HomeMy WebLinkAboutContract 57034-R1 DocuSign Envelope ID:B444AEF3-3945-4116-A174-586497EF9304
CSC No. 57034-Rl
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
August 31, 2022
ePlus Technology, inc.
13595 Dulles Technology Drive
Herndon VA 20171
Attn: General Counsel
Re: Contract Renewal Notice
Contract No. CSC No. 57034 (the "Contract")
Renewal Term No. 1: September 28, 2022 to September 29, 2023
The above referenced Contract with the City of Fort Worth expires on September 27,2022.
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 https://www.fortworthtexas. og v/departments/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.mav@fortworthtexas.gov
(817) 392-8894
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Contract Renewal Page 1 of 2
DocuSign Envelope ID:B444AEF3-3945-4116-A174-586497EF9304
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City: Vendor.
Docu Signed by:
VIA,kkl. ErV)
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By: Valerie Washington(Oct 10,202211:22 CDT) By; F44A77AE31564BB...
Name: Valerie Washington Name. °n c aug in
Title: Assistant City Manager Title: senior VP Contracts
Date: I
Oct 10, 2022 Date: 9/13/2022
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
6t &a
Bobby Lee(Sep 13,2022 14:57 CDT)
By:
Approved as to Form and Legality: Name: Bobby Lee ��°FOR?mad
Title: Sr. IT Solutions Manager a A, 0-
° o*mod
By: City Secretary: �'�° °
?00000 Ay
Name: Taylor Paris a���EXA1
Title: Assistant City Attorney
By: J ette S.Goodall(Oct 10,202214: CDT)
Contract Authorization: Name: Jannette Goodall
M&C• 21-0753 Approved: 09/28/21 Title: City Secretary
Form 1295 2021-751516
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Contract Renewal Page 2 of 2
M&C Review Page 1 of 4
Official site of the City of Fart Worth,Texas
CITY COUNCIL AGENDA FORTRTII
Create New From This M&C
DATE: 9/28/2021 REFERENCE **M&C 21- LOG NAME: 13PINFRASTRUCTURE MULTI-
NO.: 0753 COOP ITS ADK
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Non-Exclusive Purchase Agreements for Information Technology
Infrastructure, with Netsync Network Solutions, Inc., Presidio Networked Solutions Group,
LLC, Future Com, LTD., and World Wide Technology LLC using Multiple State of Texas
Department of Information Resources (DIR) and The Interlocal Purchasing System
Cooperative Contracts (TIPS)with a Combined Annual Amount up to $6,934,000.00, and
Five One-Year Renewal Options with DIR in the Amount of$5,534,000.00 for the First
Renewal, $5,184,000.00 for the Second Renewal, $4,434,000.00 for the Remainder
Renewals and Two One-Year Renewal Options for TIPS and Ratify Expenditures in the
Amount of$70,200.00 for the Information Technology Solutions Department (ITS)
RECOMMENDATION:
It is recommended to authorize non-exclusive purchase agreements for Information Technology
Infrastructure with Netsync Network Solutions, Inc., Presidio Networked Solutions Group, LLC, Future
Com, LTD., and World Wide Technology LLC using Multiple State of Texas Department of
Information Resources (DIR) and The Interlocal Purchasing System Cooperative Contracts
(TIPS)with a combined annual amount up to $6,934,000.00, and Five one-year renewal options with
DIR in the amount of$5,534,000.00 for the first renewal, $5,184,000.00 for the second renewal,
$4,434,000.00 for the remainder renewals and two one-year renewal options for TIPS and ratify
expenditures in the amount of$70,200.00 for the Information Technology Solutions Department (ITS).
DISCUSSION:
The Information Technology Solutions Department (ITS)will use these agreements to purchase
equipment and services from Netsync Network Solutions, Inc., Presidio Networked Solutions Group,
LLC, Future Com., LTD and World Wide Technology LLC. to support the City's information technology
infrastructure. This infrastructure includes equipment and software supporting the City's servers, data
storage, virtual desktop environment, and network and telephone systems. These agreements will be
used to support the refreshes for the equipment that has reached the end of life cycle as well as new
projects for City departments using the following cooperative contracts:
Vendor Co-op Expiration RFO Published Responses Due
Date
DIR-TSO-
WWT 4135 5/2/2022 5/23/2016 6/23/2016
WWT, Presidio, DIR-TSO-
Netsync 4167 7/3/2023 12/20/2017 2/5/2018
WWT, Presidio, DIR-TSO-
Netsync 3763 1/10/2024 9/12/2016 10/13/2016
WWT, Presidio, DIR-TSO-
Netsync 4299 12/17/2023 3/20/2018 5/4/2018
WWT, Future Com 10/2/2024 1/12/2018 2/26/2018
http://apps.cfwnet.org/council packet/me review.asp?ID=293 0 1&councildate=9/28/2021 9/9/2022
M&C Review Page 2 of 4
DIR-TSO-
4160
DIR-TSO-
Presidio, Future Corn 4288 2/21/2025 2/26/2018 4/9/2018
Future Com TIPS 200105 5/31/2023 1/9/2020 2/21/2020
On September 15, 2020, City Council approved M&C 20-0650 authorizing similar agreements for
information technology infrastructure purchases. Due to unanticipated projects related to COVID and a
new City Hall additional spending authority is being requested. To avoid any confusion, approval of
this M&C will eliminate prior spending authority and contracts authorized under Mayor and Council
Communication P-12248, 19-0123, 19-0270 and 20-0650.
