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HomeMy WebLinkAbout064071-R1 - General - Contract - Apex Systems, LLCDocusign Envelope ID: 727A11E1-B635-8EB1-839C-1DDA61CB5EB9 CSC No. 64071-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE June 3, 2026 Apex Systems, LLC Attn: Contracts Department 4400 Cox Road, Suite 200 Glen Allen, VA 23060 Re: Contract Renewal Notice City Secretary Contract No. 64071 (the "Contract") Renewal Term No. 1 of 3, August 22, 2026 to August 21, 2027 The above referenced Contract with the City of Fort Worth expires on August 21, 2026 (the "Expiration Date"). 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. og v/departments/fmance/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 I Finance I Contracts 100 Fort Worth Trail, Fort Worth, TX 76102 zz IT Finance Contractsgfortworthtexas.gov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 Docusign Envelope ID: 727A11E1-B635-8EB1-839C-1DDA61CB5EB9 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: Apex Systems, LLC nnN F D,o-cu, -Signed by: W u•rd �VI.VI.I�I UMSStr By: Dianna Giordano (Jun 9, 2026 15:37:29 CDT) By: Name: Dianna Giordano Name: hf Title: Assistant City Manager Title: Regional Leader, VP Date: 06/09/2026 Date: 6/4/2026 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: By: Name: Kevin Gunn Title: Director, IT Solutions Approved as to Form and Legality: r By: Candawce.a agliara (Jun 8, 2026 07:48:58 CDT) Name: Candace Pagliara Title: Sr. Assistant City Attorney Contract Authorization: M&C: 25-0827 Approval Date: 09/16/2025 Form 1295: 2025-1342164 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: .A.A6Va Angela Alonzo Sr. Administrative Services Mgr. City Secretary: By: Name: Jannette Goodall Title: City Secretary p 0 ....... G �O OpIdO oaQ '# C aaan�zasab`� OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 10/1/25, 1:28 PM M&C Review Official site of the City of For Wort , Texas ACITY COUNCIL AGEND FORT ORTH Create New From This M&C DATE: 9/16/2025 REFERENCE **M&C 25- LOG NAME: 041TS STAFF NO.: 0827 AUGMENTATION CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. (ALL) Authorize Execution of Non -Exclusive Cooperative Purchase Agreements for Staff Augmentation Using the Interlocal Purchasing System for an Annual Amount of $800,000.00 for ePlus Technology, Inc. and Authorize Renewal Options; Authorize Execution of Non -Exclusive Cooperative Agreements for Staff Augmentation Using Multiple Texas Department of Information Resources Cooperative Contracts for a Combined Annual Amount of $4,821,340.00 for Identified Vendors and Authorize Renewal Options for the Information Technology Solutions Department RECOMMENDATION: It is recommended that the City Council: 1. Authorize the execution of non-exclusive Cooperative Purchase Agreements for staff augmentation using The Interlocal Purchasing System Cooperative Contract No. TIPS 230105 with ePlus Technology, Inc., for an annual amount of $800,000.00 and authorize four one- year renewal options in the same annual amount; 2. Authorize the execution of non-exclusive Cooperative Purchase Agreements for staff augmentation using Texas Department of Information Resources Cooperative Contract No. DIR-CPO-5523 with Apex Systems LLC; Texas Department of Information Resources Cooperative Contract No. DIR-CPO-5474 with Internal Data Resources, Inc. and Texas Department of Information Resources Cooperative Contract No. DIR-CPO-5478 with TekSystems Inc. for a combined annual amount of $2,021,340.00 and authorize four one- year renewal options in the same annual amount; 3. Authorize the execution of non-exclusive Cooperative Purchase Agreements for staff augmentation using Texas Department of Information Resources Cooperative Contract No. DIR-CPO-5596 with Insight Global, LLC dba Delaware Insight Global, LLC for an amount of $2,000,000.00 and authorize four one-year renewal options in the same annual amount; and 4. Authorize the execution of non-exclusive Cooperative Purchase Agreement for staff augmentation using Texas Department of Information Resources Cooperative Contract No. DIR-CPO-5794 with Smith Temporaries, Inc. dba CornerStone Staffing for an amount of $800,000.00 and authorize four one-year renewal options. DISCUSSION: The Information Technology Solutions Department (IT Solutions) has historically utilized non-exclusive cooperative purchasing agreements to support staff augmentation services for the IT Solutions Department. The City utilizes a list of vendors to provide staff augmentation services specifically for technology -related needs. These contracts are managed by the IT Solutions Department and serve to provide qualified temporary personnel for various technical roles, including project -based support, specialized IT skills, and other short-term technology needs. November 2016, City Council approved Mayor & Council Communication (M&C) C-27983 authorizing agreements with four vendors to provide technology -related staff augmentation services in a combined aggregate amount of $2,100,000.00 annually under Texas Department of Information Resources (DIR) cooperative contracts. Since 2016, through various M&Cs, C-28636, C-28999, 20-0410, 