HomeMy WebLinkAboutContract 56157-R1 CSC No.56157-R1
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
November 5, 2021
AVI-SPL, LLC
Attn: Steve Benjamin, EVP
6301 Benjamin Road, Suite 101
Tampa, FL 33634
Re: Contract Renewal Notice
Contract No. CSC No. 56157 (the "Contract")
Renewal Term No. 1: December 1, 2021 to November 30, 2022
The above referenced Contract with the City of Fort Worth expires on November 30, 2021
(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 a copy of 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. Failure to provide a signed acknowledgment does not affect
the renewal.
To ensure that your company information is correct and up-to-date,please log onto PeopleSoft
Purchasing at hLtps://www.fortworthtexas.gov/departinents/finance/Turchasing,
v�/departinents/finance/purchasing,
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
Kathy Agee-Dow
Sr. Contract Compliance Specialist
200 Texas Street
Fort Worth, TX, 76102
Kathryn.Agee-Dow&fortworthtexas.gov
(817) 392 - 8461
OFFICIAL RECORD
CITY SECRETARY
Contract Renewal FT.WORTH, TX
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City: Vendor:
Steve Benjamin, Digitally signed by Steve Benjamin,
Executive Vice President
By: Valerie Washington(Nov 18,202113:04 CST) By: Executive Vice President Date:2021.11.1212a2a5-05'00'
Name: Valerie Washington Name: Steve Benjamin
Title: Assistant City Manager Title: EVP
Date: Nov 18, 2021 Date: II-12-2021
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
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
By: performance and reporting requirements.
Name: Kevin Gunn
Title: Director,IT Solutions
By:
CynthiSO yree(Nov 15,202114:45 CST)
Approved as to Form and Legality: Name: Cynthia Tyree
Title: Sr. IT Solutions Manager
By: City Secretary:
Name: Taylor Paris
Title: Assistant City Attorney l
Contract Authorization: Name: Ronald Gonzales p�d4��n�
M&C: 21-0459 Title: Acting City Secretary p fit'on 4a
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and EXASoQAY
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2,572
11/15/21,2:42 PM M&C Review
CITY COUNCIL AGENDA THE CITY OF FORT WORTH LOGO.
DATE: 6/22/2021 REFERENCE **M&C 21- LOG NAME: 13P AV INSTALLATIONS ADK
NO.: 0459 ITS
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT. (ALL) Authorize a Non-Exclusive Purchase Agreement with Various Vendors for New and
Replacement Audio/Visual Hardware, Software, Technology, and Maintenance and
Support Services Using Cooperative Contracts in an Annual Amount of$800,000.00 with
Two One-Year Renewals for the Same Annual Amount for the Information Technology
Solutions Department
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive purchase agreements with Audio Visual
Innovations, Digital Resources, Inc., Infinity Sound, LTD., AVI Systems, Inc., and Designs That Compute,
Inc. for new and replacement hardware, software, technology, and maintenance and support services for the
installation of audio/visual equipment in City facilities using cooperative contract in the annual amount of
$800,000.00 with Two One-Year Renewals for the same annual amount for the Information Technology
Solutions Department.
DISCUSSION:
On June 26, 2018, City Council approved Mayor and Council Communications (M&C) P-12223, authorizing
similar agreements for audio/visual (AV) equipment and services. The Information Technology Solutions
(ITS) Department has since utilized all available renewal options and this action seeks approval for new
authority for continued services.
The ITS Department will use these non-exclusive purchase agreements to purchase new and replacement
hardware, technology, and maintenance and support services from the specified vendors for all City
departments on an as-needed basis. These agreements will also be utilized for installing AV equipment
including projectors, screens, displays, digital signage equipment, sound and amplification equipment, and
audio visual controller equipment for installation in all City-owned or leased facilities.
Installations under these agreement are considered "non-standard," meaning they are needed for
auditoriums, court rooms, or other unique spaces. These installations typically require the vendor to perform
a walk-through and to advise on the needed equipment, configuration, and installation services. For each
need installation and/or project, bids will be requested from each contracted vendor to ensure the City is
receiving the best pricing. ITS Department will ensure that each vendor is given equal opportunity to earn a
minimum of 10\% of the business. No specific contract amount is guaranteed.
Staff anticipate additional AV needs with the purchase of a new City Hall building. These agreements and
spending authority will be made available for any AV need. The departments will utilize various cooperative
contracts as listed below.
Vendor Name Cooperative Cooperative Expiration
Contract Date
AVI Systems Inc. TIPS 200904 November 30, 2023
AVI-SPL TIPS 200904 November 30, 2023
Visional ity/Designs that TIPS 200904 November 30, 2023
Compute
Digital Resources Inc. TIPS 200904 November 30, 2023
TIPS 200904 was published on September 3, 2020 and bids were opened on October 16, 2020
AGREEMENT TERMS - Upon City Council's approval, these agreements will be executed and expire on
November 30, 2021 in accordance with the respective cooperative contracts.
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RENEWAL TERMS - The Agreement may be renewed for two (2) one-year renewal options for the same
annual amount. The renewals do not require specific City Council approval as long as sufficient funds have
been appropriated.
COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a
Cooperative Purchasing Agreement satisfies any state law requiring that the local government seek
competitive bids for the purchase of the item. The contract was competitively bid to increase and simplify
the purchasing power of government entities across the State of Texas.
BUSINESS EQUITY- An M/WBE 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.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendations, funds are available in the
current operating budget, as appropriated, in the participating departments' Operating Funds to support the
approval of the above recommendation and award of the contracts. Prior to an expenditure being made,
the participating department has the responsibility to validate the availability of funds.
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Fund Department Account Project Program Activity Budget Reference# Amount
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FROM
Fund Department Account Project Program Activity Budget Reference# Amount
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Submitted for City Manager's Office by_ Jay Chapa (5804)
Valerie Washington (6192)
Originating Department Head: Reginald Zeno (8517)
—g� g—p
Kevin Gunn (2015)
Additional Information Contact: Cynthia Garcia (8525)
Ashley Kadva (2047)
ATTACHMENTS
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