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HomeMy WebLinkAbout063542-A1 - General - Contract - ePlus incDocusign Envelope ID: 24A930E2-E816-4367-ABF8-D6ABC8FC6CD8 CSC No. 63542-A1 FIRST AMENDMENT TO FORT WORTH CITY SECRETARY CONTRACT NO. 63542 This First Amendment to Fort Worth City Secretary Contract No. 63542 ("First Amendment") is made between the City of Fort Worth ("City,") a Texas home rule municipality, and ePlus, inc. ("Vendor,") a Virginia 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. 63542 beginning June 26, 2025 (the "Agreement"); WHEREAS, on October 28, 2025 Fort Worth Mayor and Council approved M&C 25- 0994 to execute a series of amendments to increase the shared annual authority of non-exclusive agreements for purchase of IT Infrastructure utilizing Texas Department of Information Resources Contract No. DIR-CPO-5687; and WHEREAS, it is the collective desire of the parties to amend the compensation clause of the Agreement to increase the shared annual authority available. 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 The Agreement is hereby amended to repeal and replace the compensation clause in its entirety with the following: City shall pay Vendor in accordance with the fee schedule in Exhibit A and in accordance with the provisions of this Agreement. Total payment made under this Agreement by the City to all vendors who are awarded a non-exclusive agreement shall not exceed One Million Six Hundred Thousand Dollars and Zero Cents ($1,600,000.00) annually. Each annual segment thereafter the initial term, ending on May 20, 2026, shall be automatically increased by an amount equal to 10%. City may award the Agreement to multiple vendors under DIR Cooperative Contract No. DIR-CPO-5687. Vendor agrees that the City is not required to provide any guarantee of any amount of compensation under this Agreement. Vendor shall not provide any additional items or services or bill for expenses incurred for City not specified by this Agreement unless City requests and approves in writing the additional costs for such services. City shall not be liable for any additional expenses of Vendor not specified by this Agreement unless City first approves such expenses in writing. First Amendment to Fort Worth City Secretary Contract No. 63542 Pagel of 3 Docusign Envelope ID: 24A930E2-E816-4367-ABF8-D6ABC8FC6CD8 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] First Amendment to Fort Worth City Secretary Contract No. 63542 Page 2 of 3 Docusign Envelope ID: 24A930E2-E816-4367-ABF8-D6ABC8FC6CD8 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: By: Name: Title: Date: AW W6%- Dianna Giordano (Nov 10, 2025 17:24:28 CST) Dianna Giordano Assistant City Manager 11/10/2025 ePlus, inc. By: lSigned by: v6t& h&VOVU Name: Don Mc augh in Title: SVP Contracts Date: 10/29/2025 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: �. �4 A/ / OA. / li4A./N.L/ By• S.Trotter(for K.Gunn((NOV 30, 20 :13:49 CST) Name: Kevin Gunn Title: Director, IT Solutions Approved as to Form and Legality: By: Name: Title: cmiac2 �a G Candace Pagliaa (Nov 10, 20M 13:41:15 M) Candace Pagliara Sr. Assistant City Attorney Contract Authorization: M&C: 25-0994 Approval Date: 10/28/2025 Form 1295: 2025-1369669 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: Title: 2. [Aij� Robert Lee (Nov 10, 2025 12:43:07 CST) Bobby Lee Asst. IT Solutions Director City Secretary: By: Name: Title: Jannette Goodall City Secretary First Amendment to Fort Worth City Secretary Contract No. 63542 Page 3 of 3 Docusign Envelope ID: 24A930E2-E816-4367-ABF8-D6ABC8FC6CD8 Official site of the City of Fort CITY COUNCIL AGENDA FORT WO II Create New From This M&C DATE CODE 10/28/2025 REFERENCE **M&C 25- LOG NAME: NO.: 0994 C TYPE: CONSENT PUBLIC HEARING: 04AMEND IT INFRASTRUCTURE AGREEMENTS 1061 SUBJECT, (ALL) Authorize Execution of Amendments to Non -Exclusive Agreements for Information Technology Infrastructure in the Amount of $2,300,000.00 for a Revised Shared Annual Authority of $6,600,000.00 with Four One -Year Renewal Options at a Ten Percent Annual Increase for the Information Technology Solutions and Water Departments RECOMMENDATION: It is recommended that the City Council: 1. Authorize execution of amendments in the amount of $1,800,000.00 to non-exclusive agreements for the City's information technology infrastructure, using The Interlocal Purchasing System Contract No. TIPS 230105, with ePlus Technology, Inc., Netsync Network Solutions, Inc., and World Wide Technology, LLC, for a revised shared annual authority of $5,000,000.00 with four one-year renewal options at a ten percent annual increase; and 2. Authorize execution of amendments in the amount of $500,000.00 to non-exclusive agreements for the City's information technology infrastructure, using Texas Department of Information Resources Contract No. DIR- CPO-5687, with ePlus Technology, Inc., Netsync Network Solutions, Inc., Presidio Networked Solutions Group, LLC, and World Wide Technology, LLC, for a revised shared annual authority of $1,600,000.00 with four one- year renewal options at a ten percent annual increase. DISCUSSION: The Information Technology Solutions Department (IT Solutions) has historically utilized non-exclusive cooperative purchasing agreements to support the City's information technology (IT) infrastructure. IT infrastructure includes equipment, software, and services that support the City's servers, data storage, virtual desktop environment, network and telephone systems. Additionally, these agreements support necessary refresh of equipment that has reached the end of