HomeMy WebLinkAboutContract 36789 CITY SECRETARY
CONTRACT NO.
PROFESSIONAL SERVICES AGREEMENT
This PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into by
and between the CITY OF FORT WORTH (the "City"), a home rule municipal corporation situated in
portions of Tarrant, Denton and Wise Counties, Texas, acting by and through Karen L. Montgomery, its
duly authorized Assistant City Manager, and SIGNATURE TECHNOLOGY GROUP INC. ("STG"), an
Arizona Corporation and acting by and through Phil Woudenberg, its duly authorized Vice President
Sales and Marketing.
1. SCOPE OF SERVICES.
STG hereby agrees to provide the City with professional consulting services for the purpose of
providing mainframe peripheral equipment maintenance, repairs and parts. Attached hereto and
incorporated for all purposes incident to this Agreement is Exhibit "A," Statement of Work, more
specifically describing the services to be provided hereunder.
2. TERM.
The initial term ("Term") of this Agreement shall begin on the date last executed by all parties
("Effective Date") and be effective for a period of one (1) year ("Initial Term"), unless terminated earlier
in accordance with any applicable provision set forth herein. The City shall have the option to renew this
Agreement for four(4) consecutive one-year periods.
3. COMPENSATION.
The City shall pay STG in accordance with the provisions of this Agreement as specified in
Exhibit "B," Pricing and Payment Schedule, which is attached hereto and made a part of this
agreement for all purposes. STG shall not perform any additional services for the City not specified by
this Agreement unless the City requests and approves in writing the additional costs for such services.
The City shall not be liable for any additional expenses of STG not specified by this Agreement unless the
City first approves such expenses in writing.
4. TERMINATION.
4.1. Written Notice.
The City or STG may terminate this Agreement at any time and for any reason by
providing the other party with 30 days written notice of termination.
4.2 Non-appropriation of Funds.
In the event no funds or insufficient funds are appropriated by the City in any fiscal period
for any payments due hereunder, City will notify STG of such occurrence and this Agreement
shall terminate on the last day of the fiscal period for which appropriations were received without
penalty or expense to the City of any kind whatsoever, except as to the portions of the payments
herein agreed upon for which funds shall have been appropriated.
4.3 Duties and Obligations of the Parties.
In the event that this Agreement is terminated prior to the Expiration Date, the City shall
pay STG for services actually rendered up to the effective date of termination and STG shall
continue to provide the City with services req..uested Eby the City and in accordance with this
Agreement up to the effective date ofterminatiart;>'h."'
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5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION.
STG hereby warrants to the City that STG has made full disclosure in writing of any existing or
potential conflicts of interest related to STG's services under this Agreement. In the event that any
conflicts of interest arise after the Effective Date of this Agreement, STG hereby agrees immediately to
make full disclosure to the City in writing. STG, for itself and its officers, agents and employees, further
agrees that it shall treat all information provided to it by the City as confidential and shall not disclose any
such information to a third party without the prior written approval of the City. STG shall store and
maintain City Information in a secure manner and shall not allow unauthorized users to access, modify,
delete or otherwise corrupt City Information in any way. STG shall notify the City immediately if the
security or integrity of any City information has been compromised or is believed to have been
compromised.
6. RIGHT TO AUDIT.
STG agrees that the City shall, until the expiration of three (3) years after final payment under
this contract, have access to and the right to examine at reasonable times any directly pertinent books,
documents, papers and records of the STG involving transactions relating to this Contract at no
additional cost to the City. STG agrees that the City shall have access during normal working hours to
all necessary STG facilities and shall be provided adequate and appropriate work space in order to
conduct audits in compliance with the provisions of this section. The City shall give STG reasonable
advance notice of intended audits.
STG further agrees to include in all its subcontractor agreements hereunder a provision to the
effect that the subcontractor agrees that the City shall, until expiration of three (3) years after final
payment of the subcontract, have access to and the right to examine at reasonable times any directly
pertinent books, documents, papers and records of such subcontractor involving transactions related to
the subcontract, and further that City shall have access during normal working hours to all subcontractor
facilities and shall be provided adequate and appropriate work space in order to conduct audits in
compliance with the provisions of this paragraph. City shall give subcontractor reasonable notice of
intended audits.
