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HomeMy WebLinkAbout063348-A2 - General - Contract - CompBase, Inc. dba ClerkBaseCSC No. 63348-A2 SECOND AMENDMENT TO FORT WORTH CITY SECRETARY CONTRACT NO. 63348 This Second Amendment to Fort Worth City Secretary Contract No. 63348 ("Second Amendment") is made between the City of Fort Worth ("City,") a Texas home rule municipality, and CompBase, Inc. d\b\a C1erkBase ("Vendor,") a Rhode Island corporation. City and Vendor are each individually referred to herein as a "party" and collectively referred to as the "parties." WHEREAS, on May 21, 2024, Fort Worth City Council approved Mayor and Council Communication (M&C) 24-0441 for the execution of an agreement with CompBase, Inc. d\b\a C1erkBase, in an annual amount up to $150,000.00 for an initial three-year term, with authorization for two one-year renewal options at the same annual amount; WHEREAS, City and Vendor entered into an Agreement identified as City Secretary Contract No. 63348, effective June 4, 2025 (the "Agreement"); WHEREAS, on January 12, 2026, City and Vendor amended the Agreement to administratively increase the annual contract amount by twenty-five percent (25%); WHEREAS, it is now the collective desire of the parties to amend the Agreement to clarify the Agreement's Payment Schedule; and 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 repeal and replace Exhibit B, Payment Schedule, of the Agreement with Exhibit B-1, Revised Payment Schedule, attached to this Second Amendment. 2. The total annual amount of the Agreement will remain at an amount not to exceed $187,500.00. 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 Second Amendment to Fort Worth City Secretary Contract No. 63348 CompBase, Inc. d\b\a C1erkBase Executed effective as of the date signed by the Assistant City Manager below. FORT WORTH: City of Fort Worth GQp W6&C— By: Dianna Giordano (Apr 24, 2026 15:06:36 CDT) Name: Dianna Giordano Title: Assistant City Manager Date: 04/24/2026 Approval Recommended: By: Name: Kevin Gunn Title: Director, IT Solutions Department Attest: 4e Fo4'? °" a P F'g .10 Ppaa Z d By: Name: dannette S. Goodall Title: City Secretary VENDOR: CompBase, Inc. dfb/a CI kBase By: `— Name: e n i oe Title: erteb t i�z ^'' Date: ` �\\ -�.Z>' L' 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. 2GZ� By: Steven Vandever (Apr 22, 2026 10:48:13 CDT)_ Name: Steven Vandever Title: Sr. IT Solutions Manager Approved as to Form and Legality: Candace Pacfliara By: C-d... aaliara (Apr 23, 2026 13 CDT Name: Candace Pagliara Title: Sr. Assistant City Attorney Contract Authorization:. M&C: 24-0441 Approval Date: 05/21/2024 Form 1295:2024-1151252 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Second Amendment to Fort Worth City Secretary Contract No. 63348 CompBase, Inc. dlbla ClerkBase EXHIBIT B-1 REVISED PAYMENT SCHEDULE Year 1 Payment Schedule based on Project Milestones Milestone # Project Objective Payment Percent (%) Deadline 1 Acceptance of Proposal (Software subscription) $82,095.00 55% 06/01/2025 2 Design signoff 08/01/2025 3 System Configuration and Integration' 23,750.00 16% 10/01/2025 4 Training and UAT sign -off 8,750.00 6% 12/01/2025 5 Go Live Docs Suite and OnBoardGov 35,000.00 23% 12/09/2025 Total Year 1 Payments $149,595.00 100% Recurring Costs (post implementation) Item Item Year 2 Year 3 1 Software Application; Doc Assembler Annual Subscription $41,600.00 $43,264.00 2 Software Application; Does on Tap 15,600.00 16,224.00 3 Software Application; OnBoardGOV Core 8,800.00 8,800.00 4 Software Application; OnBoardGOV Applications 6,200.00 6,200.00 5 Software Application; OnBoardGOV Attendance 3,200.00 3,200.00 6 Software Application; OnBoardGOV Data Analytics 3,200.00 3,200.00 7 Software Application; OnBoardGOV Certifications 4,400.00 4,400.00 8 Software Application; OnBoardGOV SSO 1,295.00 1,295.00 9 Cloud Hosting Services; Azure Cloud Hosting & Data Storage 6,240.00 6,490.00 Total Annual Cost $90,535.00 $93,073.00 ' Integration with IMT Single -Pane is not included this base pricing. Second Amendment to Fort Worth City Secretary Contract No. 63348 — Exhibit B-1 CompBase, Inc. d\b\a C1erkBase 1 /7/26, 10:00 AM M&C Review Official site of the City of Fort Worth, Texas ACITY COUNCIL AGEND FORTT ORT11 Create New From This M&C REFERENCE **M&C 24- 13P 24-0012 AGENDAAND DATE: 5/21/2024 NO.: 0441 LOG NAME: MEETING MANAGEMENT SYSTEM ITS CB CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. (ALL) Authorize Agreement with CompBase, Inc. dba ClerkBase for City Software and Services Including Agenda Management, the Voter and Resident Participation Suite, the Mayor and Council Wizard, and Electronic Board and Commission Applications for the Information Technology Solutions Department in an Annual Amount Up to $150,000.00 for the Initial Three -Year Term and Authorize Two Annual Renewal Options in the Same Amount RECOMMENDATION: It is recommended that the City Council