HomeMy WebLinkAboutContract 42877-A4 CITY sF-,cR TA'-
CONTUCT NO. U ,-.-
AMENDMENT NO. 4
To City Secretary Contract No.42877
Professional Services Agreement with
Accela, Inc.
WHEREAS, the City of Fort Worth ("City") and ACCELA, Inc., ("Consultant") made
and entered into City Secretary Contract ("CSC") No. 42877, (the "Agreement"), which was
authorized by City Council via M&C C-25422 on January 31, 2012; and
WHEREAS, the Agreement involves implementation services for Automation Permitting
System Software, training and maintenance services for the Planning and Development Department;
and
WHEREAS, the parties previously modified the Agreement via CSC No. 42877-A1 to
extend the term of performance and increase the cost of the Agreement for unanticipated additional
services; and CSC No. 42877-A2 to increase the costs to include additional licenses and
maintenance; and CSC No. 42877-A3 to adjust the total fees paid to Consultant; CSC Nos. 42877,
42877-A1, 42877-A2, and 42877-A3 are collectively referred to herein as the Agreement; and
WHEREAS, the parties wish to further amend the Agreement to extend the Term to add
additional licenses and maintenance to be covered under the Agreement.
NOW THEREFORE, City and Consultant acting herein by and through their duly
authorized representatives,hereby covenant and agree as follows:
1.
Attachment A-1 and Attachment B-1, are hereby amended to add four (4) additional
Accela Mobile Office Named User License Packs (5 named user licenses per pack) and
maintenance and support fees for such licenses, in accordance with the Quote, which is attached
hereto and made a part of this Agreement for all purposes.
2.
Section 2, Term, is hereby amended to extend the Term of the Agreement to expire upon
May 30, 2015, unless terminated earlier in accordance with the provisions of this Agreement. This
extension of the Term shall be solely for the purpose of adding additional licenses for software and
maintenance, and not for implementation services.
Accela Inc.,PSA Automation Permitting System Dr Pyv2 8.
Amendment No.4 to CSC No.42877 ® I�
Page 1 of 2 OFFICIAL RECORD
CITY SECRETARY FT. WORTH, TX
RECEIVED NOV 2 5 2014
3.
Section 3, Compensation, is hereby amended to increase the fees to be paid to Consultant
by $50,577.00 for additional licenses and maintenance under the Agreement. This increase will
result in an amended total contract amount not to exceed$813,757.00
4.
All other provisions of the Agreement, which are not expressly amended herein, shall
remain unchanged and in full force and effect.
EXECUTED and AGREED on this the4%f day of ,
2014, in Fort Worth, Tarrant County, Texas.
CITY OF FORT WORTH: ATTEST:
Fernando Costa Mary J.Kay !Q
Assistant City Manager City Secretary
°
APPROVED AS TO FORM CONTRACT AUTHORIZ I 0000000
AND LEGALITY: X�S
Approved: q
Maleshia B. armer
Senior Assistant City Attorney
ACC LA,INC.
3 �e� Tvwy
G1gi�.f �..�tt� d f-4it�r
ATTEST:
Name:
Title: e��i :�•N. r vt t
Accela Inc.,PSA Automation Permitting System ra opy v2 8.21.2014
Amendment No.4 to CSC No.42877 OFFICIAL RECORD
Page 2 of 2
CITY SECRETARY
FT.WORTH,TX
M Accela
Bettor government through civic engagement
June 30, 2014
Fort Worth, TX
ISS/GIS 1000 Throckmorton
Ft.Worth Texas United States
76102
RE: Quote Number: Q-01846-1 Fort Worth Dev Services AMO licenses 3rd party contractors
Attached please find a quote for the products and services you requested.
Please refer to the Notes section for detailed information regarding this quote. It includes information on submitting a
purchase order, payment terms, costs for on-site assistance, hardware, or other equipment, and requirements for
developing a final Statement of Work.
If you have any questions regarding this estimate, please feel free to contact me at 214-507-4143 or via e-mail at
btaylor @accela.com.
Regards,
Barbara Taylor
Sr. Account Manager
Accela, Inc.
Page 1 of 4
M Accela
BOW w4sewnwd
Quote Number:Q-01846-1 Date:June 30,2014 Quote Type:Quote,Valid Until:October 31,2014,Fort Worth,
TX
Mobile Office
PART# DESCRIPTION QTY UNIT PRICE EXTENDED NET PRICE
LClOCAM00050601 Accela Mobile Office User License Packs 4 USD 10,995.0000 USD USD 41,781.00
(includes 5 named users) 43,980.00
MIIOOAMOM120601 Accela Mobile Office Annual Maintenance 1 USD 8,796.0000 USD 8,796.00 USD 8,796.00
and Support
Subtotal USD 50,577.00
TOTAL: USD 50,577.00
Page 2 of 4
M Acceta
0~sw arrwwt*so*&&aq%anant
License Summary
Product QTY Net Price
Accela Mobile Office User License Packs(includes 5 named 4.00 USD 41,781.00
users)
Subtotal USD 41,781.00
TOTAL: USD 41,781.00
Maintenance Summary
Product QTY Annual Maintenance
and Support Net Price
Accela Mobile Office Annual Maintenance and Support 1.00 USD 8,796.00
Subtotal USD 8,796.00
TOTAL: USD 8,796.00
Page 3 of 4
0 Accela
Better government through civic engagement
NOTES:License and Maintenance Only
This quote is valid until August 20,2014. After this date,all prices are subject to change. This quote supersedes any previous written
or verbal estimate for products and installation services. In order to procure the above-mentioned services,please sign below submit a
purchase order with the following information:
1. Signature of authorized personnel(if there is a signature line on the purchase order)
2.Estimate Number
3.Date
In order to expedite the process,please submit authorization via e-mail to contractsadmin @accela.com and also fax to the Attn. of
Contracts Administration at(925)407-2722. Please note that if faxing a purchase order,submit both front and back and send the
original purchase order in the mail to Attn: Contracts Administration,Accela,Inc. 2633 Camino Ramon, Suite 500,Bishop Ranch 3,
San Ramon,CA 94583.
