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Contract 39469 (2)
�1TY SECRETARY 4NTRp,CT NO, Z9 kea 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 Network Cabling Services, Inc ("Consultant"), a Texas Communication Infrastructure Provider and acting by and through Mark Veltri, its duly authorized Chief Operating Officer, This Agreement incorporates by reference the pricing and applicable terms and conditions of State of Texas Department of Information Resources (DIR) Contract DIR SDD-669 between the DIR and Network Cabling Services (formerly Devolve Corp. Inc.). If there is any conflict between this Agreement and the DIR Contract, this Agreement shall control. 1. SCOPE OF SERVICES. Consultant hereby agrees to provide the City with professional consulting services for the purpose of Cabling Infrastructure Services. 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. This Agreement shall commence upon the last date that both the City and Consultant have executed this Agreement ("Effective Date") and shall continue in full force and effect until completion of all services contemplated herein but no later than April 14, 2010, unless terminated earlier in accordance with the provisions of this Agreement. 3. COMPENSATION. The City shall pay Consultant per the terms of individual executed work order in accordance with the provisions of this Agreement and the Payment Schedule attached as Exhibit "B," which is incorporated for all purposes herein. Consultant 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 Consultant not specified by this Agreement unless the City first approves such expenses in writing. 4. TERMINATION. 4.1. Written Notice. The City or Consultant 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 Consultant 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. Professional Services Agreement Network Cabling Services Page 1 of 9 oF�ic:rA� REcnl�'� ��T1f �EGR.ETARY T. WORTH, TX In the event that this Agreement is terminated prior to the Expiration Date, the City shall pay Consultant for services actually rendered up to the effective date of termination and Consultant shall continue to provide the City with services requested by the City and in accordance with this Agreement up to the effective date of termination. 5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION. Consultant hereby warrants to the City that Consultant has made full disclosure in writing of any existing or potential conflicts of interest related to Consultant's services under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement, Consultant hereby agrees immediately to make full disclosure to the City in writing. Consultant, 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. Consultant 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. Consultant 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. Consultant 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 consultant involving transactions relating to this Contract at no additional cost to the City. Consultant agrees that the City shall have access during normal working hours to all necessary Consultant 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 Consultant reasonable advance notice of intended audits. Consultant 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 Consultant 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, Consultant 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. Consultant acknowledges that the doctrine of respondeat superior shall not apply as between the City, its officers, agents, servants and employees, and Consultant, its officers, agents, employees, servants, contractors and subcontractors. Consultant further agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between City and Consultant. 8. LIABILITY AND INDEMNIFICATION. CONSULTANT SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANYAND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL Professional Services Agreement Network Cabling Services Page 2 of 9 MISCONDUCT OF CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. CONSULTANT COVENANTS AND AGREES TO, AND DOES HEREBY, INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR LAWSUITS FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO CONSULTANT'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 /N CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. 9. ASSIGNMENT AND SUBCONTRACTING. Consultant 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 Consultant under which the assignee agrees to be bound by the duties and obligations of Consultant under this Agreement. The Consultant 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 Consultant referencing this Agreement under which the subcontractor shall agree to be bound by the duties and obligations of the Consultant under this Agreement as such duties and obligations may apply. The Consultant shall provide the City with a fully executed copy of any such subcontract. 