lifecycle and new projects for all City departments. On May 13, 2025, City Council approved Mayor & Council Communication (M&C) 25-0390 authorizing the execution of ten (10) non-exclusive agreements, utilizing three (3) cooperative agreements, to support continued purchasing of IT infrastructure needed to support the City's day-to-day business activities. At close of Fiscal Year 2025, approximately 44\% of shared contract capacity authorized by M&C 25-0390 for the non- exclusive agreements utilizing The Interlocal Purchasing System Cooperative (TIPS) Contract No. 230105 had already been exhausted. These non-exclusive agreements will renew in May 2026, with approximately $1.8 million available for purchases in the remaining eight (8) months of the current term. The estimated cost for planned IT infrastructure purchases utilizing TIPS 230105 between October 2025 and May 2026 is $3,086,000.00. Based on current estimates and known renewal dates; shared contract capacity will be completely exhausted by mid November 2025. The non-exclusive agreements utilizing Texas Department of Information Resources (DIR) Contract No. DIR-CPO-5687 renew in May 2026. The estimated cost for planned IT infrastructure purchases utilizing DIR-CPO-5687 between October 2025 and March 2026 is $944,000.00. Planned IT infrastructure purchases for the IT Solutions and Water Departments will exhaust 90\% of shared contract capacity, leaving approximately $110,000.00 available for other department needs. Upon Mayor and Council approval of this M&C, the IT Solutions and Water Departments will utilize these amendments to support continued purchasing of IT infrastructure equipment, software, and services. Upon approval, the revised shared annual authority of the non-exclusive agreements will be in the following amounts: Original Revised Cooperative Agency Cooperative Reference Expiration Date Annual Amount Annual Amount Docusign Envelope ID: 24A930E2-E816-4367-ABF8-D6ABC8FC6CD8 The Interlocal Purchasing System TIPS 230105 05/31/2028 $ 3,200,000.00 $ 5,000,000.00 Texas Department of Information Resources DIR-CPO-5687 05/19/2031 $ 1,100,000.00 $ 1,600,000.00 The maximum combined annual amount allowed under the TIPS 230105 Cooperative Agreements with ePlus, Netsync, and WWT will be $5,000,000.00; however, the actual amount used will be based on needs of the department and available funding. The maximum combined annual amount allowed under the DIR-TSO-4288 Cooperative Agreements with ePlus, Netsync, Presidio, and WWT will be $1,600,000.00; however, the actual amount used will be based on needs of the department and available funding. Funding is available for the agreements within the Info Technology Systems Fund in the amount of $2,300,000.00. Other departments will provide separate funding when making a request for the purchase of IT infrastructure. A funds availability verification will be performed by the participating department prior to the request. 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 these cooperative agreements to make purchases authorized by this M&C. In the event a cooperative agreement 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. If the cooperative agreements are extended, this M&C authorized the City to purchase similar products under the extended contract. In the event a cooperative agreement is not extended, but vendor and cooperative purchasing agency execute new cooperative agreement(s) with substantially similar terms, this M&C authorizes the City to purchase the products under the new contract(s). If this occurs, in no event will the City continue to purchase goods and services under the new agreements beyond 2030 without seeking Council approval. 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's approval, these amendments will be executed upon signature by the Assistant City Manager and expire in accordance with the underlying cooperative agreements. RENEWAL TERMS: The agreements may be renewed for four (4) one-year renewal terms each with a 10\% annual increase, 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 upon approval of the recommendations, funds are available in the current operating budget, as previously appropriated, in the Info Technology Systems Fund. Prior to an 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 # i Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference # Amount ID ID I I Year Chartfield 2 Submitted for City Manager's Office by_ Dianna Giordano (7783) Originating Department Head: Kevin Gunn (2015) Additional Information Contact: Bobby Lee (2310) Docusign Envelope ID: 24A930E2-E816-4367-ABF8-D6ABC8FC6CD8 ATTACHMENTS 04AMEND IT INFRASTRUCTURE AGREEMENTS funds avail.docx (CFW Internal) ePlus Form 1295 - 2025-1369669.pdf (CFW Internal) FID Table -AMEND IT INFRASTRUCTURE AGREEMENTS cor.xlsx (CFW Internal) Netsync Form 1295 - 2025-1369888.pdf (CFW Internal) Presidio Form 1295 - 2025-1369137.pdf (CFW Internal) WWT Form 1295 - 2025-1372032.pdf (CFW Internal) FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: ePlus, inc. Subject of the Agreement: First Amendment to CSC 63542 to increase the shared authority authorized for IT Infrastructure using DIR-CPO-5687 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 ❑ CSC 63542-A1 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? *Yes ❑ 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 the approval date. 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. Project 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 processing in the following _ order: rder: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.