HomeMy WebLinkAbout2020/12/01-Attachments-M&C 20-0867City of Fort Worth, Texas
Mayor and Council Communication
DATE: 12/01/20 M&C FILE NUMBER: M&C 20-0867
LOG NAME: 13PAMEND COOP 9-1-1 EQUIPMENT AR PD
SUBJECT
(ALL) Authorize Increase to Cooperative Agreement with Ergoflex Systems, Inc. dba Xybix Systems, Inc. in the Amount of $328,312.00, for a
Total Amount of $346,899.00, for 9-1-1 Equipment and Emergency Software and Services for the Police Department Using Houston -Galveston
Area Council (HGAC) Contract Number EC07-20
RECOMMENDATION:
It is recommended that the City Council authorize an increase to the cooperative agreement with Ergoflex Systems, Inc. dba Xybix Systems, Inc. in
the amount of $328,312.00, for a total amount of $346,899.00, for 9-1-1 equipment and emergency software and services for the Police
Department using HGAC Contract Number EC07-20.
DISCUSSION:
On September 10, 2020, the Police Department contacted the Purchasing Division to enter into an agreement for 9-1-1 equipment and
emergency software and services using a cooperative agreement. Due to it being the end of the fiscal year and the deadline for departments to
submit end of year purchasing requests over $100,000.00 passing, Purchasing's Assistant Director authorized a cooperative agreement
with Ergoflex Systems, Inc. dba Xybix Systems, Inc. in the amount of $18,587.00 for the Police Department. The agreement allows the
department's Communications Division to begin phase one of replacing broken dispatch consoles. The division will utilize the dispatch consoles
to conduct their daily tasks of providing support to citizens and law enforcement during emergency and non -emergency situations.
The Police Department contacted the Purchasing Division in October 2020 requesting assistance to increase the authority under the agreement
by $328,312.00 for a new total agreement amount of $346,899.00. The increase in contract authority will allow the Communications Division to
begin phase two of replacing dispatch consoles.
An MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.
The current agreement term is from July 1, 2020, to June 30, 2022.
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. Department of Information Resources Contracts has been competitively bid to
increase and simplify the purchasing power of government entities.
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.
This Agreement may be renewed in accordance with the terms and conditions of Houston -Galveston Area Council Contract No. EC07-20 or
applicable successive Houston -Galveston Area Council contracts for the same services at the City's option. This action does not require specific
City Council approval provided that City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal terms.
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 Mayor and Coucil Communication (M&C) authorizes the City to purchase similar products and services under the extended
contracts. If the cooperative contract is not extended, but a new cooperative contract is executed with Ergoflex Systems, Inc. dba Xybix Systems,
Inc. with substantially similar terms as the previous cooperative contract, this M&C authorizes the City to purchase the services under the new
cooperative contract.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the current capital budget, as previously appropriated, in the State Asset Forfeiture
Capital Fund for the PD - Comm Consoles project to support the approval of the above recommendation and to authorize the agreement. Prior to
any expenditure being incurred, the Police Department has the responsibility to validate the availability of funds.
Submitted for City Manager's Office by. Jesus Chapa 5804
Originating Business Unit Head: Reginald Zeno 8517
Additional Information Contact: Cynthia Garcia 8525
A'ja Robertson 8585