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Home My WebLink About062518-A2 - General - Contract - VP Imaging, Inc. dba DocuNav SolutionsCSC No. ___________ Second Amendment to Fort Worth City Secretary Contract No. 62518 Page 1 of 3 SECOND AMENDMENT TO FORT WORTH CITY SECRETARY CONTRACT NO. 62518 This Second Amendment to Fort Worth City Secretary Contract No. 62518 (“Second Amendment”) is made between the City of Fort Worth (“City,”) a Texas home rule municipality, and VP Imaging, Inc. d/b/a DocuNav Solutions (“Vendor,”) a Texas 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. 62518, effective December 23, 2024 (the “Agreement”); and WHEREAS,it is the collective desire of the parties to amend the Agreement to include pricing in accordance with Exhibit A-1, Quote No. Q-00521-5. NOW THEREFORE, known by all these present, City and Vendor, 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 pricing in accordance with Exhibit A-1, Quote No. Q-00521-5, attached hereto to this Second Amendment of the Agreement. 2.The total annual amount of the Agreement will remain at an amount not to exceed $ 119,750.40. 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] Second Amendment to Fort Worth City Secretary Contract No. 62518 Page 2 of 3 Executed effective as of the date signed by the Assistant City Manager below. FORT WORTH: City of Fort Worth By: ___________________________ Name: Dianna Giordano Title: Assistant City Manager Date: ___________________________ Approval Recommended: By: ___________________________ Name: Kevin Gunn Title: Director, IT Solutions Department Attest: By: ___________________________ Name: Jannette S. Goodall Title: City Secretary 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 Approved as to Form and Legality: By: ___________________________ Name: Candace Pagliara Title: Sr. Assistant City Attorney Contract Authorization: M&C: 25-0136 Approval Date: 2/25/2025 Form 1295: 2024-1252110 VENDOR: VP Imaging, Inc. d/b/a DocuNav Solutions By: ___________________________ Name: ___________________________ Title: ___________________________ Date: ___________________________ Chad Bettis President 10/31/2025 Second Amendment to Fort Worth City Secretary Contract No. 62518 Page 3 of 3 EXHIBIT A-1 Quote No. Q-00521-5 (Attached) � � � �,J `� � ,J �/ �� :_ . so�uTioNs VP Imaging Inc, dba DocuNav Solutions 8501 Wade Blvd #1440 Phone: 800-353-2320 Frisco, TX 75034 Email: sales@docunay.com Customer City of Fort Worth Brian Johnson (817)392-8868 brian. k.johnson @fortworthtexas.gov Quote #: Date: Expires On Q-00521-5 10/1 /2025 10/31 /2025 FORT WORTHa SALESPERSON EXT EMAIL PAYMENT METHOD Kacey Lambert klambert@docunay.com Net 30 Services Qty Product Code Product Name 35.00 DN-CNTG DocuNav Contingency 60.00 I DN-PST-PP Product Description Installation, configuration, additional forms, project management, stakeholder meetings or extra training time. the equivalent value can also be used toward additional licensing or anything that would make the project more successful. any use will require approval from customer. 'pre-purchased at time of order and can be used as needed at any time during the project. "After Hours/ Weekend Pre-Purchased DocuNav Solutions Installation, Professional Services Configuration, Project Management, Time (Hourly) Stakeholder Meetings or Training Time. *Professional Services time estimate is based upon Appendix A: Project Notes *Pre- purchased block of hours billed at time of order and can be used as needed at any time during the project. *LF Upgrade 12 Unit Price I Total Price $180.00 $6,300.00 $180.00 Services SUBTOTAL: Services Total: Discount $10,800.00 $17,100.00 $17,100.00 Qty Product Code Product Name Product Description Unit Price Total Price 1.00 DSC DN DocuNav One-time Customer to use 11 hours PST from their $-1,980.00 $-1,980.00 existing bank to go towards this project Quotation Page 1 of 2 Qty 1.00 Product Code I Product Name DSC BUYB I BuyBoard Services PST Product Description DocuNav Solutions Discount (4%-off services) �Please See BuyBoard Contract #716-23 Unit Price I Total Price $-684.00 � $-684.00 Discount SUBTOTAL: Discount Total: $-2,664.00 $-2,664.00 Subtotal $14,436.00 Tax $0.00 Total $14,436.00 �� Slgll H@I'2: Dianna Giordano (Nov 5, zozs i6:o9:oi csT) Date: ii/o�/zo25, Terms & Conditions Payment Terms: All payments are Net 30 from date of invoice issued. Preferred payment method: check or ACH payment. Subscription terms will renew on the anniversary of the date of your pocuNav Annual Support Agreement unless you provide cancellation notice 45 days before the end of the agreement. On-site Professional Services Time: billing rate quoted does not include travel expenses for out of market professional services time. Pre-purchased hours or daily units expire after 3 years from invoice date. Renewal invoices paid after the renewal date will be subject to a 2% late fee. Page 2 of 2 ��,�.__��._V �a SOLUTIONS Project Milestone Laserfiche Upgrade — Up to One Point Upgrade/In-place (Complex systems/integrations need individual scope) 1) Deliverables ✓ Project Administration ■ Project Plan ■ Meetings/Communication ■ Scheduling Upgrade during normal business hours ✓ Document existing environment ✓ Prepare environment for upgrade ■ Install Pre-requirements ■ Download new version ■ Confirm backup ■ Ensure environment is ready for upgrade ✓ In-place upgrade of installed/configured Laserfiche suite to their latest versions: ■ LFDS ■ Laserfiche ■ Workflow ■ Forms ■ AuditTrail ■ WebClient 2) Testing and Quality Control ✓ Internal testing and debugging and bug resolution ✓ Testing with customer and key staff Customer Requirements : VPN access to Lasefiche repository . Defined any customer specific processes and internal staff assignments on tasks : Laserfiche licenses for all involved personnel ■ Quick Fields & Quick Fields Agent ■ Mobile ■ Import Agent ■ WebAdmin Console ■ DCC Timeline: 1-2 Weeks CITY COUNCIL AGENDA Create New From This M8�C DATE: CODE: 2/25/2025 REFERENCE NO.. C TYPE: **M&C 25- 0136 CONSENT LOG NAME: PUBLIC HEARING: 04VP IMAGING CONTRACT