HomeMy WebLinkAbout(0051) M&C 20-0425City of Fort Worth, Texas
Mayor and Council Communication
DATE: 06/16/20 M&C FILE NUMBER: M&C 20-0425
LOG NAME: 13PRECORDING SYSTEM REPLACEMENT 04 ADK
SUBJECT
Authorize the Execution of an Agreement with DigitalMarkets, Inc. d/b/a/ "Vista Com" for the Purchase of a Recording System Using a General
Services Administration Cooperative Agreement for a First Year Cost of $202,688.00 with an Annual Maintenance Cost of $49,918.00 for the
Police Department (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize the execution of an agreement with DigitalMarkets, Inc. d/b/a/ "Vista Com" for the purchase of a
recording system using a General Services Administration Cooperative Agreement with a first year cost of $202,688.00 with an annual
maintenance cost of $49,918.00 for the Police Department.
DISCUSSION:
On September 9, 2014, City Council approved Mayor and Council Communication (M&C) P-11695, authorizing the purchase of a telephone
recording system for the processing and retention of critical 911 calls. The recording of these dispatch and radio calls is a crucial component to the
Fort Worth Police and Fire communications. The existing system now has components that are at the end of their life and are in need of
replacement. The ITS FY22 general fund will be responsible for absorbing the costs.
The Police and Fire Departments will use the agreement with DigitalMarkets, Inc. d/b/a/ Vista Com to purchase the Eventide NexLog Recording
System. The NexLog System is a combination of software and hardware and is state-of-the-art technology. The system will support both primary
and backup dispatch centers. As part of the Agreement, DigitalMarkets, Inc. d/b/a/ Vista Com will provide the City with premium configuration and
support services
Price Analysis:
The General Services Administration (GSA) Contract No. GS-35F-0415V offers discounted pricing. Staff have 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 the purchase of items. GSA Contracts are competitively bid to increase and simplify the purchasing
power of government entities.
Successor Contracts:
In the event that a 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 DigitalMarkets, Inc. d/b/a/ Vista Com with substantially similar terms as
the previous cooperative contract, this M&C authorizes the City to purchase the services under the new cooperative contract.
A MBW/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.
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 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 be effective upon execution.
Renewal Options: This Agreement may be renewed for up to four (4) one (1) year renewals in accordance with the terms of the GSA Cooperative
Contract. No. GS-35F-0415V or applicable successor contract
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the current capital budget, as previously appropriated, in the Justince Asset Forfeiture
Capital Fund (Justice Asset Forfeitu Capital) for the PD - Voice Recorder Project to support the approval of the above recommendation and
award of the agreement, 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 b� Jay Chapa 5804
Valerie Washington 6192
Originating Business Unit Head: Reginald Zeno 8517
Additional Information Contact: Cynthia Garcia 8525
Ashley Kadva 2047