10. INSURANCE. Consultant shall provide the City with certificates) 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 Property damage $500,000 Bodily injury per person per occurrence Coverage shall be on any vehicle used by the Consultant, 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 Professional Services Agreement Network Cabling Services Page 3 of 9 seq. Tex. Rev. Civ. Stat.) and minimum policy limits for Employers' Liability of 1)100,000 each accident/occurrence, $500,000 bodily injury disease policy limit and $100,000 per disease per employee (d) Technology Liaty (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 Consultant has obtained all required insurance shall be delivered to the City prior to Consultant 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 Consultant'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. Consultant agrees to comply with all applicable federal, state and local laws, ordinances, rules and regulations. If the City notifies Consultant of any violation of such laws, ordinances, rules or regulations, Consultant shall immediately desist from and correct the violation. 12. NON-DISCRIMINATION COVENANT. Consultant, for itself, its personal representatives, assigns, subcontractors and successors in interest, as part of the consideration herein, agrees that in the performance of Consultant'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 Consultant, its personal representatives, assigns, subcontractors or successors in interest, Consultant 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 %J the transmission, or (3) received by the other party by United States Mail, registered, return receipt requested, addressed as Professional Services Agreement Network Cabling Services Page 4 of 9 follows: To The CITY: City of Fort Worth/IT Solutions 1000 Throckmorton Fort Worth TX 7610M311 Facsimile: (817) 39M654 14. SOLICITATION OF EMPLOYEES. To CONSULTANT: Network Cabling Services, Inc 12 326 Fuqua St Houston, TX 77034 Facsimile: (281) 481 -0432 Neither the City nor Consultant 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 Consultant 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 Consultant's respective right to insist upon appropriate performance or to assert any such right on any future occasion. 17. GOVERNING LAW /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 Consultant 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. 21. REVIEW OF COUNSEL. Professional Services Agreement Network Cabling Services Page 5 of 9 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 /MODIFICATIONS / 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 Consultant, 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 into this Agreement. [SIGNATURE PAGE FOLLOWS] Professional Services Agreement __ Network Cabling Services Page 6 of 9 ITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this day of 2001. CITY OF FORT WORTH: Karen L. Montgomery G Assistant City Manager Date: zI/�d G3 City Secretary APPROVED AS TO FORM AND LEGALITY: Malesh a B. Farmer Assists t City Attorney CONTRACT AUTHORIZATION: Date Approved; 1��I D9 Professional Services Agreement Network Cabling Services Page 7 of 9 NETWORK CABLING SERVICES: By: Nam : Title: C O U Date: ATTEST: T. WORTH, TX STATEMENT OF WORK Professional Services Agreement Network Cabling Services Page 2 of 9 EXHIBIT B In Accordance with DIR Appendix C Professional Services Agreement Network Cabling Services Page 3 of 9 1.0 1.1 Exhibit A Statement of Work Installation Services System Installation Services A. Install fiber optic cable and/or structured cable. B. Form, splice, trim, and support all required fiber/structured cable splices and terminations. B. Test and prove that all fiber/structured cable operate properly. C. Provide and install racks, cable ladders, and any other require support structures D. Label all terminations with labels specifically designed to >:It and properly adhere to LIU's. E. Provide detailed documentation (detailed drawings and/or blue prints) accurately identifying all splice locations, termination locations and test results. F. Formulate and write any other information necessary. G. Shall provide all necessary tools, hardware, and test equipment needed to install, label, test, and document the cabling system. H. The installation of the voice and data communications system by the contractor will not be considered complete until all cables and components described in the specifications are installed, labeled, and tested, and until documentation is delivered according to the specifications. Furthermore, the cabling system will not be considered to be complete until there has been a successful inspection by the client without any corrections required by the contractor. 