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Home My WebLink AboutContract 54205-R3 CSC No. 54205-R3 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE September 2, 2022 Digital Resources, Inc. Attn: Wendy Bock_ 2107 Greenbriar Dr. Suite B Southlake, TX. 76092 Re: Contract Renewal Notice Contract No. CSC No. 54205 (the "Contract") Renewal Term No. 3: December 1, 2022 to November 30, 2023 The above referenced Contract with the City of Fort Worth expires on November 30,2022. 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 htti)s://www.fortworthtexas.gov/departments/finance/purchasing._ If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Katie May Administrative Assistant 200 Texas Street Fort Worth, TX, 76102 Katherine.may@fortworthtexas.gov (817) 392-8894 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:] Cite: Vendor. Yah.kit By: 7.Wi,W.shington(Sep 9,202216:31 CDT) By: Name: Valerie Washington Name: Wendy B k Title: Assistant City Manager Title: President Date: Sep 9, 2022 Date: September 6, 2022 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: Cynthi yree(Sep 7,202211:22 CDT) Approved as to Form and Legality: Name: Cynthia Tyree Title: Sr. IT Solutions Manager By: City Secretary: Name: Taylor Paris Title: Assistant City Attorney dd By; ette S.Goodatt(Sep 12,2022 09 CDT) Contract Authorization: Name: Jannette Goodall M&C: P- 12245 Title: City Secretary a�FORT��aa o 016 ° g�•1D 000 S=d °000 oo°*A, J000000. ° AV SEX 455' OFFICIAL RECORD CITY SECRETARY Contract Renewal FT. WORTH, TX official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FART WORTII COUNCIL ACTION: Approved on 8/28/2018 Create New From This MSC DATE: 8/28/2018 REFERENCE P-12245 LOG NAME: 13P18-00427797 AUDIO VISUAL NO.: EQUIPMENT SB CPE CODE: P TYPE: NON- PUBLIC NO CONSENT HEARING: SUBJECT: Authorize Purchase Agreement for New and Replacement Audio/Visual Hardware, Software, and Technology, Maintenance and Support Services, Installation and Design, and Other Related Camera Equipment from Digital Resources, Inc., Using a Cooperative Contract for a Total Annual Amount Up to $1,500,000.00 for the Communication and Public Engagement Department (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize a Purchase Agreement for new and replacement audio/visual hardware, software, and technology, maintenance and support services, installation and design, and other related camera equipment from Digital Resources, Inc., using The Interlocal Purchasing System Contract Nos.171001 and 161101 and Texas Department Information Resources Contract No. TSO-3943 for a total amount up to $1,500,000.00 per year with options to renew for the Communication and Public Engagement Department. DISCUSSION: The City Manager's Office, Communication and Public Engagement Department, will use this Agreement to purchase new and replacement hardware, technology, maintenance and support services, software and asset recovery on an as-needed basis. This Agreement will also be utilized for installing Audio/Visual equipment including projectors, screens, displays, digital signage equipment, sound and amplification equipment, and audio visual controller equipment and installation and design and other related audio visual equipment, production equipment and cameras. The Vendor associated cooperative contracts are as follows: CONTRACT INFORMATION s CONTRACT END DATE DIR-TSO-3943 Technology Based Conferencing August 2, 2021 TIPS Contract No. 171001 Audio Visual Equipment/Services March 26,2020 TIPS Contract No. 161101 Interactive Presentation Systems February 27,2020 PRICE ANALYSIS - The Interlocal Purchasing System (TIPS) and Texas Department Information Resources (DIR) contracts offer fixed discounts. Staff reviewed the pricing and found pricing to be fair and reasonable. 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 purchase of the item. The TIPS and DIR contracts were competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. M/WBE OFFICE - A MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. SUCCESSOR CONTRACTS - To facilitate planning and budgeting, Staff would prefer to have annual Agreements that align with the Fiscal Year. However, the TIPS and DIR Agreements are out of alignment with the City's Fiscal Year and the current terms will expire on the dates included above. In order for these Agreements to align with the City's Fiscal Year, adoption of this Mayor and Council Communication (M&C) technically authorizes (i) a series of Purchase Agreements, each of which will align to a term of the DIR or TIPS Agreement to ensure legal authority exists for the contract, and (ii) an annual spend amount, future years of which would be subject to City Council appropriation. In the event that a Cooperative Agreement is not renewed, Staff would cease purchasing at the end of the last Purchase Agreement coinciding with the valid Cooperative Agreements. 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. The City will initially use TIPS Contract No. 171001, TIPS Contract No. 161101, and DIR Contract No. DIR-TSO 3943 to make purchases authorized by this M&C. As noted, TIPS Contract No. 171001 expires on March 26, 2020, TIPS Contract No. 161101 expires February 27, 2020, and DIR-TSO-3943 expires on August 2, 2021. If TIPS Contract Nos. 171001 and 161101 and DIR Contract No. DIR-TSO-3943 are extended, this M&C authorizes the City to purchase similar equipment and supplies under the extended contracts. If TIPS Contract Nos. 171001 and 161001 and DIR Contract No. DIR-TSO-3943 are not extended, but TIPS and DIR execute new cooperative contracts with Digital Recourses with substantially similar terms as TIPS Contract Nos. 171001 and 161101 and DIR Contract No. DIR-TSO-3943, this M&C authorizes the City to purchase the equipment and supplies under the new TIPS and DIR contracts. ADMINISTRATIVE CHANGE ORDER- An administrative change order or increase may be made by the City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERM - Upon City Council's approval, this Agreement shall commence on August 8, 2018 and shall expire to correspond with the terms of the cooperative contract. RENEWAL OPTIONS -This Agreement may be renewed for additional one-year terms according to the cooperative agreement 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 term. Staff anticipates the cost for renewal years will be the same as for the first year. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available within the existing appropriations of the General Capital Project Fund, PEG Fees, for these expenditures, and that prior to an expenditure being made, the participating department has the responsibility to validate the availability of funds. BQN\18-00427797\SB 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: Susan Alanis (8180) Originating Department Head: Cynthia Garcia (8525) Additional Information Contact: Sheila Baker (8356) Cynthia B. Garcia (8525) ATTACHMENTS DIGITIAL RESOURCE 1295.pdf (Public) DIR-TSO-3943 Contract Detail.pdf (CFW Internal) SAMS 07-18-2018.pdf (CFW Internal) TIPS-DIGITAL RESOURCES 171001AND161101.pdf (CFW Internal)