Loading...
HomeMy WebLinkAbout053499-A9R6 - General - Contract - Benevate, LLCCSC No. 53499-A9R6 NINTH AMENDMENT AND SIXTH RENEWAL TO FORT WORTH CITY SECRETARY CONTRACT NO. 53499 This Ninth Amendment and Sixth Renewal to Fort Worth City Secretary Contract No. 53499 ("Ninth Amendment") is made by and between the City of Fort Worth ("City"), a Texas home -rule municipal corporation acting by and through its duly authorized Assistant City Manager, and Benevate, LLC ("Vendor"), acting by and through its duly authorized representative, each individually referred to as a "parry" and collectively as the "parties." WHEREAS, the parties entered into an agreement identified as Fort Worth City Secretary Contract No. 53499 beginning February 4, 2020 ("Agreement"); 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 fifth renewal term of the Contract recently expired on February 4, 2026, but the parties have continued operating under the same terms and conditions and intended to renew the Agreement for an additional term; WHEREAS, the City and Vendor now wish to memorialize their agreement to renew the term of the Contract for continued services pursuant to the original Contract, specifically from February 5, 2026, to February 4, 2027 ("Renewal Term 6"). WHEREAS, it is the collective desire of the parties to amend the Agreement to update the Term of the Agreement; and WHEREAS, it is the collective desire of the parties to renew the Agreement, as amended, for its sixth renewal term. NOW, THEREFORE, City and Vendor do hereby agree to the following: I. AMENDMENT TO AGREEMENT The following terms are hereby amended to replace any conflicting terms in the Agreement or will be added to the terms and shall be binding and enforceable as if they were originally included therein: 1. For this Renewal Term 6, all users in the City's Disaster Recovery Portal (715) shall be invoiced at a rate of $2,832.00 per user for up to fifteen (15) users for a total expenditure not to exceed $42,480.00 per year. 2. For Renewal Term 6, the City shall have access to the Data Warehouse for the City's HCD Portal (223). The annual rate for this subscription is $10,000.00. OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Ninth Amendment and Sixth Renewal to Fort Worth City Secretary Contract No. 53499 Page 1 of 5 3. For this Renewal Term 6, all users in the City's HCD portal (223) shall be invoiced at a rate of $1,740.00 per user, up to eighty-five (85) users for a total expenditure not to exceed $147,900.00 per year. 4. Any additional users added to either portal during Renewal Term 6 shall be invoiced at the applicable per -user annual rate set forth above, prorated for the remainder of the applicable contract year. II. RENEWAL OF AGREEMENT The Agreement, as amended herein, is renewed for its sixth renewal term beginning on February 5, 2026, to February 4, 2027. III. ALL OTHER TERMS SHALL REMAIN THE SAME All other provisions of the Agreement which are not expressly amended herein shall remain in full force and effect. IV. ELECTRONIC SIGNATURE This Amendment may be executed in multiple counterparts, each of which shall be an original and all of which shall constitute one and the same instrument. An electronic copy or computer image, including a PDF or tiff image, of a signature shall be treated as and shall have the same effect as anoriginal. [SIGNATURE PAGE FOLLOWS] [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] Ninth Amendment and Sixth Renewal to Fort Worth City Secretary Contract No. 53499 Page 2 of 5 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment and First Renewal to be effective the day the Assistant City Manager signs it. ACCEPTED AND AGREED: CITY OF FORT WORTH By: Dana Burghdoff (Mar 16, 2026 .27:33 CDT Name: Dana Burghdoff Title: Assistant City Manager Date: APPROVAL RECOMMENDED: 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. KP/isha i-Okit By: Keisha Light (Mar 9, 2026 .58:56 CDT) Name: Keisha Light Title: Neighborhood Services Assistant Director By: Kacey Thomas (Mar 12, 2026 08740756 CDT) APPROVED AS TO FORM AND Name: Kacey Thomas LEGALITY: Title: Neighborhood Services Director ATTEST: Sophie MatheWJ +,rotroo � a Aag°° Fo!. v'� dp B By: 11 Ppo g=d Name: Sophie Mathews a°an ....... Title: Assistant City Attorney By: Name: Jannette S. Goodall CONTRACT AUTHORIZATION: Title: City Secretary M&C: 26-0141 Date Approved: February 24, 2026 Form 1295 Certification No.: 2026-1410565 BENEVATE,LLC Y Name: J. Jason Rusnak Title: President OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Ninth Amendment and Sixth Renewal to Fort Worth City Secretary Contract No. 53499 Page 3 of 5 3/2/26, 2:51 PM M&C Review Official site of the City of Fort Worth, Texas CITY COUNCIL AGENDA FORT NVORTII Create New From This M&C REFERENCE **M&C 26- 19NEIGHBORLY DATE: 2/24/2026 NO.: 0141 LOG NAME: SOFTWARE 2026 AMENDMENT CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. (ALL) Authorize Execution of Amendment No 9 to Contract with Benevate, LLC. to Add a Sixth Renewal Term and to Increase the Total Contract Amount by $200,380.00 for a New Total Amount Up to $1,185,380.00 for Neighborly Software Licenses and Training for the Neighborhood Services Department RECOMMENDATION: It is recommended that the City Council authorize Amendment No 9 to City Secretary Contract No. 53499 with Benevate, LLC. to authorize funding for a sixth renewal term and to increase the total contract amount by $200,380.00 for a new total amount up to $1,185,380.00 for Neighborly Software licenses and training for the Neighborhood Services Department. DISCUSSION: The original contract with Benevate, LLC. (CSC No. 53499) 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 the Neighborhood Services Department. 