1.2 Installer Personnel Certification A. The Vendor shall provide manufactured -certified installation personnel. f B. The vendor shall provide verification of vendor certifications from Corning and or all other Fiber Optic cabling systems manufacturers. C. The vendor shall provide verification of vendor certifications from The Siemons Company and some or all other Structured Cabling Systems manufacturers. D. All certifications shall be kept up to date and copy submitted to City of Fort Worth for contract file. 1.3 Testing and Acceptance A. Pre -Installation Testing For the purpose of this Agreement, pre -installation testing refers to the activities involved in testing the provided fiber to verify that it will operate correctly before the actual installation of the cable. B. Acceptance Testing Acceptance testing refers to testing monitored by the City to verify the proper operation of the City's fiber and/or cable systems as a consequence of installation, splicing and termination activities. The installer must give City notification and access to both the acceptance testing process and the data and to any analysis of the acceptance test results. The installer must make the results of the acceptance test available to the City. The Installer must retain copies of those test results throughout the term of its contract. The Installer must answer questions raised by the City, and must correct any deficiencies identified during the acceptance -testing period. The fiber and or cable shall be fully tested by the Installer immediatelI after the installation period. The Installer must notify the City in writing when it is ready to begin acceptance testing. Test results shall meet or exceeds standard published specifications. The Installer satisfactory completes and submits all labeling and documentation as required. If the acceptance tests reveal problems related to performance, the Installer must isolate and eliminate those problems. C. Test Equipment 1. Copper cable will be tested with ether ONSe or CAT6 test equipment depending on type of cable ran. The CAT5e or CAT6 test equipment shall meet TIA/EIA Standards. Results shall be provided in a Word/Excel format for City records. 2. Fiber optic multimode will be tested with Power Meter. The test equipment shall meet TIA/EIA Standards Power Meter and light source. Results shall be provided in a Word/Excel format for City records. 3 1.4 Installation A. I:? All fiber optic Results shall records. Inspections single modes will be tested with an OTDR. be provided in a Word/Excel format for City The Installer's work shall be subject to scrutiny and approval of the City. If notified that any installation has been found to be incomplete, unsafe, or otherwise unsatisfactory (in the judgment of the City), the Installer must, upon notice, immediately correct those discrepancies or deficiencies at its own expense. The Installer must adhere to manufacturers' suggested installation procedures to ensure that any warranties are valid. Standards and Practices Where materials or workmanship are specified to conform to a national standard, the Installer must submit proof of conformance before acceptance. The following lists acceptable compliances. ANSI American National Standards Institute __ CFR _ Code of Federal Re ulations __ PT _ Electronic Industries Alliance EPA Environmental Protection Agency FCC Federal Communications Commission IEC International Electronics Commission IEEE Institution of Electrical and Electronic Engineers IETF Internet Enciineerin4 Taskforce YTU International Telecommunications Union MEC Electromagnetic Compatibility NEC National Electric Code NTONC National Transparent Optical Network Consortium TIA Telecommunications Industry Association UL Underwriters Laboratory VCCI Voluntary Control Council for Information Technology Equipment C. Cleanup At no cost to the City, the Installer must remove all debris and excess material resulting from installation or maintenance. When work is completed, the Installer must leave the premises clean and in good order. D. Access The City will furnish reasonable access to the premises for the installation and/or maintenance of equipment. All Vendor employees and or contractors will be subject to a background and Driver License check before being given access to city facilities. Vendor will submit all lists of employees that will have access to any and all city facilities at the request of the city during the term of the agreement. E. Documentation Documentation provided to the City shall be in both paper and electronic format. Only one copy of the electronic version is required. The format of the electronic version shall be appropriate to the type of the document required. The City's preference is Microsoft Word, Excel or Visio. F. Vendor Emergency Response Time Vendor shall respond to emergency call within 30 minutes of receipt and be onsite Within 4 hours of receiving request for emergency repair 24 hours a day, 7 days a week. 1.5 Conduit and Cable Bends as Currently Installed All conduit bend radii must comply with the following table: Scenario Bend of Radius 1.6 <2 inches 6 x internal diameter of conduit >_2 inches 10 x internal diameter