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Home My WebLink AboutContract 56157-R2 CSC No. 56157-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE September 2, 2022 AVI-SPL, LLC Attn: Steve Benjamin, EVP 6301 Benjamin Rd., Ste 101 Tampa, FL. 33634 Re: Contract Renewal Notice Contract No. CSC No. 56157 (the "Contract") Renewal Term No. 2: December 1,2022 to November 30, 2023 The above referenced Contract with the City of Fort Worth expires on November 30,2022. Pursuant to the Contract,contract renewals are at the sole option of the City. This letter is to inform you that the City is exercising its right to renew the Contract for an additional one (1)year period, which will begin immediately after the Expiration Date. All other terms and conditions of the Contract remain unchanged.Please return this signed acknowledgement letter,along with your quote for charges for the new renewal term,and current insurance certificate,to the address set forth below, acknowledging receipt of the Contract Renewal Notice. To ensure that your company information is correct and up-to-date, please log onto PeopleSoft Purchasing at hgps://www.fortworthtexas. ov�/departinents/finance/purchasing, If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, Katie May Administrative Assistant 200 Texas Street Fort Worth, TX, 76102 Katherine.mayCcpfortworthtexas.gov (817) 392-8894 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: Vendor. Steve Benjamin, Digitally signed by Steve Executive Vice Benjamin,Executive Vice Yaykk--. President,AVI-SPL LLC By: Valeriewashington(Sep9,2, By: President,AVI-SPL LLC Date:2022.09.06 15:59:57-04'00' Name: Valerie Washington Name:Steve Benjamin Title: Assistant City Manager Title: Executive Vice President Date: Sep 9, 2022 Date: 9-6-2022 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all By: performance and reporting requirements. Name: Kevin Gunn Title: Director, IT Solutions By: i Cynth yr 202212:45 CDT) Approved as to Form and Legality: Name: Cynthia Tyree Title: Sr. IT Solutions Manager poo�OR�>l�a a�cP 0,F 0000r4od °off 1 old By: City Secretary: 000 o=d Name: Taylor Paris d� o o*�d Title: Assistant City Attorney `7��ette C700�G1� �aa�� Ay �Ex4lk 4" By: Jannette S.Goodall(Sep 12,202209:19 CDT) Contract Authorization: Name: Jannette Goodall M&C: �21-0459 Title: City Secretary OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 67. 2")21 ?.1,.:' CITY COUNCIL AGENDA FORT_ %bRTII DATE: 6/22-202' REFERENCE "M&C 21- LOG NAME: 13P AV INSTALLATIONS ADK NO.: 0459 ITS CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL)Authorize a Non-Exclusive Purchase Agreement with Various Vendors for New and Replacement Audio/Visual Hardware. Software. Technology. and Maintenance and Support Services Using Cooperative Contracts in an Annual Amount of 5800.000 00 with Two One-Year Renewals for the Same Annual Amount for the Information Technology Solutions Department RECOMMENDATION: It is recommended that the City Council authorize non-exCILsive purchase agreements with Audio Visual Innovations. Digital Resources, Inc. Infinity Sound. LTD .AVI Systems. Inc . and Designs That Compute, Inc. for new and replacement hardware. software. technology. and maintenance and support services for the installation of audio/visual equipment in City facilities using cooperative contract in the annual amount of S800.000.00 with Two One-Year Renewals for the same annual amount for the Information Technology Solutions Department. DISCUSSION: On June 26, 2018. City Council approved Mayor and Council Communications(M&C) P-12223, authorizing similar agreements for audio/visual (AV)equipment and services. The Information Technology Solutions (ITS) Department has since utilized all available renewal options and this action seeks approval for new authority for continued services The ITS Department will use these ron-exclusive purchase agreements to purchase new and replacement hardware, technology, and maintenance and support services from the specified verdors for all City departments on an as-needed basis These agreements will also be utilized for installing AV equipment including projectors, screens. displays, digital signage equipment, sound and amplification equipment, and audio visual controller equipment for installation in all City-owned or leased facilities Installations under these agreement are corsidered"non-standard." meaning they are reeded for auditoriums, court rooms, or other unique spaces These installations typically require the vendor to perform a walk-through and to advise on the needed equipment. configuration. and installation services For each need installation and/or project, bids will be requested from each contracted vendor to ensure the City is receiving the best pricing. ITS Department will ensure that each vendor is given equal opportunity to earn a minimum of 10\%of the business No specific contract amount is guaranteed Staff anticipate additional AV needs with the purchase of a new City Hall building. These agreements and spending authority will be made available for any AV need. The departments will utilize various cooperative contracts as listed below. Vendor Name Cooperative Cooperative Expiration Contract Date AVI Systems Inc TIPS 200904 November 30, 2023 AVI-SPL TIPS 200904 November 30. 2023 Visionality/Designs that TIPS 200904 November 30, 2023 Compute Digital Resources Inc. TIPS 200904 November 30, 2023 TIPS 20C904 was published on September 3, 2020 and bids were opened on October 16, 2020 apes ct*net org counce_packetmc_rewew aspo)iD=29008&counc4Mate=6222021 1 21 6292021 M.1 C Reoe:, AGREEMENT TERMS- Upon City Council's approval,these agreements will be executed and expire on November 30, 2021 in accordance with the respective cooperative contracts RENEWAL TERMS-The Agreement may be renewed for two(2)one-year renewal options for the same annual amount. The renewals do not require specific City Council approval as long as sufficient funds have been appropriated 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 the item. The contract was competitively bid to increase and simplify the purchasing power of government entities across the State of Texas BUSINESS EQUITY-An MfWBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. 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 INFORM ATIONICERTIFICATION: The Director of Finance certifies that upon approval of the recommendations, funds are available in the current operating budget,as appropriated, in the participating departments'Operating Funds to support the approval of the above recommendation and award of the contracts Prior to an expenditure being made, the participating department has the responsibility to validate the availability of funds BQW\ TO Fund Department Account Project Program Activity Budget Reference X Amount ID i ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference# I Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by1 Jay Chapa (5804) Valerie Washington(6192) QCjgioaling4.gaartment Head: Reginald Zeno(8517) Kevin Gunn(2015) Additional Information Contact: Cynthia Garcia(8525) Ashley Kadva(2047) ATTACHMENTS apps ct*net org;counuiyacketrnc_reviewasp')1D=29008dcounuaate=6.'22,2021 2r2