7. INDEPENDENT CONTRACTOR.
It is expressly understood and agreed that STG shall operate as an independent contractor as to
all rights and privileges granted herein, and not as agent, representative or employee of the City. Subject
to and in accordance with the conditions and provisions of this Agreement, STG shall have the exclusive
right to control the details of its operations and activities and be solely responsible for the acts and
omissions of its officers, agents, servants, employees, contractors and subcontractors. STG
acknowledges that the doctrine of respondeat superior shall not apply as between the City, its officers,
agents, servants and employees, and STG, its officers, agents, employees, servants, contractors and
subcontractors. STG further agrees that nothing herein shall be construed as the creation of a
partnership or joint enterprise between City and STG.
8. LIABILITY AND INDEMNIFICATION.
STG SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS,
PROPERTY DAMAGE ANDIOR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL
PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT
CAUSED BY THE NEGLIGENT ACT(S) OR OMISSIONS), MALFEASANCE OR INTENTIONAL
MISCONDUCT OF STG, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES.
STG COVENANTS AND AGREES TO, AND DOES --H REBY, INDEMNIFY, HOLD
HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGJcN;[ 5 RVANTS AND EMPLOYEES,
FROM AND AGAINST ANY AND ALL CLAIMS OR LAWSUIT ,,f?, 1R EITHER PROPERTY DAMAGE
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OR LOSS {INCLUDING ALLEGED DAMAGE OR LOSS TO STG'S BUSINESS AND ANY
RESULTING LOST PROFITS) ANDIOR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND
ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, ARISING OUT
OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE
NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF STG, ITS OFFICERS, AGENTS,
SERVANTS OR EMPLOYEES.
9. ASSIGNMENT AND SUBCONTRACTING.
STG shall not assign or subcontract any of its duties, obligations or rights under this Agreement
without the prior written consent of the City. If the City grants consent to an assignment, the assignee
shall execute a written agreement with the City and the STG under which the assignee agrees to be
bound by the duties and obligations of STG under this Agreement. The STG and Assignee shall be jointly
liable for all obligations under this Agreement prior to the assignment. If the City grants consent to a
subcontract, the subcontractor shall execute a written agreement with the STG referencing this
Agreement under which the subcontractor shall agree to be bound by the duties and obligations of the
STG under this Agreement as such duties and obligations may apply. The STG shall provide the City with
a fully executed copy of any such subcontract.
10. INSURANCE.
STG shall provide the City with certificate(s) of insurance documenting policies of the following
minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this
Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability
$1,000,000 Each Occurrence
$1,000,000 Aggregate
(b) Automobile Liability
$1,000,000 Each accident on a combined single limit basis or
$250,000 Bodily injury per person
$500,000 Bodily injury per person per occurrence
$100,000 Property damage
Coverage shall be on any vehicle used by the STG, its employees, agents,
representatives in the course of the providing services under this Agreement.
"Any vehicle" shall be any vehicle owned, hired and non-owned
(c) Worker's Compensation
Statutory limits
Employer's liability
$100,000 Each accident/occurrence
$100,000 Disease - per each employee
$500,000 Disease - policy limit
This coverage may be written as follows:
Workers' Compensation and Employers' Liability coverage with limits consistent with
statutory benefits outlined in the Texas workers' Compensation Act (Art. 8308 — 1.01 et
seq. Tex. Rev. Civ. Stat.) and minimum policy limits for Employers' Liability of$100,000
each accident/occurrence, $500,000 bodily injury dlsease_apoticy limit and $100,000 per
disease per employee . ,l
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(d) Technology Liability (Errors & Omissions)
$1,000.000 Each Claim Limit
$1,000,000 Aggregate Limit
Technology coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Technology E&O. Either is acceptable if coverage meets all other requirements.
Coverage shall be claims-made, and maintained for the duration of the
contractual agreement and for two (2) years following completion of services
provided. An annual certificate of insurance shall be submitted to the City to
evidence coverage.
10.2 Certificates.
Certificates of Insurance evidencing that the STG has obtained all required
insurance shall be delivered to the City prior to STG proceeding with any work pursuant
to this Agreement. All policies shall be endorsed to name the City as an additional
insured thereon, as its interests may appear. The term City shall include its employees,
officers, officials, agent, and volunteers in respect to the contracted services. Any failure
on the part of the City to request required insurance documentation shall not constitute a
waiver of the insurance requirement. A minimum of thirty (30) days notice of cancellation
or reduction in limits of coverage shall be provided to the City. Ten (10) days notice shall
be acceptable in the event of non-payment of premium. Such terms shall be endorsed
onto STG's insurance policies. Notice shall be sent to the Risk Manager, City of Fort
Worth, 1000 Throckmorton, Fort Worth, Texas 76102, with copies to the City Attorney at
the same address.