of conduit Fiber Pull 10 x internal diameter of conduit A. No section of conduit shall be longer than 100 feet or contain more than two 90" bends between pull points or pull boxes. B. Any single conduit run extending from the wiring closet shall not serve more than three outlets. C. Neatness in cabling, ensuring that all cables are hidden from open view or run in wall -mounted raceway, is mandatory. Cables will not be stapled to walls, abutments, supports, or any other objects. Concurrent data cables runs will be bundled together neatly and loosely. D. Cable entrance paths, or conduit runs, will be recorded electronically as per the manufacturer's specification and the connection joints will be centered between the vertical standard brackets. E. All wall -mount raceway will be run parallel to the floor and will be mounted at the minimum acceptable distance from the floor. Telecommunications Outlets and Connectors A. Connector Specifications 1. Each four pair 24 AWG, cable will be terminated in an 8-pin, modular jack at the work area. These connectors shall be 100 ohm. UTP outlets that meet all criteria listed in EIA/TIA 570 (131.2) and EIA/TIA-TSB-31 (131.37), and EIA/TIA 568, sections 12.2.5 and 12.2.6. 2. The pin/pair assignments shall be according to the 568A designation with applicable color code combinations. These pin/pair assignment are compatible with ISDN BRI (ISO 8877), Ref. B1.24 3. We are requesting that each drop have a MOD -TAP flush - mounted or box jack face plate installed for data. In most instances, jacks will contain RJ-45 jacks or blanks. Although SC connectors for fiber cables are specified in the568A standard, ST connectors will be implemented. 1.7 Wiring Description for Horizontal Cabling A. All cables with a run length of 295 feet or less shall consist of 24 AWG thermoplastic insulted conductors formed into four twisted pairs and enclosed by a thermoplastic jacket. If the cable is to be plenum -rated, it must be covered with a Teflon fire retardant for plenum (CMP) rating. All cables over 295 feet will be 62.5/125um 6 stranded optical fiber. B. The Wire OD of the UTP copper cable shall be no more than .21. The Wire OD of the six -stranded fiber cable shall be no more than .50 trade size. C. The pair assembly shall meet the color code according to EIA/TIA 568, section 10.2.1.1.3. D. All wires must not be bent tightly or kinked at the jack or elsewhere, or bent more than 6 x OD of the cable. E. Cables will be tested once installed, and shall perform better than the minimum requirements outlined in EIA/TIA 568A-section 10 of UTP copper and section 12 for Fiber. A serial download of the test files will be provided to the City of Fort Worth, F. If any cable fails to meet the specified requirements during testing measurements or conflict with the contractor's test results, the cable will be completely rerun at the installer's expense. G. The lengths of cables will be recorded using cable test equipment. All excess cable shall be returned to the installer. 1.8 Distribution Rack Specifications A. Equipment Racks 1. Each rack shall be allocated with no more than 200 wiring terminations. B. Grounding and Bonding 1. Cross -connect hardware for cabling should be mounted on frames that will accommodate a grounding conductor that will provide a path of low DC resistance to ground. The grounding conductor should be bonded to the same grounding system that is employed by the power service for the floor serving the same floor as the cross -connect equipment. 2. The grounding conductor shall be no less than 6 AWG. C. Patch Panels (Connecting Hardware) 1. The transmission properties of internally wired connecting devices shall meet or exceed the transmission performance requirements specified in EIA/TIA 568, section 12.2.6.2. interfaces included. 2. Standard telecommunications interface jacks and plugs shall meet the requirements of EIA/TIA-TSB-31, Ref 131.37. 3. Telecommunications interface jacks shall be 8-pin jacks with pin/pair assignments according to the 568A designation with applicable color code combinations. These pin/pair assignments are compatible with ISDN BRI (ISO 8877), Ref 131.24. 1.9 Wiring Labels and Wire Management A. Labeling all wall jacks, cables, patch cables, and patch panel jacks is mandatory. The method for applying labels will be left to the discretion of each bidder but each bidder will supply the City of Fort Worth with a sample for approval. B. The labels themselves shall be according to the Jack ID. C. Cable conduit entrance paths will be ked the floor plans EXHIBIT B PAYMENT SCHEDULE In Accordance with DIR Appendix C Professional Services Agreement Network Cabiing Services Page 3 of 9 :;,: _ (0 V (U) O lA 0 0 O 0 N (O N (D N O (D O (O O (D N N 0 (O CO0 0 (D O z lD N (D N O O (O (O O v" to r� tO r� �t to a' t) v «) r` to t\ v l() v to v n to r� LO t` V to V' to V' ncc) n M c(D N (D r` CD r� co N co (Dn CD r� (o r� 00 r� M (D n (D r� (o (n E9 69 6A M Ef3 M 0 (h M (n w M (n 69 6) 69 U) Go 60 (fl 0 E9 (A (n 6) (A 'o 00 00 00 00 0 00 00 00 00 OD Oo 00 00 Oo 0 F� 00 00 Oo 00 OD 00 00 00 00 OD 00 00 00 00 0 0 0 0 0 v v v v of ' o 0 0 0 v v v v a) O o 0 0 c v It v a) .'3 r� n r� n. 