anticipated amount of
fees needed to complete such Professional Services. Customer will be invoiced
monthly based on the amount of time actually required to complete such Professional
Services and the applicable hourly fees and any applicable travel expenses; and
4. Any additional Professional Services requested of Hyland resources in alignment to this
Services Proposal, which have been facilitated by the Project Change Control Process,
may be charged at the then current standard Hyland resource rates.
carahsoft
Appendix 1 — Resource Descriptions
The following table provides an overview of the Hyland Global Services resource types and their
corresponding responsibilities.
Advanced Capture Consultant Provides expertise on capture solutions.
Documents business process requirements, configures capture solutions to meet requirements, provides
administrative training and train the trainer courses, migrates solutions to additional environments and
provides user testing issue resolution and go -live support.
Business Consultant Provides expertise on Workflow and Case Management solutions.
Documents business process requirements, configures solutions to meet requirements, provides
administrative training and train the trainer courses, migrates solutions to additional environments and
provides user testing issue resolution and go -live support.
Change Management Responsible for collaborating with the customer to develop and
Practitioner implement change management strategies and plans to maximize
employee adoption and usage of implemented changes.
Responsible for the development of communication plans, identification and coaching of executive
sponsor(s) and ongoing efforts to anticipate and minimize resistant behaviors from employees and
stakeholders who are impacted by the changes.
Conversion Consultant Provides expertise on the conversion process.
Drives conversations with Customer on best practices and ultimately assists in defining the conversion
process to be utilized to meet Customer conversion requirements.
Database Engineer Provides expertise related to the Software database.
Makes recommendations on best practices, maintenance plans and disaster recovery considerations.
Provides long-term business and strategy planning, analysis,
Enterprise Solutions Consultant discovery and coaching to support business transformation with
Customer's Software solution.
Develops strategies analysis, coaching and recommendations based on Customer needs resulting from
information assessments and change management efforts.
Infrastructure Analyst / Solution Provides consulting on the initial setup or review of hardware
Architect infrastructure impacting the Software solution.
Drives conversations with Customer technical teams focusing on the network, server, database, and storage
level of the Software solution as well as reviews integration components that may affect overall performance.
Implementation Engineer Provides hands-on development related to the implementation of the
Software.
Responsible for leading in all phases of the design, test, and implementation process. This position is a
hands-on development role responsible for helping to manage project scope, identify and troubleshoot
problems, assess modifications needed, and determine the success of implementations after the project is
complete.
Integration Engineer Provides expertise on integrations and API development.
Supports and mentors Customer on the creation of web service integrations. Develops custom scripts and
pre- and post -processors within Software to meet specialized Customer needs. Documents business
requirements, develops solutions to meet requirements, provides administrative training and train the trainer
courses, migrates solutions to additional environments and provides user testing issue resolution and go -
live support.
carahsoft
Principal Consultant Provides deep Software expertise to advise Hyland and Customer
implementation teams on best practices throughout an engagement.
Guides discovery sessions and takes technical ownership of solution requirements and design.
Program Manager Establishes relationships with key stakeholders to regularly examine
business needs against Customer's vision, strategies and goals.
Focuses on managing and optimizing Hyland project resources to minimize resource rotation. Develops
metrics and reports regularly on steady state solutions and in-flight projects, assuring delivery of desired
business value. Provides a single point of focus for all escalations.
Project Manager
Provides project coordination expertise and is the initial point of
escalation for the project.
Provides supervisory project services to facilitate scheduling of the Hyland project team, coordinates
periodic status meetings, and communicates the project budget.
Technical Consultant Provides expertise on Software installation and module configuration.
Documents business requirements, installs and configures solutions to meet requirements, provides
administrative training and train the trainer courses, migrates solutions to additional environments and
provides user testing issue resolution and go -live support.
carahsoft
Appendix 2 — Rate Card
The following table provides an overview of the standard Hyland Services rates used for hourly
services engagements. Resources not listed under the Pricing section will be billed at the
following rates.
