HomeMy WebLinkAbout(0041) M&C 20-0519City of Fort Worth, Texas
Mayor and Council Communication
DATE: 08/11/20 M&C FILE NUMBER: M&C 20-0519
LOG NAME: 04EOC AUDIO VISUAL EQUIPMENT UPGRADE
SUBJECT
Authorize an Agreement with Audio Visual Innovations, Inc. for the Purchase of Audio Visual Equipment and Maintenance Services for the
Emergency Operations Center Using a Cooperative Agreement for a One Time Cost of $1,254,171.96 for the Information Technology Solutions
Department on Behalf of the Fire Department (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize an agreement with Audio Visual Innovations, Inc. for the purchase of audio visual equipment and
maintenance services for the Emergency Operations Center using a cooperative agreement for a one-time cost of $1,254,171.96 for the
Information Technology Solutions Department on behalf of the Fire Department.
DISCUSSION:
The City of Fort Worth Emergency Operations Center (CFW EOC) is in need of audio visual equipment upgrades. While most of the equipment
dates back to 2010, some of the most crucial components have been in use since 2008. The equipment is analog and end -of -life due to its age.
The warranties have now expired, so as the equipment fails the EOC has to either purchase new equipment or go without. The Fire Department
currently has a software and support maintenance contract with Audio Visual Innovations, Inc. to maintain all of the AV equipment loacted in the
EOC. The EOC will continue to utilize the current vendor for upgrades to ensure the maintenance agreement is not voided.
The EOC has currently been activated for over 10 weeks in response to the COVID-19 pandemic as well as severe weather
activations. Equipment functionality has failed several times. Service calls were placed and Audio Visual Innovations, Inc. technicians were able to
make temporary repairs. Old equipment is most likely strained due to the increased operations of the EOC. If the equipment fails completely, it
will either have to be replaced or sent to the manufacturer for repair. Both alternatives include an extensive approval process which will extend the
turnaround time. This would result in the EOC at less than 100% functional or potentially unusable.
Repairs for aging equipment could potentially cost as much as purchasing new, up-to-date technology. The installation of new equipment will help
in ensuring that the EOC is fully functional, mitigate the risk of equipment failure, and minimize downtime in the EOC. This M&C is seeking
authority to allow for upgrade installations to be completed prior to the fall when another full EOC activation is expected for COVID-19.
Based on qualifying or allowable expenses for each grant, 2018 UASI is funding $150,189.42, 2019 UASI is funding $657,579.05, and the
CARES Act is funding $446,403.69.
The General Services Administration (GSA) contract no. GS-35F-0275S offers discounted pricing. Staff has reviewed the pricing and determined
it to be fair and reasonable.
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.
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 for an amount up to $100,000.00 and does not require specific City
Council approval as long as sufficient funds have been appropriated.
Upon City Council's approval, this agreement shall be effective upon execution and shall expire on March 5, 2021
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available, as previously appropriated, in the Grants Operating Federal Fund. The Fire Department
(and Financial Management Services) will be responsible for the collection and deposit of funds due to the City. Prior to any expenditure being
incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. The UASI grant is a
reimbursement grant and the CARES Act is an advance grant.
Submitted for City Manager's Office by. Valerie Washington 6192
Originating Business Unit Head: Kevin Gunn 2015
Additional Information Contact:
Anabelle Pannell 8461