HomeMy WebLinkAbout(0012) M&C 19-0270City of Fort Worth, Texas
Mayor and Council Communication
DATE: 10/29/19 M&C FILE NUMBER: M&C 19-0270
LOG NAME: 04PRESIDIO COMMUNICATIONS SYSTEM MAINTENANCE
SUBJECT
Authorize Two Purchase Agreements with Presidio Networked Solutions, Inc. for the Ongoing Support and Maintenance of the City's Enterprise
Data and Voice Network Communications Systems, for the Information Technology Solutions Department using State of Texas Department of
Information Technology Solutions Department using Cooperative Contracts in an Annual Amount of $800,000.00 (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize two purchases agreement with Presidio Networked Solutions Group, LLC, one agreement using
State of Texas Department of Information Resources Cooperative Contract DIR-TSO-4167 in an annual amount up to $520,000.00, and the other
using The Interlocal Purchasing System (TIPS) Contract No. 1418050101 in an annual amount up to $280,000.00, for the ongoing support and
maintenance of the City's enterprise data and voice network communications systems for the Information Technology Solutions Department for a
combined total annual amount of $800,000.00.
DISCUSSION:
The City's enterprise data and voice network infrastructure connects more than 200 locations with approximately 8000 devices. All City
departments and functions rely on the data and voice network to operate. This includes public safety, administrative, and public facing operations.
ITS will use these purchase agreements to maintain the existing communications systems for maintenance support agreements providing software
and hardware support and for purchases to support, enhance, and expand capabilities of the system. This will ensure this critical infrastructure
reliably meets departments needs.
PRICE ANALYSIS: The Department of Information Resources (DIR) and The Interlocal Purchasing System (TIPS) contracts offers fixed discounts.
Staff reviewed the pricing and determined it 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 purchse of the item. DIR Contracts are 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 DIR and TIPS Agreement is out of alignment with the City's Fiscal Year and the current terms will expire on July 3, 2023 and July 31,
2021, respectively. In order for this Agreement 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 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.
AGREEMENT TERM: Upon City Council's approval, the Agreement will commence upon execution by both parties and continue in accordance
with the terms and conditions of their respective cooperative contract or applicable successive contract for the same services. The DIR-TSO-4167
initial term runs from July 3, 2018 through July 3, 2020. The TIPS Contract No. 1418050101 initial term runs from July 26, 2018 through July 26,
2021.
RENEWAL OPTIONS: This DIR-TSO-4167 may be renewed for up to three additional one-year terms. This TIPS Contract No. 1418050101 may
be renewed for up to one additional one-year term. Acceptance of the renewal periods does not require specific City Council approval provided
that the City Council has appropriated sufficient funds to satisfy the City's obligation during the renewal term. Staff anticipates the cost for renewal
years will be the same as for the first year.
ADMINISTRATIVE INCREASE: 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.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendations, funds are available in the current operating budget, as appropriated,
of the General Fund and that, prior to an expenditure being made, the participating department has the responsibility to validate the availability of
funds.
Submitted for City Manager's Office W. Kevin Gunn 2015
Originating Business Unit Head: Roger Wright 2230
Additional Information Contact: Roger Wright 2230