Standard
GSA CTC
SKU
Resource
Hourly Rate
Hourly Rate
(USD)
(USD)
ADCAP1
Advanced Capture Consultant
$260.00
$254.80
WFCNS1
Business Consultant
$260.00
$254.80
CHMGPR
Change Management Practitioner
$260.00
$254.80
CVCNS1
Conversion Consultant
$310.00
$303.80
DBSRV1
Database Engineer
$310.00
$303.80
ESGSV1
Enterprise Solutions Consultant
$260.00
$254.80
IMPENG
Implementation Engineer
$260.00
$254.80
INFAN1
Infrastructure Analyst
$310.00
$303.80
CUSOL1
Integration Engineer
$260.00
$254.80
PCCNS1
Principal Consultant
$310.00
$303.80
PGMSUP
Program Manager
$310.00
$303.80
PMSSUP
Project Manager
$260.00
$254.80
SOLARC
Solution Architect
$310.00
$303.80
INSTL1
Technical Consultant
$260.00
$254.80
The above table reflects Hyland Software Carahsoft GSA rates.
carahsoft
Statement of Work
Each party has executed this Statement of Work Order Form by its duly authorized representative.
Customer ia7�W1(d1^
Dnna Giordano (Aug 4, 202515:52:14 CDT)
Signature
Dianna Giordano
Printed Name
Assistant City Manager
Title
08/04/2025
Date
Carahsoft TechnoI y Corp ^
C� �'J
Signature
Ana_ elena Proscia
Printed Name
Account Manager
Title
Date
07/30/2025
Attachment B-1
Carahsoft Quote No. 57553942
(ATTACHED)
Eighth Amendment to Fort Worth City Secretary Contract No. 51829 Page 4 of 4
GOVERNMENT - PRICE QUOTATION
CARAHSOFT TECHNOLOGY CORP
11493 SUNSET HILLS ROAD I SUITE 100 1 RESTON, VIRGINIA 20190
carahsoft. PHONE (703) 871-8500 1 FAX (703) 871-8505 1 TOLL FREE (888) 66CARAH
WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM
TO: David Zellmer
Senior IT Solutions Manager
City of Fort Worth
200 Texas Street
Fort Worth, TX 76102 USA
EMAIL: david.zellmer@fortworthtexas.gov
PHONE: (817) 392-2746
TERMS: GSA Schedule No: 47QSWAl8DO08F
Term: August 22, 2018 - August 21, 2028
FTIN: 52-2189693
Shipping Point: FOB Destination
Credit Cards: VISA/MasterCard/AMEX
Remit To: Same as Above
Payment Terms: Net 30 (On Approved Credit)
Cage Code: 1P3C5
DUNS No: 088365767
UEI: DT8KJHZXVJH5
Business Size: Other than Small
Sales Tax May Apply
FROM: Angelena Proscia
Carahsoft Technology Corp.
11493 Sunset Hills Road
Suite 100
Reston, Virginia 20190
EMAIL: Angelena.Proscia@carahsoft.com
PHONE: (571) 668-7089
QUOTE NO:
QUOTE DATE:
QUOTE EXPIRES:
RFQ NO:
SHIPPING:
TOTAL PRICE:
TOTAL QUOTE:
LINE NO. PART NO. DESCRIPTION -
1 PMSSUP-611 Project Manager. Per hour.
Hyland Software, LLC - PMSSUP
2 INSTL1-611 Technical Consultant. Per hour.
Hyland Software, LLC - INSTL1
SUBTOTAL:
TOTAL PRICE:
TOTAL QUOTE:
Hyland
57553942
06/18/2025
07/18/2025
ESD
$11,720.80
$11,720.80
QUOTE PRICE QTY EXTENDED PRICE
$254.80 GSA 6 $1,528.80
$254.80 GSA 40 $10,192.00
$11,720.80
$11,720.80
$11,720.80
Hyland has recently instituted a policy whereby maintenance quotes will now show a consolidated price or Single Line Item Maintenance (SLIM). For a list of your current
modules, including quantity and description, please log into the Hyland Community https://community.hyland.com/login?returnUrl=/ and click on the Maintenance tab
In order to prevent a disruption in maintenance support, please ensure that a purchase order is sent to Carahsoft no less than 30 days prior to the expiration of the existing
maintenance period. Maintenance support is turned off upon expiration of the maintenance term and cannot be re -instated until Hyland Software, Inc. has received payment
for the renewal maintenance period, from Carahsoft on behalf of the customer. Hyland does not permit adjustments in period of performance due to a delay or lack of
payment.