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 Neighborly portal is accessible directly from the NSD website and reduced the need for paper applications or in -person appointments to apply for program. 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 six years, the contract has been amended a total of eight 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 Benevate, 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 and a fifth renewal term from February 5, 2025 to February 4, 2026. The underlying contract 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 sixth term for the period of February 5, 2026, through February 4, 2027, and will also increase the total contract amount by $200,380.00 for a new total amount up to $1,185,380.00. This contract is 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. apps.cfwnet.org/council_packet/mc_review.asp?ID=34184&councildate=2/24/2026 1/2 3/2/26, 2:51 PM M&C Review FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the Grants Operating Federal Fund, Grants Operating State Fund, and General Fund to support the approval of the above recommendation and execution of the amendment. Prior to any expenditure being incurred, the Neighborhood Services Department has the responsibility of validating the availability of funds. TO Fund Department Account Project Program Activity Budget Reference # Amount I ID ID I Year , (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference # I Amount ID I I ID I I Year (Chartfield 2) Submitted for City Manager's Office by_ Dana Burghdoff (8018) Originating Department Head: Kacey Thomas (8187) Additional Information Contact: Keisha Light (5749) ATTACHMENTS 19NEIGHBORLY SOFTWARE 2026 AMENDMENT funds avail.docx (CFW Internal) Approved Chapter 252 Exemption Form Benevate.pdf (Public) Form 1295 Certificate 101480447 - signed.pdf (CFW Internal) Neighborly Software FY26 fid table.xlsx (CFW Internal) apps.cfwnet.org/council_packet/mc_review.asp?ID=34184&councildate=2/24/2026 2/2 CERTIFICATE OF INTERESTED PARTIES FORM J.295 1of1 Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2026-1410565 Benevate, LLC Atlanta, GA United States Date Filed: 01/20/2026 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Fort Worth City Secretary Date Acknowledged: 01/21/2026 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 53499 Software 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling Intermediary 5 Check only if there is NO Interested Party. X 6 UNSWORN DECLARATION My name is and my date of birth is My address is I , (city) (state) (zip code) (country) declare under penalty of perjury that the foregoing is true and correct. Executed in County, State of on the day of , 20 (month) (year) Signature of authorized agent of contracting business entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V4.1.0.22701b2a N Neighborly Software Comments from Abigail Arapoglou 2026 Renewal. Total license count:100 Prorated for 3 month renewal, to return to annual term following. Products & Services Item & Description Quantity Unit Price Total Disaster Recovery- Annual User Subscription Fee 15 $708.00 $10,620.00 / quarter Annual subscription fee per user in the DR portal. / quarter HCD Data Warehouse 1 $2,500.00 $2,500.00 / quarter Data warehouse provided the user with full access to data / quarter within the system leveraging Snowflake technology. HCD- User Subscription Fee 85 $435.00 $36,975.00 / quarter Annual subscription fee per user in the HCD portal. / quarter Quarterly subtotal $50,095.00 Total $50,095.00 Total contract value $200,380.00 Billing Terms • Subscription Fees are invoiced annually, in advance. • One -Time Fees are invoiced upon acceptance of this quote. Acceptance of this quote constitutes agreement to these terms and any governing master or subscription agreement in effect between the parties. Services will be scheduled and placed in the implementation queue upon acceptance of the quote and receipt of any required payment and executed agreements, as applicable. Estimated timelines will be communicated following confirmation. Renewal pricing will be subject to the governing master or subscription agreement in effect between the parties. Questions? Contact me Abigail Arapoglou Director, Billing & Revenue abby.arapoglou@neighborlysoftware.com Benevate LLC 3423 Piedmont Rd Suite 420 Atlanta, GA 30305 u5 CERTIFICATE OF INTERESTED PARTIES FORM J.295 1of1 Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2026-1410565 Benevate, LLC Atlanta, GA United States Date Filed: 01/20/2026 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Fort Worth City Secretary Date Acknowledged: 01/21/2026 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 53499 Software 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling I Intermediary 5 Check only if there is NO Interested Party. X 6 UNSWORN DECLARATION My name is Jason Rusnak and my date of birth is My address is 3423 Piedmont Rd Suite 420 Atlanta GA 30305 , USA . (city) (state) (zip code) (country) declare under penalty of perjury that the foregoing is true and correct. Executed in Fulton County, State of Georgia on the day of , 20 (month) (year) Signat e o uthorized agent of contracting business entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V4.1.0.22701b2a FORT WORTH..,. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Benevate, LLC Subject of the Agreement: This is the 6th renewal and 9th amendment to the contract between the City and Benevate for the Neighborly Software program that is used for the housing assistance programs within the NSD. 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 ❑ 53499 R6 A9 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 ❑ If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: 2/4/2026 Expiration Date: 2/3/2027 If different from the approval 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 followingorder: 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.