Payment Terms: All license fees are fixed-price deliverables for which full payment is due upon signing or receipt of Agency
purchase order.Payment obligations hereunder are non-cancelable and any sums when paid are non-refundable.
The Maintenance Fees are for the licenses being purchased under this quote.These fees are in addition to any existing maintenance
fees on current Accela software products that you may already have purchased.The maintenance period for the licenses being
purchased under this quote will begin upon delivery of such licenses to the agency.The Maintenance Fees are fixed-priced
deliverables for which full payment is due upon signing or receipt of Agency purchase order.
Agency will be responsible for payment or reimbursement to Accela,Inc. any and all federal,state,provincial and local taxes and
duties that are applicable,except those based on Accela's net income.
If the Agency requires additional on-site assistance,a separate estimate will be provided.
These costs do not include hardware or equipment. Please contact your selected hardware vendor for additional hardware or software
costs.
The pricing set forth herein reflects information generally known to Accela,supplied to Accela by client,and based on Accela's
interpretation of the work to be performed.Further information gathered through detailed investigation and configuration analysis by
Accela is required before a final Statement of Work and pricing can be mutually agreed upon.
Alternate Terms Disclaimed: The parties expressly disclaim any alternate terms and conditions accompanying drafts and/or purchase
orders issued by Customer.
Page 4 of 4
M&C Review Page 1 of 2
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA F°R�H
COUNCIL ACTION: Approved on 10/14/2014 -Ordinance No. 21494-10-2014
REFERENCE ** 063RD PARTY AMO
DATE: 10/14/2014 NO.: C-27027 LOG NAME: LICENSES-AMENDMENT 4
TO CSC42877
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Adopt Appropriation Ordinance Increasing Receipts and Appropriations in the General
Fund in the Amount of$50,577.00 for the Purpose of Authorizing Execution of Amendment
No. 4 to City Secretary Contract No. 42877 with Accela, Inc., for the Purchase of
Automation Mobile Office Licenses for Sublicense to Third Party Inspection Services Firms,
Authorize Sublicense Agreements with Various Third Party Inspection Services Firms and
Authorize the Planning and Development Department to Accept Reimbursement from
Those Firms (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in
the General Fund in the amount of$50,577.00.
2. Authorize Amendment No. 4 to City Secretary Contract No. 42877 with Accela, Inc., in the amount
of$50,577.00 for the purchase of automated mobile licenses for third party inspection services firms.
3. Authorize sublicense Agreements with various third party inspection firms and authorize the
Planning and Development Department to accept reimbursement from those firms.
DISCUSSION:
The contract recommended by this Mayor and Council Communication is for the purchase of 20
additional licenses to the existing Mobile Office module of the Automation permitting system. These
licenses will be leased back to existing Third Party Firms resulting in no end cost to the City after
reimbursement. Providing these licenses will give third party inspection services firms a faster, more
reliable method for connecting to the City's permitting system that will help to facilitate the expeditious
collection of inspection data, ultimately giving customers more timely information.
To fund this purchase, Staff is requesting a Fiscal Year 2015 appropriation in the amount of
$50,577.00 to cover these costs until the City is reimbursed in full within 30 days of execution of the
sublicense agreement by the third party inspection services firms. The third party inspection services
firms will continue to reimburse the City annually for the maintenance costs of these additional 20
licenses.
PRICE ANALYSIS—Accela Inc., has proposed a cost of$50,577.00 to include all 20 licenses and the
first year of maintenance. Staff has reviewed this price and determined it to be fair and reasonable
for the product proposed.
RENEWAL OPTIONS—The maintenance may be renewed for up to two additional one-year terms by
mutual Agreement of the parties. 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. The pricing for maintenance for each year will increase by five percent per year from
the current maintenance charge of$8,796. This amount will be reimbursed to the City each year by
the third party inspection services firms.
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=20348&councildate=l 0/14/2014 11/19/2014
M&C Review Page 2 of 2
M/WBE Office-A waiver of the goal of M/WBE subcontracting requirements was requested by the
Planning and Development Department and approved by the M/WBE Office because the purchase of
goods and services is from sources where subcontracting or supplier opportunities are negligible.
This contract will include ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director certifies that upon approval of the above
recommendations, funds will be available as appropriated, of the General Fund. The Planning and
Development Department is responsible for the collection and deposit of funds due to the City.
TO Fund/Account/Centers FROM Fund/Account/Centers
GG01 539120 0062030 $50.577.00 GG01 539120 0062030 $50.577.00
GG01 467050 0062030 $50,577.00
Submitted for City Manager's Office by: Fernando Costa (6122)
Originating Department Head: Randle Harwood (6101)
Additional Information Contact: Allison Gray (8030)
ATTACHMENTS
AO - 06AMENDMENT 4 TO CSC42877 - 3RD PARTY AMO LICENSES.0
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=20348&councildate=10/14/2014 11/19/2014