AMENDMENT � �'��T �'4�a�ri i -�Y- SUBJECT: (ALL) Authorize Execution of Amendment No. 1 to City Secretary Contract No. 62518 with VP Imaging, Inc. d/b/a DocuNav Solutions for the Purchase of Professional Services to Increase the Annual Contract Amount by $19,750.40 for a Revised Annual Amount Not to Exceed $119,750.40 for the Information Technology Solutions and Human Resources Departments RECOMMENDATION: It is recommended that the City Council authorize execution of Amendment No.1 to City Secretary Contract No. 62518 with VP Imaging, Inc. d/b/a DocuNav Solutions for the purchase of professional services to increase the annual contract amount by $19,750.40 for a revised annual amount not to exceed $119,750.40 for the Information Technology Solutions and Human Resources departments. DISCUSSION: On September 15, 2020, the City executed City Secretary Contract (CSC) No. 54475 with VP Imaging, Inc. d/b/a DocuNav Solutions (DocuNav) using The Department of Information Resources Cooperative Contract No. DIR-CPO-4449 for Laserfiche Rio licensing, maintenance, and support for the Information Technology Solutions Department (ITS). Laserfiche is used by the City Secretary's Office, Police and Human Resources departments as an enterprise content management (ECM) solution. On December 23, 2024, the City executed CSC No. 62518 with DocuNav for an annual amount not to exceed $100,000.00 using BuyBoard Cooperative Contract No. 716-23 to provide professional services for existing Laserfiche ECM solutions. These services allow for upgrades and re-engineering of Laserfiche to support department operations, meet current industry standards and align with best practices for ECM solutions. The ITS Department uses this agreement to procure professional services to support all Laserfiche ECM solutions used by City departments. Approval of this Mayor and Council Communication (M&C) will allow additional Professional Services purchase authority from DocuNav to upgrade the repositories to current software versions (City Secretary, Police and HR) and reconfigure Laserfiche ECM solutions to align with work processes. With the upgrade and re-engineering of these three solutions, these areas will be able to utilize the new features within Laserfiche, as well as streamline workflow processes and benefit from responses to work processes within the systems. Funding is budgeted in the Other Contractual Services account within the Info Technology Systems Fund for the ITS Department. COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under a cooperative purchase agreement satisfies State laws requiring that the local government seek competitive bids for purchase of the item. Cooperative contracts have been competitively bid to increase and simplify the purchasing power of local government entities across the State of Texas. SUCCESSOR CONTRACTS: The City will initially use the BuyBoard contract to make purchases authorized by this M&C. In the event a BuyBoard cooperative contract is not renewed, staff would cease purchasing at the end of the last purchase agreement coinciding with a valid cooperative contract. If the City Council were to not appropriate funds for a future year, staff would stop making purchases when the last appropriation expires, regardless of whether the then-current purchase agreement has expired. In the event a BuyBoard cooperative agreement is not extended, but BuyBoard executes a new cooperative agreement with substantially similar terms, this M&C authorizes the City to purchase the goods and services under the new BuyBoard contract. If this occurs, in no event will the City continue to purchase goods and services under the new agreement for more than four (4) years without seeking Council approval. BUSINESS EQUITY: A Business Equity goal is not assigned when purchasing from an approved purchasing cooperative or public entity. 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 if sufficient funds have been appropriated. AGREEMENT TERM: Upon City Council's approval and execution of amendment no. 1 to CSC 62518, the initial term of the agreement will expire in accordance with the terms and conditions of BuyBoard 716-23 or applicable successive cooperative agreement for the same products and services. RENEWAL OPTIONS: The agreements may be renewed in accordance with the underlying cooperative agreement, 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 period. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the Info Technology Systems Fund to support the approval of the above recommendation and execution of the amendment. Prior to any expenditure being incurred, the Information Technology Solutions Deparment 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 �D I Year �(Chartfield 2) Submitted for City Manager's Office by_ Mark McDaniel (6316) Originating Department Head: Kevin Gunn (2015) Additional Information Contact: Mark Deboer (8598) ATTACHMENTS FID Table.xlsx (CFW Internal) Form 1295 Certificate 101306502.pdf (CFW Internal) ITS Fund Availability,pdf (CFW Internal) F�RT ��RTH�} City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: VP Imaging, Inc. d/b/a DocuNav Solutions SUU� eCt Of tile AgPeeffie11t: Amendment No. 2 to CSC No. 62518, Cooperative Purchase Agreement for BuyBoard 716-23 M&C Approved by the Council? * Yes 8 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes 8 No ❑ 62518 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 8 If unsure, see back page for permanent contract listing. Is this entire contract Confidential? XYes ❑ No 8 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: If�different from lhe approval dale. Expiration Date: If applicable. Is a 1295 Form required? * Yes 8 No ❑ *If so, please ensure it is attached to the approving M&C or attached to the contract. Proj ect Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes 8 No ❑ Contracts need to be routed for CSO processin� in the following order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the infor7nation is required and if the information is nol provided, the contract will be returned to the department.