HomeMy WebLinkAbout(0080) M&C 20-0324City of Fort Worth, Texas
Mayor and Council Communication
DATE: 05/05/20 M&C FILE NUMBER: M&C 20-0324
LOG NAME: 13PVIDEO MANAGMENT SYSTEM 04 ADK
SUBJECT
Authorize an Amendment to the Existing Cooperative Purchase Agreement with Iteris, Inc. under BuyBoard Contract 534-17, Increasing the Annual
Amount from $98,000.00 to $298,000.00 to Purchase a Video Management System for Remote Traffic Management for the Transportation and
Public Works Department (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize an amendment to the existing cooperative purchase agreement with Iteris, Inc. Under Buy Board
534-17 to increase the annual amount from $98,000.00 to $298,000.00 to Video Management System for the Transportation and Public Works
Department.
DISCUSSION:
The Transportation and Public Works Department (TPW) requested that the Purchasing Division to increase the amount of the Purchase
Agreement with Iteris under BuyBoard contract 534-17. Currently, TPW uses the agreement to purchase video management systems to assist staff
with remotely monitoring and managing traffic signals, traffic flow and traffic issues efficiently.
The increased amount will be used for the Traffic Management Center's(TMC) implementation project, The TMC project is included in the 2018
Bond Program. The TMC project will display live feeds from across the City of Fort Worth, and will provide staff enhanced capabilities to make
real-time adjustments to signalized intersections and corridors with a centralized traffic software system. The TMC project includes video
management equipment, such as, video walll monitors, PC, server, procurement and installation, training and services. The video system will be
installed in the Traffic Management Center located at James Avenue.
The TMC project is included in the 2018 Bond Program. Available resources within the General Fund will be used to provide interim financing until
debt is issued. Once debt associated with the project is sold, bond proceeds will reimburse the General Fund in accordance with the statement
expressing official Intent to Reimburse that was adopted as part of the ordinance canvassing the bond election (Ordinance No. 23209-05-2018)
and subsequent actions taken by the Mayor and Council.
COOPERATIVE PURCHASE: State Law provides that a local government purchasing an item under a Cooperative Purchasing Agreement
satisfies state laws requiring that the local government seek competitive bids for purchase of the item. The BuyBoard contract has been
competitively bid to increase and simplify the purchasing power of government entities across the state of Texas.
PRICE ANALYSIS: BuyBoard contracts offer fixed discounts. Staff reviewed pricing and determined it to be fair and reasonable.
M/WBE: A MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.
SUCCESSOR CONTRACTS - In the event that the Cooperative Agreement is not renewed, Staff would cease making purchases at the end of the
last Purchase Agreement coinciding with the valid Cooperative Agreement. If the City Council were to not appropriate funds for a future year, Staff
would cease making purchases when the last appropriation expires, regardless of whether the then -current Purchase Agreement has expired. If
the cooperative contract is extended, this M&C authorizes the City to purchase similar software and services under the extended contracts. If the
cooperative contract is not extended, but a new cooperative contract is executed with substantially similar terms as the previous cooperative
contract, this M&C authorizes the City to purchase the services under the new cooperative contract.
ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager for an amount up to
$100,000.00 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 become effective and expire on July 25, 2021 in accordance with the
terms of the DIR contract.
RENEWAL OPTIONS: The agreement may be renewed for additional terms according to the cooperative agreement at the City's options to
renew. 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 Director of Finance certifies that funds are available in the current capital budget, as previously appropriated, in the 2018 Bond Program Fund
for the Advance Traffic Mgmt System project, to support the approval of the above recommendation and amendment of the agreement. Prior to
any expenditure being incurred, the Transportation & Public Works Department has the responsibility to validate the availability of funds.
Submitted for City Manager's Office by. Jay Chapa 5804
Dana Burghdoff 8018
Originating Business Unit Head: Reginald Zeno 2015
Cynthia Garcia 8525
Additional Information Contact: Ashley Kadva 2047