11. COMPLIANCE WITH LAWS ORDINANCES RULES AND REGULATIONS.
STG agrees to comply with all applicable federal, state and local laws, ordinances, rules and
regulations. If the City notifies STG of any violation of such laws, ordinances, rules or regulations, STG
shall immediately desist from and correct the violation.
12. NON-DISCRIMINATION COVENANT.
STG, for itself, its personal representatives, assigns, subcontractors and successors in interest,
as part of the consideration herein, agrees that in the performance of STG's duties and obligations
hereunder, it shall not discriminate in the treatment or employment of any individual or group of individuals
on any basis prohibited by law. If any claim arises from an alleged violation of this non-discrimination
covenant by STG. Its personal representatives, assigns, subcontractors or successors in interest, STG
agrees to assume such liability and to indemnify and defend the City and hold the City harmless from such
claim.
13. NOTICES.
Notices required pursuant to the provisions of this Agreement shall be conclusively determined
to have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or
representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3)
received by the other party by United States Mail, registered, return receipt requested, addressed as
follows:
Professional Services Agreement
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To The CITY: To STG Corporate Offices:
City of Fort WorthliT Solutions Signature Technology Group, Inc.
1000 Throckmorton 2424 West Desert Cove Ave.
Fort Worth TX 76102-6311 Phoenix, AZ 85029
Facsimile: (817) 392-8654 Facsimile: (602) 470-1112
14, SOLICITATION OF EMPLOYEES.
Neither the City nor STG shall, during the term of this agreement and additionally for a period of
one year after its termination, solicit for employment or employ, whether as employee or independent
contractor, any person who is or has been employed by the other during the term of this agreement,
without the prior written consent of the person's employer.
15. GOVERNMENTAL POWERS.
It is understood and agreed that by execution of this Agreement, the City does not waive or
surrender any of its governmental powers.
16. NO WAIVER.
The failure of the City or STG to insist upon the performance of any term or provision of this
Agreement or to exercise any right granted herein shall not constitute a waiver of the City's or STG's
respective right to insist upon appropriate performance or to assert any such right on any future occasion.
17. GOVERNING LAW 1 VENUE.
This Agreement shall be construed in accordance with the internal laws of the State of Texas. If
any action, whether real or asserted, at law or in equity, is brought on the basis of this Agreement, venue
for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court
for the Northern District of Texas, Fort Worth Division.
18. SEVERABILITY.
If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity,
legality and enforceability of the remaining provisions shall not in any way be affected or impaired.
19. FORCE MAJEURE.
The City and STG shall exercise their best efforts to meet their respective duties and obligations
as set forth in this Agreement, but shall not be held liable for any delay or omission in performance due to
force majeure or other causes beyond their reasonable control (force majeure), including, but not limited
to, compliance with any government law, ordinance or regulation, acts of God, acts of the public enemy,
fires, strikes, lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental
authority, transportation problems and/or any other similar causes.
20. HEADINGS NOT CONTROLLING.
Headings and titles used in this Agreement are for reference purposes only and shall not be
deemed a part of this Agreement.
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21. REVIEW OF COUNSEL.
The parties acknowledge that each party and its counsel have reviewed and revised this
Agreement and that the normal rules of construction to the effect that any ambiguities are to be resolved
against the drafting party shall not be employed in the interpretation of this Agreement or exhibits hereto.
22. AMENDMENTS 1 MODIFICATIONS I EXTENSTIONS.
No extension, modification or amendment of this Agreement shall be binding upon a party hereto
unless such extension, modification, or amendment is set forth in a written instrument, which is executed
by an authorized representative and delivered on behalf of such party.
23. ENTIRETY OF AGREEMENT.
This Agreement, including the schedule of exhibits attached hereto and any documents
incorporated herein by reference, contains the entire understanding and agreement between the City
and STG, their assigns and successors in interest, as to the matters contained herein. Any prior or
contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with
any provision of this Agreement.
24. SIGNATURE AUTHORITY
The person signing this agreement hereby warrants that he/she has the legal authority to execute this
agreement on behalf of the respective party, and that such binding authority has been granted by proper
order, resolution, ordinance or other authorization of the entity. The other party is fully entitled to rely on
this warranty and representation in entering into this Agreement.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this I I uay of
MCu,t.j, _, 200_K.
