HomeMy WebLinkAboutContract 35728-R15CSC No. ___________
Contract Renewal Page 1 of 2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
September 12, 2025
Courtview Justice Solutions, Inc., dba Equivant
Attn: Legal Department
2014 Champions Gateway, Suite 301
Canton, OH 44708
Re: Contract Renewal Notice
City Secretary Contract No. 35728
Renewal Term No. 15 of 17, January 1, 2026 to December 31, 2026
The above referenced Contract with the City of Fort Worth expires on December 31, 2025
. Pursuant to the Contract, contract renewals are at the sole option of the
City. This letter is to inform you that the City is exercising its right to renew the Contract for an
additional one (1) year period, which will begin immediately after the Expiration Date. All other
terms and conditions of the Contract remain unchanged. Please return this signed
acknowledgement letter, along with your quote for charges for the new renewal term, and
current insurance certificate, to the address set forth below, acknowledging receipt of the
Contract Renewal Notice.
To ensure that your company information is correct and up-to-date, please log onto
PeopleSoft Purchasing at https://www.fortworthtexas.gov/departments/finance/purchasing.
If you have any questions concerning this Contract Renewal Notice, please contact us at
the email address listed below.
Sincerely,
City of Fort Worth
IT Solutions | Finance | Contracts
100 Fort Worth Trail,
Fort Worth, TX 76102
zz_IT_Finance_Contracts@fortworthtexas.gov
Contract Renewal Page 2 of 2
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
By: ___________________________
Name: Dianna Giordano
Title: Assistant City Manager
Date: ___________________________
Courtview Justice Solutions, Inc., dba
Equivant
By: ___________________________
Name: ___________________________
Title: ___________________________
Date: ___________________________
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: Candace Pagliara
Title: Sr. Assistant City Attorney
Contract Authorization:
M&C:
Approval Date:
Form 1295:
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: Steven Vandever
Title: Sr. IT Solutions Manager
City Secretary:
By: ___________________________
Name: Jannette Goodall
Title: City Secretary
zz_IT_Finance_Contracts@fortworthtexas.gov Date: October 1, 2025
City of Fort Worth Client ID: FTWORTTX
200 Texas Street
Fort Worth, TX 76102-6314
Software Support and Maintenance Renewal Period:
January 1, 2026 through December 31, 2026
Software Q1 2026 Q2 2026 Q3 2026 Q4 2026
1/1/26 to 3/31/26 4/1/26 to 6/30/26 7/1/26 to 9/30/26 10/1/26 to 12/31/26
CourtView Application Software Support:$24,020.43 $24,020.43 $24,020.43 $24,020.43
Case Management
Judicial Management
Financial Management
Accounts Receivable
Imaging and Workflow
CourtView eAccess $13,509.76 $13,509.76 $13,509.76 $13,509.76
RAMserver API Interface Support $1,188.77 $1,188.77 $1,188.77 $1,188.77
eCitation Exchange with Review Queue and Image Handling $2,976.20 $2,976.20 $2,976.20 $2,976.20
CourtView UpdateXpress $2,833.98 $2,833.98 $2,833.98 $2,833.98
CourtView ePay $800.42 $800.42 $800.42 $800.42
Uniface Web Deployment $474.08 $474.08 $474.08 $474.08
Vista Retention Module $533.34 $533.34 $533.34 $533.34
Quarterly Total $46,336.97 $46,336.97 $46,336.97 $46,336.97
Includes updates & enhancements, unlimited email & phone support for 12 months
equivant will issue an invoice within 60 days
This maintenance renewal is pursuant to the current equivant Support Agreement and renews annually.
Notification of termination is required pursuant to that agreement. CourtView software is proprietary property
of CourtView Justice Solutions Inc. d/b/a equivant and protected by law. Another party cannot alter, modify,
change, manipulate or provide maintenance for this product without infringing upon equivant's ownership rights.
equivant is the sole source for software maintenance and services for its products.
CourtView Justice Solutions Inc. Federal Tax ID # 46-0521050
Support and Maintenance Renewal Notice
2014 Champions Gateway NW, Suite 301, Canton, OH 4708-2605 Phone: 330.470.4280 Fax: 330.494.2483
CITY COUNCIL AGENDA
Create New From This M8�C
DATE: 10/17/2023 REFERENCE **M&C 23- LOG NAME:
NO.: 0845
CODE: C TYPE: CONSENT PUBLIC
HEARING:
�'��T �'4�a�ri i
-�Y-
04COURTVIEW
PROFESSIONAL SERVICES
ECITATION INTEGRATION
�
SUBJECT: (ALL) Authorize a Contract Amendment to City Secretary Contract No. 35728 for
Professional Services for eCitation Integration by CourtView Justice Solutions, Inc. d/b/a
Equivant for a One-Time Cost of $46,741.50, Increasing the Annual Authorization to
$206,852.50 and Adding Renewal Options for the Municipal Court Department through the
Information Technology Solutions Department
RECOMMENDATION:
It is recommended that the City Council authorize a contract amendment to City Secretary Contract
No. 35728 for professional services for eCitation Integration by CourtView Justice Solutions, Inc. d/b/a
equivant for a one-time cost of $46,741.50, increasing the annual authorization to $206,852.50 and
adding four (4) renewal options for the Municipal Court Department through the Information
Technology Solutions Department.
DISCUSSION:
On January 28, 2003, City Council authorized Mayor and Council Communication (M&C) C-19450 to
execute an agreement with MAXIMUS Justice Solutions Division, Inc. (MAXIMUS), for the purchase of
the CourtView Case Management System (CourtView). MAXIMUS was selected by the Municipal
Court Department through a Request for Proposals (RFP) process to implement the new case
management and Electronic Document Management System. The initial warranty period for the
system expired in December 2006.
