HomeMy WebLinkAbout(0042) M&C 20-0406City of Fort Worth, Texas
Mayor and Council Communication
DATE: 06/16/20 M&C FILE NUMBER: M&C 20-0406
LOG NAME: 13P MOTOROLA RADIO PARTS AMENDMENT ITS JTC
SUBJECT
Authorize the Execution of an Amendment to City Secretary Contract No. 50054, System Purchase Agreement to Increase the Second Year
Amount by $448,407.00, from $1,229,844.00 to $1,678,251.00 for Command Central Aware Mapping Solution and Additional Radios for the
Information Technology Solutions Department with Motorola Solutions, Inc. Using Houston -Galveston Area Council Contract No. RA05-18, or its
Successors. The Total Amount of the Contract for Three Years will be Increased from $3,364,284.00 to $3,812,691.00 (ALL COUNCIL
DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize the execution of an amendment to City Secretary Contract No. 50054 for the existing System
Purchase Agreement to increase the Second Year Amount by $448,407.00, from $1,229,844.00 to $1,678,251.00 for CommandCentral Aware
Mapping Solution and additional radios for the Information Technology Solutions Department with Motorola Solutions, Inc. using Houston -Galveston
Area Council Contract No. RA05-18, or its successors. The total amount of the contract for Three Years will be Increased from $3,364,284.00 to
$3,812,691.00.
DISCUSSION:
The City of Fort Worth maintains a radio communications system, the Fort Worth Regional Radio System (FWRRS), utilized by most City
departments and almost 50 external government entities. Mayor and Council Communication (M&C C-28495) authorized a System Purchase
Agreement with Motorola Solutions, Inc. (Motorola) in an amount of $1,602,101.00 using Houston -Galveston Area Council (H-GAC) Contract
RA05-15 for the acquisition and implementation of GPS capabilities, upgrade of the City's Outdoor Warning System (OWS) and establishment of
a four-year discount program for the purchase of radios, other system equipment and services. The discount program as negotiated by IT
Solutions includes additional discounts of up to 20% off H-GAC pricing for equipment and a discount of up to 5% for services.
M&C C-28495 authorized the City to purchase similar equipment and services under successive contracts, stating if H-GAC Contract RA05-15 is
not extended but H-GAC executes a new cooperative contract with Motorola Solutions, Inc., with substantially similar terms as H-GAC Contract
RA05-15, that M&C authorizes the City to purchase equipment and services under the new H-GAC contract. H-GAC Contract RA05-18 is the
successive contract to H-GAC Contract RA05-15.
M&C P-12247 authorized the City to continue purchasing radios, repair services, parts and accessories on an as -needed basis from Motorola
using H-GAC Contract RA05-18, in an amount of $1,016,400.00 for the first year. Future years' expenditures are expected to rise 10 percent each
year as follows: $1,118,040.00 in year two and $1,229,844.00 in year three for a three-year total authorization of $3,364,284.00.
This M&C will authorize the City to purchase additional handheld radios for the Code Compliance Department. The total amount of this capital
project to the System Purchase Agreement is $265,407.00.
In addition this M&C will authorize the City to purchase CommandCentral Aware Mapping Solution for the Police Department. The total amount of
this project to the System Purchase Agreement is $183,000.00.
The total of both projects is $448,407.00 which is a one-time purchase.
Other terms and conditions of the existing Agreement remain the same.
PRICE ANALYSIS - H-GAC provides up to a 25 percent discount off list price for products commonly acquired by the City with no significant
pricing increase compared to the last Agreement approved by City Council on December 6, 2016 (M&C P-11978). In addition, IT Solutions staff
negotiated additional discounts of up to 20% off H-GAC pricing in an agreement with Motorola approved by City Council on December 5, 2017
(M&C C-28495).
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 purchase of the item. The H-GAC contract was competitively
bid to increase and simplify the purchasing power of government entities across the State of Texas.
M/WBE - 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 H-GAC Agreements are out of alignment with the City's Fiscal Year and the current terms will expire on April 30, 2021. In order for
these Agreements 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 H-GAC, 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.
The City will initially use H-GAC Contract No. RA05-18 to make purchases authorized by this M&C. As noted, H-GAC Contract No. RA05-18
expires on April 30, 2021. If H-GAC Contract No. RA05-18, is extended, this M&C authorizes the City to purchase similar equipment and supplies
under the extended contracts. If H-GAC Contract No. RA05-18, is not extended, but H-GAC execute new cooperative contract with Motorola
Solutions, Inc. with substantially similar terms as H-GAC Contract No. RA05-18, this M&C authorizes the City to purchase the equipment and
supplies under the new H-GAC contracts.
ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the 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 amendment to the agreement shall commence upon final execution and shall expire in
correspond with the terms of the contract.
RENEWAL OPTIONS -This Agreement may be renewed for additional one year term according to the cooperative agreement 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.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as appropriated, in the Crime Control & Prev
District Fund to support the approval of the above recommendation and award of the contract, and that future year renewals will be subject to the
approval of appropriations by the City Council. Prior to any expenditure being incurred, the IT Solutions Department has the responsibility to
validate the availability of funds.
Submitted for City Manager's Office by. Jay Chapa 5804
Originating Business Unit Head: Reginald Zeno 8517
Additional Information Contact: Cynthia Garcia 8525
Ashley Kadva 2047