CITY OF FORT WORTH: SIGNATURE TECHNOLOGY GROUP, INC.:
By,41
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Karen L. Montgomery Name: Aillp Woudenberg
Assistantt city Manager/CFO Title:
�// Vice President, Sales & Marketing
Dater _ Date: 3/3/2008
ATTEST:
ATT T:
By: By:
Marty Hendri
City Secretary
APPROVED AS TO FORM AND LEGALITY:
By: t
Maleshia B. Farmer
Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C:C-22680
Date Approved: February 26, 2008
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EXHIBIT A
STATEMENT OF WORK
A. SERVICE LEVEL AGREEMENT
STG will support the following SLA's.
1. Technician or dispatcher shall respond by telephone within 15 minutes to the customer to
complete over the phone troubleshooting.
2. Remote Diagnostics support for those systems and components that have this capability must
be capable of analyzing hardware failures down to the level of identifying the failing
replaceable unit and then dispatching a service technician to effect appropriate repairs.
3. Technician shall arrive on-site within 2 hours from the time of receiving the customer's call if
they were unable to troubleshoot and correct the problem or malfunction over the phone.
4. Certain priority one calls require vendor on site response within one hour, including, but not
limited to *priority equipment listed in the Schedule A. Equipment to be maintained as noted
but as well City emergencies.
5. If Technician is not able to diagnose and repair the malfunction within the first two (2) hours
after their arrival, a next level technician must be made available. The next level technician
shall arrive and begin repair within three (3) hours of the arrival of the first technician at the
trouble site.
6. If the problem or malfunction has not been corrected within four (4) hours of the original
technician at the trouble site, a loaner shall be provided and installed within six (6) hours from
original call.
Additionally, STG agrees to provide the following:
7. STG is fully aware of the critical availability requirements of the City's system contained in
Schedule A and will provide On-site services on an "on-call" basis.
8. STG has verified that parts sources and advanced technical support will be available for the
term of the Service Agreement.
9. All parts used shall be new or equivalent to new OEM parts.
10. STG will furnish all labor, loaners, parts, tools, materials, equipment, replacement and repair
parts, transportation 1 travel, supervision and any other items necessary to maintain/repair the
equipment.
11. STG will maintain stocks of critical spare parts on site at the Designated Locations as well as
our local and regional parts depots. Additional parts are available overnight or counter to
counter from various STG stocking locations.
12. Repairs and services shall be accomplished on-site or remotely after notification that
equipment is inoperative or that installation of hardware upgrades, cleaninglpreventive
maintenance, relocation, or setup of the system is requested.
13. STG engineers assigned will be certified, trained, and experienced in providing service on like
equipment, the City will have the opportunity to interview all candidates upon re.quesl—
14. STG will perform the Services listed above for the Term of the contract. r r �V,1 f: CON'Mli
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15. STG T&M Labor rate is $150.00 Hour
16. Additional "like" devices as those listed in Schedule A may be added at contracted price,
additional equipment will be quoted on as needed basis.
B. WARRANTY/OUT OF WARRANTYILOANER
STG services for warranty/non-warranty devices will include all parts and labor. If in six hours STG is
unable to repair a device a loaner of exact functionality will be provided by STG at no charge until the
contracted device is restored.
C. DISPOSAL OF EQUIPMENT
STG will dispose of devices that have been EOL at no additional charge to the City of Fort Worth.
D. CUSTOMER SERVICE:
STG will provide the City of Fort Worth a web based tool to initiate and monitor all service calls.
1. Quality Assurance
STG Quality Management Policy is designed to provide the highest quality service in a timely
manner to ensure the success of the customer and their customers. To achieve this goal
STG has a Quality Management System in place where STG has defined and documented
operational processes and procedures within all functional areas of STG business.
Quality Management System incorporates the best practices from quality methodologies
incorporated in ISO, Deming, and ITIL. STG quality process and procedures are a result of
providing high quality, timely service to customers. STG has defined processes are in place.
Processes are reviewed on a regular basis to continuously provide the most responsive
service to the customer.
STG Quality Plan includes defined processes and procedures as outlined below. For each of
these areas STG has identified a system owner to oversee the process and make
suggestions and improvement, as business requires. STG management team reviews all
process improvements and is committed to continuously improving the quality of the services
that STG provides.