authorize an agreement with CompBase, Inc. dba ClerkBase for City Software and Services including agenda management, a voter and resident participation suite, the Mayor and Council Wizard, and electronic board and commission applications for the Information Technology Solutions Department in an annual amount up to $150,000.00 for the initial three-year term and authorize two annual renewal options in the same amount. DISCUSSION: This Mayor and Council Communication will authorize an agreement with CompBase, Inc. dba ClerkBase. Under the Agreement, ClerkBase will provide the City software and services including: agenda management, a voter and resident participation suite, a Mayor and Council Wizard, and electronic board and commission applications. City staff evaluated the current systems being used to perform these functions and determined that a single system would offer enhanced capabilities and increase efficiency. The software and services under this new agreement will replace the current E-Council System. To secure an end -to -end technology solution, the City issued a Request for Proposals (RFP) that was advertised in the Fort Worth Star -Telegram on December 6, 2023, December 13, 2023, December 20, 2023, December 27, 2023, and January 3, 2024. The City received four responses; however, one vendor did not meet technical requirements and was deemed nonresponsive. The remaining three vendors were invited to interview and demonstrate their products. An evaluation panel consisting of representatives from the City Secretary's Office, Financial Management Services, Water, Legal, Information Technology, and FWLab Departments reviewed and scored the submittals using Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below. Bidder CivicPlus, LLC CompBase, Inc. dba ClerkBase Granicus, LLC Best Value Criteria: a b Evaluation Factors c d e Total Score 9.5 7.3 25 58.81 16.0 15.3 15.5 9.2 12.72 68.66 16.3 15.0 14.0 11.3 3.54 60.04 apps.cfwnet.org/counciI_packet/mc_review.asp? I D=32147&counciIdate=5/21 /2024 1 /3 1 /7/26, 10:00 AM a. Functional b. Technical c. Approach d. Experience e. Cost M&C Review After evaluation, the panel concluded that ClerkBase presented the best value. Therefore, the panel recommends that the Council authorize an agreement with ClerkBase. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendor's bid met specifications. Approval of this Mayor & Council Communication authorizes the City to spend up to $150,000.00 per year with the vendor to provide software and services. Actual usage in any term can be up to the authorized amount and will be dependent upon actual appropriations for this purpose in the department's budget. Funding is budgeted in the ITS Capital Fund for the ITS Other General Government Department for the purpose of funding the FY23: CMO Agenda Mgmt project, as appropriated. DVIN-BE: A waiver of the goal for the Business Equity subcontracting requirement is approved by the DVIN-BE, in accordance with the Business Equity Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and expire three years from that date. RENEWAL TERMS: This agreement may be renewed for two one-year options to renew. 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 term. 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. 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: CMO Agenda Mgmt project to support the approval of the above recommendation and award of the contract. Prior to any expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. BQN\\ 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: Reginald Zeno (8517) Mark McDaniel (6316) Reginald Zeno (8517) Kevin Gunn (2015) Jo Ann Gunn (8525) Charles Benson (8063) apps.cfwnet.org/counciI_packet/mc_review.asp? I D=32147&counciIdate=5/21 /2024 2/3 1 /7/26, 10:00 AM M&C Review ATTACHMENTS 13P 24-0012 AGENDAAND MEETING MANAGEMENT SYSTEM ITS CB.docx (CFW Internal) 165806-FID Table Agenda Commitee Management.XLSX (CFW Internal) 3P 24-0012 AGENDA AND MEETING MANAGEMENT SYSTEM ITS CB.XLSX (CFW Internal) ComBase RI SOS.pdf (Public) CompBase LLC dba ClerkBase Form 1295.pdf (CFW Internal) CompBase LLC dba ClerkBase SAMs.pdf (CFW Internal) Request for Waiver Signed (2).pdf (CFW Internal) apps.cfwnet.org/counciI_packet/mc_review.asp? I D=32147&counciIdate=5/21 /2024 3/3 FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: CompBase, Inc. d\b\a ClerkBase Subject of the Agreement: Second Amendment to CSC 63348 for CompBase, Inc. d\b\a ClerkBase M&C Approved by the Council? * Yes 0 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes 0 No ❑ 63348-A2 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 0 If unsure, see backpage for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 0 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: June 3, 2027 If applicable. Is a 1295 Form required? * Yes 0 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 0 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.