HomeMy WebLinkAbout(0048) M&C 21-0063City of Fort Worth, Texas
Mayor and Council Communication
DATE: 01/12/21 M&C FILE NUMBER: M&C 21-0063
LOG NAME: 13P AUTODESK BIM360 SOFTWARE ITS ADK
SUBJECT
(ALL) Authorize Purchase Agreement with DLT Solutions, LLC, Using Cooperative Contract DIR-TSO-4236 in an Annual Amount Up to
$186,521.45 and Ratify Expenditures in the Amount of $45,000.00 for AutoDesk BIM 360 Project Management Software for the Information
Technology Solutions Department on Behalf of the Transportation and Public Works Department
RECOMMENDATION:
It is recommended that the City Council authorize a purchase agreement with DLT Solutions, LLC, using cooperative contract DIR-TSO-4236 in
an annual amount up to $186,521.45 for AutoDesk BIM 360 project management software and ratify expenditures in the amount of $45,000.00 for
the Information Technology Solutions Department on behalf of the Transportation and Public Works Department.
DISCUSSION:
On October 10, 2017 City Council approved Mayor and Council Communication (M&C) P-12109, authorizing a purchasing agreement with DLT
Solutions, LLC for the purchase of BIM 360 software licenses and related services. This M&C seeks to replace M&C P-12109 for the continuation
of services.
Multiple City departments use the existing subscription of Autodesk BIM 360 which provides a single source from which engineers can upload
design plans and documentation. Staff is able to share information, edit documents and approve specifications electronically. Additional
processes in BIM 360 include electronic change order submittal and approvals, electronic field order allowance approvals and contractor estimate
approvals towards invoicing which support time savings to project lifecycles.
The City initiated this renewal process in July of 2020. Due to unexpected cost increases, price negotiations with the vendor caused a delay in
receiving an acceptable quote on time. As a result, the quote was finalized November 19, 2020. To ensure services were not interrupted, DLT
Solutions agreed to extend the Agreement to January 26, 2021 for $45,000.00. Payment for the three (3) month subscription totaling $45,000.00
was processed via non -purchase order voucher. It is requested that this one-time expenditure be ratified.
Staff recommends awarding a one year agreement with four one year renewal options to DLT Solutions, LLC using a cooperative contract DIR-
TSO-4236 in an annual amount up to $186,521.45 for AutoDesk BIM 360 project management software.
PRICE ANALYSIS — The Texas Department of Information Resources DIR-TSO-4236 cooperative offers competitive pricing at a set discounted
rate. Staff have reviewed the pricing and have 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 purchase of the item. The DIR-TSO-4236 contract was
competitively bid to increase and simplify the purchasing power of government entities across the State of Texas.
M/WBE - An MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.
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 products and services under the extended contract. If the
cooperative contract is not extended, but a new cooperative contract is executed with DLT Solutions, LLC with substantially similar terms as the
previous cooperative contract, this M&C authorizes the City to purchase the products under the new cooperative contract.
ADMINISTRATIVE CHANGE ORDER - 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 commence on January 27, 2021 and expire on January 26, 2022.
RENEWAL OPTIONS - The agreement may be renewed for up to four (4) one year renewals in accordance with applicable cooperative contract or
successor contract.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the General Fund to
support the approval of the above recommendation and authorization of the purchase agreement. Prior to any expenditure being incurred,
the Information Technology 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:
Additional Information Contact:
Valerie Washington 6192
Reginald Zeno 8517
Cynthia Garcia 8525
Ashley Kadva 2047