21-0084, 21- 0456, 21-0733, 22-0444, 22-1020, 23-0119, 24-0309 the Information Technology Solutions (ITS) has expanded the number of vendors to eight for an annual combined authorization of $5,621,340.00 for apps.cfwnet.org/counciI_packet/mc_review.asp? I D=33687&counciIdate=9/16/2025 1 /4 10/1/25, 1:28 PM M&C Review information technology -related staff augmentation using DIR, Houston -Galveston Area Council (H- GAC), and General Services Administration (GSA) cooperative contracts. The purpose of this M&C is to update the list of staff augmentation vendors and cooperative agreements used for technology -related services. This update includes the removal of non -responsive vendors, the addition of new vendors to enhance recruitment capabilities. In prior M&C, a single spend authority was used to all approved vendors under the staff augmentation contracts. The current request, spend authority is not being consolidated. The vendors will have individual spend authority based on their respective contract timelines and cooperative agreement terms. This is due to the differing effective dates and expiration schedules associated with the cooperative contracts. This M&C does not increase the spend authority, the spend authority will remain. Upon approval, non-exclusive cooperative purchase agreements will be executed utilizing the following cooperative contracts: Cooperative Agency The Interlocal Purchasing System Texas Department of Information Resources Texas Department of Information Resources Cooperative Expiration Reference Date TIPS 230105 05/31 /2028 DIR-CPO-5523 08/21/2029 DIR-CPO-5474 08/12/2029 Texas Department of Information DIR-CPO-5478 08/21/2029 Resources Texas Department of Information DIR-CPO-5596 10/11/2029 Resources Texas Department of Information DIR-CPO-5794 02/14/2030 Resources Annual Amount $2,021,340.00 Shared spend authority with DIR- CPO-5523 Shared spend authority with DIR- CPO-5523 $2,000,000.00 The maximum annual amount allowed under the TIPS 230105 Cooperative Agreement with ePlus will be $800,000.00; 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-CPO-5523 Cooperative Agreements with Apex Systems LLC, DIR-CPO-5474 with Internal Data Resources, Inc., and DIR-CPO-5478 with TekSystems Inc. will be $2,021,340.00; however, the actual amount used will be based on needs of the department and available funding. The maximum annual amount allowed under the DIR-CPO-5596 Cooperative Agreements with Insight Global, LLC dba Delaware Insight Global, LLC will be $2,000,000.00; however, the actual amount used will be based on needs of the department and available funding. The maximum annual amount allowed under the DIR-CPO-5794 Cooperative Agreements with Smith Temporaries, Inc. dba CornerStone Staffing will be $800,000.00; however, the actual amount used will be based on needs of the department and available funding. Funding will be available upon adoption of the Fiscal Year 26 Operating budget. Other departments will provide separate funding when making a request for the use of staff augmentation services. A funds availability verification will be performed by the participating department prior to the request. Funding will be budgeted in Consultant & Other Prof Service account within the Info Technology Systems Fund and in various accounts within the participating departments operating budgets, as appropriated for Fiscal Year 2026. apps.cfwnet.org/counciI_packet/mc_review.asp? I D=33687&counciIdate=9/16/2025 2/4 10/1/25, 1:28 PM M&C Review 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 past 2030 without seeking Council approval. BUSINESS EQUITY: A 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 as long as sufficient funds have been appropriated. AGREEMENT TERM: Upon City Council's approval, these agreements 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, 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 above recommendations and upon adoption of the Fiscal Year 2026 Budget by the City Council, funds will be available in the Fiscal Year 2026 Operating Budget, as 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 # Amount ID ID Year i (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by_ Dianna Giordano (7783) Originating Department Head: Kevin Gunn (2015) Additional Information Contact: Cynthia Tyree (6689) apps.cfwnet.org/council_packet/mc_review.asp?ID=33687&councildate=9/16/2025 3/4 10/1/25, 1:28 PM ATTACHMENTS M&C Review FID Table Staff Augmentation 2025.xlsx (CFW Internal) Form 1295 Certificat teksystems.pdf (CFW Internal) Form 1295 Certificate 101407104.pdf (CFW Internal) Form 1295 Certificate 2025 101403995.pdf (CFW Internal) Form 1295 Certificate COFW It Solutions Staff Aug MC.pdf (CFW Internal) Form 1295 Certificate Signed.pdf (CFW Internal) apps.cfwnet.org/counciI_packet/mc_review.asp? I D=33687&counciIdate=9/16/2025 4/4 FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Apex Systems, LLC Subject of the Agreement: First Renewal to CSC 64071 of Apex Systems, LLC 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 ❑ No 0 64071-Rl 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: August 21, 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.