CONFIDENTIAL QUOTE DATE: 06/18/2025
PAGE 1 of 1 QUOTE NO: 57553942
12/26/24, 10:02 AM
M&C Review
ACITY COUNCIL AGEND
Create New From This M&C
Official site of the City of Fort Worth, Texas
FoRTWORTti
REFERENCE **M&C 23- 04AMEND CITY SECRETARY
DATE: 4/25/2023 NO.: 0292 LOG NAME: CONTRACT 51829
CARAHSOFT HYLAND AIM
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize an Amendment to City Secretary Contract 51829 with Carahsoft
Technology Corporation for an Upgrade to the Automated Invoice Management System in
the Amount of $140,806.00 Using a Cooperative Agreement for the Information Technology
Solutions Department
RECOMMENDATION:
It is recommended that City Council authorize an amendment to City Secretary Contract 51829 with
Carahsoft Technology Corporation for an upgrade to the Automated Invoice Management system in
the amount of $140,806.00 using General Services Administration Contract No. GS-35F-0119Y for the
Information Technology Solutions Department.
DISCUSSION:
On January 29, 2019, City Council approved Mayor and Council Communication (M&C) P-12292
authorizing agreements with Carahsoft Technology Corporation for software, training, services and
support for an Automated Invoice Management system using General Services Administration (GSA)
Contract GS-35F-0119Y in an amount up to $704,166.00.
The City entered into City Secretary Contract (CSC) 51829 with Carahsoft Technology Corporation for
the Hyland, LLC Automated Invoice Management (AIM) system and professional services.
The current version of AIM is approaching end of life and support in 2023. The City needs to move
forward with upgrading the software to the most recent supported version. The amendment to CSC
51829 will provide for professional services to implement the upgrade at a one-time cost of
$140,806.00. IT Solutions staff will be trained for any future AIM upgrades. The upgrade project is
expected to be completed in three to five months.
COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a
cooperative purchasing agreement satisfies any state law requiring that the local government seek
competitive bids for the purchase of items. General Services Administration Multiple Award Schedule
Contracts are competitively bid to increase and simplify the purchasing power of government entities.
BUSINESS EQUITY - A goal is not assigned when purchasing from an approved purchasing
cooperative or public entity.
AGREEMENT TERM: Upon City Council's approval, this agreement shall begin upon execution and
expire in accordance with the terms and conditions of GSA Contract GS-35F-0119Y.
RENEWAL OPTIONS: The Agreements may be renewed up to for two one-year renewal terms at the
City's option. This action does not require specific City Council approval provided that the City Council
has appropriated sufficient funds to satisfy the City's obligations during the renewal terms.
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.
Funding is budgeted in the ITS Other General Government Department's ITS Capital Fund for the
purpose of funding the FY23 Hyland (AIM) project, as appropriated.
apps.cfwnet.org/council_packet/mc_review.asp? I D=30919&cou ncildate=4/25/2023 1 /2
12/26/24, 10:02 AM M&C Review
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 Hyland (AIM) project to support the approval of the
above recommendation and execution of the amendment to the contract. Prior to any expenditure
being incurred, the Information Technology Solutions Department has the responsibility to validate the
availability of funds.
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID 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_ Valerie Washington (6192)
Originating Department Head: Kevin Gunn (2015)
Additional Information Contact: Donlen Ruffin (2017)
ATTACHMENTS
04AMEND CITY SECRETARY CONTRACT 51829 CARAHSOFT HYLAND AIM funds availabilitv:pdf (CFW Internal)
04AMEND CITY SECRETARY CONTRACT 51829 CARAHSOFT HYLAND AIM Updated FID.xlsx (CFW Internal)
Form 1295 2023-980504.pdf (CFW Internal)
apps.cfwnet.org/council_packet/mc_review.asp?ID=30919&councildate=4/25/2023 2/2