On July 17, 2007 the City Council approved M&C G-15785, authorizing a fixed price contract for a
Maintenance Agreement with an initial term of five years and annual renewal options contingent on
sufficient funds being properly appropriated for each renewal period. City Secretary Contract (CSC)
35728 was executed August 30, 2007.
MAXIMUS was subsequently acquired by CourtView Justice Solutions, Inc. in 2008 and a Notice of
Assignment was issued by the Financial Management Services Department on February 25, 2009
authorizing the transfer of all contracts and agreements.
In March 2012, the City Council approved M&C C-25497 authorizing the execution of Amendment No.
2 to CSC 35728 for the eCitation Exchange with Review Queue and Image Handling interface
enabling the Municipal Court Department to retrieve electronic citation data from the Police
Department's Pocket Citation System. CSC 35728 Amendment No. 2 allowed for one-time costs of
$112,225.00 and recurring costs of $8,800.00. Software maintenance for 2012 was $99,498.00. The
total annual cost for 2012 was $220,523.00.
In May 2013, the City Council approved M&C C-26252 to include an additional 37 licenses at a one-
time cost of $22,200.00 and recurring costs of $11,355.00. The software maintenance for 2013 was
$100,892.00. The total annual cost for 2013 was $134,447.00.
In December 2018, the City Council approved M&C P-12285 to add renewal options, increase the
annual software maintenance amount up to $133,054.00, and authorize a one-time cost for
professional training services in the amount of $18,100.00. The annual cost for 2019 was
$151,154.00.
In March 2019, the City Council approved M&C P-12312 for the purchase of additional CourtView
software licenses for a one-time cost of $69,841.50, professional services for a one-time cost of
$6,883.50, and a recurring cost of $18,609.64 for maintenance for a total of $95,334.64. The annual
cost for 2019 consisted of software maintenance in the amount of $133,054.00, professional training
services at $18,100.00 authorized under M&C P-12285 and $95,334.64 authorized by M&C P-12312
for a total of $246,488.64.
This M&C requests authorization for a contract amendment to complete the planned Phase II upgrade
of the CourtView Case Management System interface with Tyler Technologies E-citation software.
The enhanced interFace will expand its capability to receive all case types (Traffic, Parking, and
General citations) and include all required data fields. The one-time cost of the integration
enhancement is $46,741.50. The annual software maintenance cost for 2023 is $160,111.00. Upon
approval of this M&C and execution of the contract amendment, the total costs for 2023 will be
$206,852.50.
Year One-Time Annual Software Total Annual
Cost Notes Maintenance Cost
U p to 5\%
2023 $46,741.50 contractual
increase
U p to 5\%
2024 contractual
increase
2025
U p to 5\%
contractual
increase
2026
2027
Total
U p to 5\%
contractual
increase
U p to 5\%
contractual
increase
U p to 5\%
contractual
increase
$160,111.00
$168,116.55
$176, 522.38
$185,348.50
$194,615.92
$884,714.35
$206, 852.50
$168,116.55
$176,522.38
$185, 348.50
$194,615.92
$931,455.85
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.
AGREEMENT TERM: Upon City Council approval, the agreement for the enhanced interface
professional services will begin upon execution of the contract amendment and expire December 31,
2024.
RENEWAL OPTIONS: This M&C requests authorization to extend the current agreement through
December 31, 2024 and provide for up to four (4) additional one-year renewal terms at the City's
option. Annual Support fees are subject to an increase not to exceed 5\%. The final renewal shall
begin January 1, 2027 and expire December 31, 2027. 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.
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 FY22 Courts eCitation project and the Special Revenue
MC Fund for the Court Technology Fees project to support the approval of the above
recommendation and execution of the contract. Prior to an expenditure being incurred, the
Information Technology Solutions Department and Municipal Courts Department have 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_
Originating Department Head:
Additional Information Contact:
Valerie Washington (6192)
Kevin Gunn (2015)
Mark DeBoer (8598)
ATTACHMENTS
04COURTVIEW PROF SERVICES ECITATION INTEGRATION.docx (CFW Internal)
FID Table CourtView.XLSX (CFW Internal)
City Secretary’s Office
Contract Routing & Transmittal Slip
*Indicates the information is required and if the information is not provided, the contract will be
returned to the department.
Contractor’s Name:
Subject of the Agreement:
M&C Approved by the Council? *Yes No
If so, the M&C must be attached to the contract.
Is this an Amendment to an Existing contract? Yes No
If so, provide the original contract number and the amendment number.
Is the Contract “Permanent”? *Yes No
If unsure, see back page for permanent contract listing.
Is this entire contract Confidential?*Yes No If only specific information is
Confidential, please list what information is Confidential and the page it is located.
Effective Date: Expiration Date:
If different from the approval date. If applicable.
Is a 1295 Form required?* Yes No
*If so, please ensure it is attached to the approving M&C or attached to the contract.
Project Number:If applicable.
*Did you include a Text field on the contract to add the City Secretary Contract (CSC)
number? Yes No
Contracts need to be routed for CSO processing in the following order:
(Approver)
Jannette S. Goodall (Signer)
Allison Tidwell (Form Filler)
Permanent Contracts
Advanced Funding Agreements
Architect Service
Community Facilities
Completion Agreement
Construction Agreement
Credit Agreement/ Impact Fees
Crossing Agreement
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Drainage Improvements
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