2. Service Delivery Model
STG Service Delivery Model encompasses a documented and defined process for starting up
new accounts, meeting with the customer, reviewing SLAs, parts planning and spare parts
restocking. STG continuously implements best practices into STG Service Delivery Model.
STG has reviewed and improved processes associated with all open service calls in the
system. Service calls are monitored real time and twice daily by STG executive management
to ensure the quickest repair time possible. STG will work closely with the customer to
resolve repair issues in a timely manner and to assist in maintaining a "Zero Outage"
requirement. STG's Service Delivery Model has been defined as a process management
framework where ISO, Deming, and ITIL concepts such as focusing on improvement,
increasing quality of service and improving customer satisfaction have been incorporated.
3. Service Order Monitoring and Rapid Escalation
STG management team is aware of all service activity 24 x 7. The STG management and
operational personnel shall meet twice a day to review every open service call within the
company. Weekend calls are monitored and all Severity 1 and others when required are
escalated to Operations Directors who coordinate all field and support activity. All calls yare
assigned a Level (1-3). All City personnel are supplied with the 24x7 cpg`tact'inforr a ip f r
STG management. STG maintains a flat corporate organization, where�t an,� me'iat,Wlbt r
or Service level manager can be contacted directly. ��ti al 11
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4. Service Delivery
STG's service delivery is customer driven. All open service calls are review twice a day by the
STG management team. STG shall support all SLA requirements in a technically and
operationally productive manner. Whether the SLA is 24x7x4 or 9x5 NBD, STG will alter
processes to conform to the SLA. All service calls are reviewed daily to ensure all calls meet
the defined SLA. STG currently achieves SLA accordance levels of over 98% on a continual
basis.
Program to Reduce Mean Time to Repair (MTTR)
As a result of continuously improving on the service, STG will provide the following:
Skilled and competent field engineers
A complete on-site inventory of fully tested, installation ready spare parts
:• An extensive inventory of backup spare parts
❖ A centrally controlled and monitored quality assurance program
❖ Extensive state-of-the-art maintenance tools
E. TRAINING
STG employees, their peers, and management evaluate employee performance on a regular basis. All
STG employees shall have specific training plan. STG shall provide online, third party and Original
Equipment Manufacturer (OEM) training to all their employees. STG focus is to continuously provide
training to all employees. STG also follows a system of periodic job rotation for it's' personnel. STG has
experienced significant improvement in service quality, employee moral, and problem solving skills by
exposing staff to a broad spectrum of the maintenance service business.
F. ESCALATION PROCEDURES
STG procedure is to escalate any non-remedied Priority 1 situation that affects system performance on a
two (2) hour basis after the initial maintenance attempt. Each subsequent escalation step occurs after a
two (2) hour time period has elapsed without the problem being resolved. If the cause of a malfunction is
not determined within two (2) hours after repairs begin, the site field engineer notifies his manager and a
specialist level engineer (Second Level Technical Support) will be assigned to assist the site engineer. If
after an additional four(4) hours, time has elapsed and the problem is still not resolved, a senior specialist
(third level technical support)will be assigned to assist.
A "RED ALERT" situation demands the attention of all STG resources necessary to solve the problem in
the most efficient manner. This may include replacing the failing unit with an installation ready major unit.
The major unit will be supplied by STG at no additional cost to the City.
Supplemental On-Site Headquarters Support includes activating and transporting additional human
resources from corporate headquarters or from another field location to the site at no additional cost to the
City.
OEM Technical Support includes obtaining and transporting needed OEM specialists to the site at no
additional cost to the City.
The STG Project Director presents all action plans to the appropriate City personnel. The plan will be
implemented in such a manner as to minimize the negative impact on the production schedule.