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"ggQII1�r� DATE: 10/13/2009 REFERENCE NO.: CODE: C TYPE: C-23843 LOG NAME: 04CABLING SERVICES NON -CONSENT PUBLIC HEARING: NO SUBJECT: Authorize Professional Service Agreements with INX, Inc., Network Cabling and Senior Consultants Inc., for the Installation of Fiber Optic and Structured Cable for the Information Technology Solutions Department Using Department of Information Resources Contracts for a Combined Amount Not to Exceed $210,000.00 It is recommended that the City Council authorize Professional Service Agreements with INX Inc., Network Cabling and Senior Consultants Inc., for the installation of fiber optic and structured cable for the Information Technology Solutions Department (IT Solutions) using Department of Information Resources Contract No's. SDD-669, SDD-676 and SDD-677 for a combined amount not to exceed $210,000.00. DISCUSSION• The Information Technology Solutions Department (IT Solutions) will use the agreements to continue outsourcing installation of network wiring and fiber optic cabling for the City's network infrastructure. The infrastructure connects individual devices such as computers and printers to networks and provides the interconnection among City facilities. New facility construction projects as well as continued cabling requests require IT Solutions to address the need for installation of structured wiring and fiber optic cabling. The IT Solutions Department evaluated qualified fiber optic cable installers with existing agreements with the Texas Department of Information Resources (DIR) to install, splice, terminate and test fiber optic and structured cable at City facilities. The vendors are required to use only manufacturer -certified installation personnel. Additionally, each vendor is required to fully test the installed cabling to ensure that it meets or exceeds published specifications. Three vendors were determined to have met City requirements. Because the number of cabling installation jobs is cyclical, the City is best served if more than one vendor is available to respond to City cabling requests. Vendors will be selected for individual jobs based on price and availability. The three vendors recommended by staff are INX Inc., (DIR-SDD-677); Network Cabling (DIR-SDD-669); and Senior Consultants, Inc., (DIR-SDD-676). The vendors were informed that no guarantee is made for the number of installation services that may be purchased under these agreements. In Fiscal Year 2008, approximately $216,000.00 was spent for cabling services and in Fiscal Year 2009 the amount was $175,000.00. For Fiscal Year 2010, staff has anticipated continued downsizing and consolidation as well as projects such as the new Northwest Library, Will Rogers, Parking Garage and Police and Fire facilities. Staff estimates these requirements will not exceed $210,000.00, Department of Information Resources (DIR) is authorized to offer the cooperative purchasing program to state agencies, public institutions of higher learning, public school districts and local governments. Pursuant to Government Code Section 791.025, a local government that purchases goods and services under the Interlocal Cooperation Act satisfies otherwise applicable competitive bidding requirements. M/WBE — A waiver of the goal for M/WBE subcontracting requirements was requested by IT Solutions Department and approved by MWBE Office becaus&the purchase of goods or services is from sources where subcontractor or supplier opportunities are http:J/apps.cfwnet.org/council packet/mc_review.asp?ID=12395&councildate=l0/13/2009 (1 of 2) [10/14J2009 4:27:19 PM] M&C keview negligible. ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager for an amount up to $25,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERMS — Upon City Council Is approval this Agreement will begin on September 29, 2009 and expire on May 13, 2010. RENEWAL OPTIONS - If DIR renews its contract agreements with INX, Inc., Network Cabling, and Senior Consultants, Inc., these agreements may be renewed in accordance with the terms of the DIR contract. Should the State elect to exercise the renewal option, the City will do the same. 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. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds are available in the current operating budget, as appropriated, of the participating departments. TO Fund/Account/Centers Submitted for City Manager's Office by: Originating Department Head: Additional Information Contact: ATTACHMENTS FROM Fund/Account/Centers Karen Montgomery (6222) Peter Anderson (8781) Steve Streiffert (2221) http://apps.cfwnet.org/council packet/mc_review.asp?ID=12395&councildate=l0/13/2009 (2 of 2) [10/14/2009 4:27:19 PM]