HomeMy WebLinkAboutContract 44249-R1 .7 2016 CSC No. 44249
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CITY OF FORT WORTH
REQUEST TO EXERCISE RENEWAL OPTION
May 18, 2016 CITY SECRETAW rj�i
CONTRACT NO.. `1'/��_
Intelight Inc.
3450 S.Broadmont St STE 126
Tucson,AZ 85713
Re: REQUEST TO EXERCISE RENEWAL OPTION
Contract No.CSC No.44249
(the "Contract")
Renewal Term March 4, 2016 through March 3, 2017
The above referenced Contract expired on March 3, 2016. Pursuant to the Contract, renewals are at the mutual
agreement of the parties. This letter is to inform you that the City requests renewal of CSC No. 44249 for an
additional one year period, which will begin immediately upon the expiration of the current term and will end on
March 3, 2017. All other terms and conditions of CSC No. 44249 remain unchanged. Please return your signed
agreement letter, along with a copy of your current insurance certificate, to the address set forth below.
Please log onto BuySpeed Online at httv://fortworthtexas.gov/Durchasing to insure that your company information
is correct and up-to-date. If you have any questions concerning this Request for Contract Renewal, please contact
me at the telephone number listed below.
Sincerely yours,
Sheila Baker,Senior Buyer FMS,
Purchasing Division
817.392.8356
I hereby acknowledge receipt of the Contract Renewal Notice for CSC No 44249 for a one year period
ending on March 3,2017.
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Susanla 's,Assistant City Manager ary J.Kayser,City cretary
Date: �9 11 o I �'' M&C No.p—1141_
OFFICIAL:RECORD
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CITY SEJUN 14 2016
FT.WO6i- SCAMN10,
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 1/15/2013
DATE: Tuesday,January 15,2013 REFERENCE NO.: **P-11478
LOG NAME: 13P12-0056 ATC SOFTWARE AG
SUB.TECT:
Authorize Execution of a Professional Services Agreement with Intelight, Inc., in the Amount Not to Exceed
$534,600.00 for the Initial Term for Traffic Signal Controller Software Licenses,Maintenance and Related
Services for the Transportation Public Works Department(ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize execution of a professional services Agreement with
Intelight,Inc., in the amount not to exceed$534,600.00 for the initial term for traffic signal controller
software,maintenance and related services for the Transportation Public Works Department.
DISCUSSION:
The City is currently in the process of improving traffic signal operations city wide by upgrading traffic
signal controllers to provide more effective signal timing capabilities.On September 25, 2012(P-11435),the
City Council approved the purchase of advanced transportation controllers used to operate the traffic signal
timing at signalized intersections.This professional services Agreement with Intelight, Inc.,will continue the
improvement effort by providing the traffic signal controller software used by the advanced transportation
controllers. Intelight,Inc., will provide traffic signal controller software licenses, maintenance and related
professional services to upgrade traffic signal capabilities and improve signal timing and maintenance.
The new traffic signal controllers and operating software include features that address many of the challenges
of today and the future which cannot be effectively accommodated with existing technology, this includes
bus and rail transit priority,improved emergency vehicle preemption,and signal timing that can
automatically adapt to changing traffic demand along major arterials.The new software will also improve
maintenance practices by allowing Staff to access the software through common web browsers for
monitoring and response.
The software purchase cost is$291,000.00. Related professional services are estimated to be up to
$243,600.00 for the first three year term.
RFP ADVERTISEMENT—The Request for Proposals(RFP) No. 12-0056 was advertised in the Fort Worth
Star—Telegram on January 18,2012,January 25, 2012, February 1, 2012 and February 8, 2012.The City of
Fort Worth,in conjunction with the City of Dallas and the City of Richardson,advertised the RFP for traffic
signal controller software. The City of Fort Worth was the lead agency for this procurement.Eighty—six
vendors were notified from the Purchasing vendor database and six vendors were notified through email. On
March 8,2012,four proposals were received in response to the RFP.
The proposals were evaluated by an evaluation committee consisting of Staff from the Transportation and
Public Works Department,the City of Richardson and the City of Dallas. The committee ranked the
proposals based on evaluation criteria, including ability to meet functional requirements,technical
competency,compliance with published standards and specifications,innovative solutions, software
development resources and experience. Based on the evaluation criteria, the committee determined that the
a
two highest ranked vendors would be invited to the City for interviews and to present their software solution.
On May 9-10,2012,the top two vendors were interviewed and presented their solutions to the evaluation
committee.Based on the proposals, the presentations, and the interviews,the evaluation committee
determined that Intelight, Inc.,provides the best overall solution for the City,considering the relative
importance of price and the other factors included in the RFP.
PRICE ANALYSIS —The City has no previous history for this type of purchase.The proposal provided by
Intelight,Inc.,was the lowest priced proposal of all proposals received for this RFP.Overall,price is
determined to be fair and reasonable.
M/WBE—A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing
Division and approved by the M/WBE Office because the purchase of goods or services is from sources
where subcontracting or supplier opportunities are negligible.
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—This Agreement shall begin upon execution and remain in effect for a period of
three years.
RENEWAL OPTIONS—Following the Initial Term,this Agreement may be renewed for maintenance and
support for up to seven successive one—year terms at the City's option.The base maintenance fee shall be
$7,500.00, subject to a two percent annual increase. 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 terms.
FISCAL INFORMATION:
The Financial Management Services Director certifies that funds are available in the current capital budget,
as appropriated,of the 2007 Critical Capital Projects Fund,and the Operating Budget, as appropriated,of the
General Fund.
BQN\12-0056\AMG
FUND CENTERS:
IQ Fund/Account/Center FROM Fund/Account/Centers
C295 541200 201740085230 $291.000.00
GG01 539120 0204001 $243.600.00
CERTIFICATIONS:
Submitted for City Manager's Office bv: Susan Alanis (8180)
Originating Department Head: Lena Ellis (8517)
Additional Information Contact: Angela Gonzales (7648)
Jack Dale (8357)
ATTACHMENTS
1.00852 CMAO FAR-00009.p�ff
2.c295 485212 201719990100.doc
3.MWBE Form 12-0056.pdf