G. SERVICE METRICS AND REPORTING
STG's TigePaw dispatching system allows STG management to monitor the overall maintenance picture
for each individual account. Data collected by dispatching system enables monitoring and reporting of
several critical service functions:
Total Service Calls for each (location)
❖ Call History for each Item Serviced
•a Maintenance Trends by Equipment Type
•v Tracking of Additions and Deletions of Equipment
Service Calls Requiring Escalation ; 7 u %
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Listing of Engineering Change Status
Service Order Listing by Serial Number for the Contract
Items (Equipment) Serviced by Location
❖ Date and Time of Service Call
❖ CE Dispatched to Call
❖ Time Spent on Site
❖ Mean Time to Repair(MTR)
Contact Information of Personnel Placing the Call
Parts Usage History
Average Response and Resolution Times
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EXHIBIT B
Pricing and Payment Schedule
DESCRIPTION QTY PRICE PER UNIT TOTAL
*IBM 3745-170 1 155.00 155.00
*113M 3044-001 2 23.50 47.00
*IBM 3044-1301 1 23.50 23.50
*IBM 3172-03 0 57.00 0
*IBM 3174-01 L 0 18.50 0
*IBM 3174-01 R 2 17.00 34.00
*IBM 3174-13R 0 21.00 0
*IBM 3274-41 C 0 49.50 0
*IBM 3274-41 D 1 36.00 36.00
*IBM 3274-61 C 2 23.00 46.00
*TELEX 274-C 1 22.50 22.50
*CODEX 2640 3 16.00 48.00
*GDC 9600 QPS 2 16.00 32.00
*GDC 9600SP 2 16.00 32.00
*IBM 3745-170 1 155.00 155.00
IBM 3151 1 3.50 3.50
IBM 3179 0 6.00 0
IBM 3279 0 12.00 0
IDEA 9292-2F 0 10.00 0
IDEA 9292C+ 1 10.00 10.00
MEMOREX 1472 3 3.50 10.50
MEMOREX 2178 0 11.00 0
TELEX 1472 0 3.50 0
DECISION DATA 424-20 0 20.50 0
IBM 4224 0 25.00 0
IBM 4224-001 1 18.00 18.00
IBM 4224-002 3 25.00 75.00
*IBM 4245-20 2 378,50 757.00
IDEA 8900B 1 39.00 39.00
MEMOREX 1187 1 15.50 15.50
MEMOREX 1324 0 21.00 0
MEMOREX 2062-SCI 0 61.50 0
PRI NTEK 4500 0 36.50 0
TELEX 187 0 15.50 0
TELEX 262 1 67.50 67.50
TELEX 287-D2 8 15.50 124.00
*NOTED AS PRIORITY EQUIMENT
Total Per Month: $1,751.00
Annual Total: $21,012.00
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City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 2/26/2008
DATE: Tuesday, February 26, 2008
LOG NAME: 0407-0035 REFERENCE NO.: **C-22680
SUBJECT_:
Authorize Execution of an Agreement for Mainframe Computer Equipment Maintenance with
Signature Technology Group, Inc., for the Information Technology Solutions Department
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to execute an agreement for mainframe
computer peripheral equipment maintenance with Signature Technology Group, Inc., for the Information
Technology Solutions Department.
DISCUSSION:
The Information Technology Solutions Department (IT Solutions) will use this agreement to support the
peripheral equipment that is connected to the City's mainframe computer. On May 2, 2007, a Request for
Proposal (RFP) was issued for maintenance of mainframe computer peripheral equipment. Although the
number of pieces of equipment needing maintenance is diminishing, there is still a need for this service for
existing equipment on a twenty-four hours per day, seven days a week basis.
There was only one response to the RFP due in part to the fact that this type of maintenance service is not
a core function for many companies. The RFP informed vendors that there was no guarantee as to the
quantity of equipment that would be maintained. Last year, approximately $35,000 was spent on mainframe
peripheral equipment maintenance.
Although the process to review the RFP and draft a contract for equipment maintenance took several
months to complete, the vendor has agreed to the pricing and terms of the agreement. Additionally, it
requires Council approval to reject bids.
BID ADVERTISEMENT — The bid was advertised in the Commercial Recorder on May 9, and May 16,
2007. One vendor submitted a proposal.
MIWBE — 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.
AGREEMENT TERM —The term of this agreement shall be one year_
RENEWAL OPTIONS — This agreement may be renewed for up to four additional one-year 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 term.
Logname: 0407-0035 Page 1 of 2
FISCAL INFORMATIONICERTIFICATION:
The Finance Director certifies that funds are available in the current operating budget, as appropriated, of
the Information Systems Fund.
TO Fund/Account/Centers FROM Fund/Account/Centers
P168 539120 0043020 $35,000.00
Submitted for City Manager's Office by: Karen Montgomery (6222)
Originating Department Head: Peter Anderson (8781)
Additional Information Contact: Monty Hall (2888)
Mai Tran (8435)
Logname: 0407-0035 Page 2 of 2