HomeMy WebLinkAbout(0066) M&C 21-0456City of Fort Worth,
Mayor and
Texas
Council Communication
DATE: 06/22/21 M&C FILE NUMBER: M&C 21-0456
LOG NAME: 13P AMEND 21-0084 STAFF AUGMENTATION ITS ADK
SUBJECT
(ALL) Authorize an Amendment to the Term of M&C 21-0084 and Increase the Annual Amount by $400,000.00 for Staff Augmentation Services
using Cooperative Contracts for a Revised Term Amount of $2,950,000.00 with Two Annual Renewal Options for the Information Technology
Solutions and Water Departments
RECOMMENDATION:
It is recommended that the City Council authorize an amendment to the term of M&C 21-0084 and increase the annual amount by $400,000.00 for
staff augmentation services using cooperative contracts for a revised term amount of $2,950,000.00 with two annual renewal options for the
Information Technology Solutions and Water Departments.
DISCUSSION:
On February 2, 2021, City Council approved Mayor and Council Communication (M&C) 21-0084 for the purpose of replacing the existing M&C
authorization and to consolidate the four awards. Historically, utilized vendors have been awarded new cooperative contracts requiring new
authorization for continued services. The previous M&Cs approved are C-27983, C-28636, C-28999, and 20-0410. The targeted outcome of
M&C 21-0084 was to begin utilizing a refreshed $2.1 million authorization upon approval of City Council to ensure there were no interruptions to
ongoing and upcoming projects. It is now a concern that the authorization period of 21-0084 overlapped the term of the previous M&C's authority
could lead to an inadvertent overspend. Additionally, it is a concern that the "replacement" language in M&C 21-0084 retroactively impacted the
historic approval.
Temporary personnel are recruited from the staffing agencies to assist in the development and implementation of specialized technology projects.
This includes ongoing operational needs, implementations of new capital funded projects, and the improvement of vital City services, to include
cyber security and ERP projects. In addition to operational and capital efforts, the Information Technology Services (ITS) Department would like to
have these contracts available for any projects needs that arise with the configuration of the new City Hall building. Therefore, ITS is recommending
increasing their annual authorization by $400,000.00. Staff augmentation requirements are identified by the reporting IT Manager/Executive based
on need and available budget. Recruitments are sent to each available contracted vendor and are provided an equal opportunity to respond with
qualified candidates. Applicants are submitted to the hiring manager on a first in / first out basis and the recruitment is completed once a suitable
candidate has been identified.
The total of the new requested authorization amount of $2,500,000.00 for the ITS Department and $450,000.00 for the Water Department will
become effective upon City Council approval and will be available for use through August 31, 2022. Throughout the next year, the ITS Department
plans to evaluate the utilized vendors and will request a new authorization package in 2022.
Vendors are given an equal opportunity to earn a minimum of 10% of the awarded expenditures on an as -needed basis. No specific amount is
guaranteed. From July 31, 2020 through February 2021, Insight Global was the only vendor contract available while M&C 21-0084 was being
prepared therefore a disproportionate spend was utilized with Insight Global.
Vendors authorized by this request are as follows. The vendors selected provide the best overall value. Existing City Secretary Contracts will be
amended to reflect the term and compensation language changes as needed.
Vendor
Cooperative Contract
Cooperative Contract
Expiration Date
City Secretary
Contract
TekSystems
DIR-CPO-4638
August 31, 2024
54907
Apex Systems
DIR-CPO-4521
August 31, 2024
55409
Luna Data
DIR-CPO-4582
August 31, 2024
54782
Insight Global
GS-35F-0247Y
March 19, 2032
51991
The Water Department was included on approval 21-0084 for an annual authorization of $450,000.00. ITS proposes that the initial term of their
agreement, beginning March 26, 2021, expire and renew upon City Council approval to align with the restructuring of the ITS agreements.
DIR-CPO-TMP-445 was published on 4/16/2020 and responses were due on 6/11/2020
Agreement Term: Upon City Council's approval, the term will become effective and expire on August 31, 2022. The existing Vendor Service
Agreements will be amended to reflect the new expiration date of August 31, 2022. Agreements will renew on September 1 thereafter.
Renewal Terms: The Agreements may be renewed annually with a final expiration date of August 31, 2024. The renewals do not require specific
City Council approval as long as sufficient funds have been appropriated.
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.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendations, funds are available in the current operating budget, as appropriated,
of the General, ITS Capital and Water & Sewer Funds and that, prior to an expenditure being made, the participating department has the
responsibility to validate the availability of funds.
Submitted for City Manager's Office bT. Jay Chapa 5804
Valerie Washington 6192
Originating Business Unit Head: Reginald Zeno 8517
Kevin Gunn 2015
Additional Information Contact: Cynthia Garcia 8525
Ashley Kadva 2047
Expedited