In the previous years, the Information Technology Solutions Department spent approximately$1.7
million in authorized expenditures out of the operating and capital fund. Approval of this M&C will allow
a total of$6,934,000.00 in expenditures for the initial year, $5,534,000.00 for the first renewal,
$5,184,000.00 for the second renewal, $4,434,000.00 for the remainder renewals for projects such as
safety and security, new building projects, building upgrades, building renovations and building
expansion projects. Staff anticipate additional needs with the purchase of a new City Hall building and
the technology upgrade project at the Fort Worth Convention Center. These agreements and spending
authority will be made available to Radio Services, Desktop, Hardware and Security divisions to
purchase hardware and software for City departments as requested.
It is requested that City Council ratify expenditures in the amount of$70,200.00. In anticipation of a
new M&C, ITS staff executed a contract with Word Wide Technology LLC in the amount of
$70,200.00. This expenditure was for professional services needed to upgrade our Unified
Communications platforms. The platform was overdue for security and performance updates and there
was limited in house experience. The quick turnaround was based on FY21 operational spend
timelines.
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.
PRICE ANALYSIS -The Texas Department of Information Resources Contracts (DIR) and The
Interlocal Purchasing System Cooperative Contracts offer discounted pricing. Staff has reviewed the
pricing and 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 the purchase of items. DIR and TIPS Contracts are competitively bid to increase
and simplify the purchasing power of government entities.
M/WBE - An MBE/SBE 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.
SUCCESSOR LANGUAGE: The City will initially use these DIR Contracts to make purchases
authorized by this M&C. The Cooperative Contracts are set to expire on various dates. If the DIR
contracts are extended, this M&C authorizes the City to purchase similar equipment and supplies
under the extended contract. If the DIR contracts are not extended, but DIR executes new
cooperative contracts with substantially similar terms, this M&C authorizes the City to purchase the
same equipment and supplies under the new DIR contracts. If this occurs, in no event will the City
continue to purchase goods and services under the new DIR agreements past 2026 without seeking
Council approval.
http://apps.cfwnet.org/council packet/me review.asp?ID=293 0 1&councildate=9/28/2021 9/9/2022
M&C Review Page 3 of 4
AGREEMENT TERM: Upon City Council's approval, these agreements will be executed and continue
for a term of 12 months in accordance with approval date of this request. The agreements will renew
on an annual basis thereafter. The renewals do not require specific City Council approval as long as
sufficient funds have been appropriated.
RENEWAL TERMS -The Texas Department of Information Resources Contracts (DIR) Agreement
may be renewed annually for five (5) one-year terms for the same annual amount. The Interlocal
Purchasing System Cooperative Contracts may be renewed for one-year for the same annual amount.
The renewals do not require specific City Council approval as long as sufficient funds have been
appropriated.
FISCAL INFORMATIONXERTIFICATION:
The Director of Finance certifies that funds are available in the current capital and operating budgets,
as previously appropriated, in the ITS Capital & Culture &Tourism Cap Projects Funds for the
Technology Infrastructure-IT& Technology SCN FWCC projects and the General Fund to support the
approval of the above recommendation and exection of the purchase agreements. Prior to any
expenditure being incurred, the Information Technology Services Department has the responsibility to
validate the availability of funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year (Chartfield 2)
FROM
Fund I Department Account Project Program Activity Budget Reference# Amount
ID ID Year (Chartfield 2)
Submitted for City Manager's Office by. Jay Chapa (5804)
Valerie Washington (6192)
Originating Department Head: Reginald Zeno (8517)
Kevin Gunn (2015)
Additional Information Contact: Cynthia Garcia (8525)
Ashley Kadva (2047)
ATTACHMENTS
1295 Certificate 100771651.pdf (CFW Internal)
1295 Certificate 100771657.pdf (CFW Internal)
13PINFRASTRUCTURE MULTI-COOP ITS ADK funds availability.docx (CFW Internal)
13PINFRASTRUCTURE MULTI-COOP ITS ADK Updated FID table.xlsx (CFW Internal)
Copy of Cony of FID Template Multi Coop June2021 (002)- Revised.xlsx (CFW Internal)
Form 1295 Certificate 100771164 -.pdf (CFW Internal)
Form 1 295Certificate 100773784.log (CFW Internal)
SAMS- Future Corn, LTD.PNG (CFW Internal)
http://apps.cfwnet.org/council packet/me review.asp?ID=293 0 1&councildate=9/28/2021 9/9/2022
M&C Review Page 4 of 4
SAMs Netsync Network Solutions.pdf (CFW Internal)
SAMs Presidio.pdf (CFW Internal)
SAMs World Wide Technology, LLC.pdf (CFW Internal)
WWT Form 1295 Certificate 100771145 5.11.2021.pdf (CFW Internal)
http://apps.cfwnet.org/council packet/me review.asp?ID=293 0 1&councildate=9/28/2021 9/9/2022
M&C Review Page 1 of 4
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA FoRT�11
Create New From This M&C
DATE: 9/28/2021 REFERENCE **M&C 21- LOG NAME: 13PINFRASTRUCTURE MULTI-
NO.: 0753 COOP ITS ADK
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Non-Exclusive Purchase Agreements for Information Technology
Infrastructure, with Netsync Network Solutions, Inc., Presidio Networked Solutions Group,
LLC, Future Com, LTD., and World Wide Technology LLC using Multiple State of Texas
Department of Information Resources (DIR) and The Interlocal Purchasing System
Cooperative Contracts (TIPS) with a Combined Annual Amount up to $6,934,000.00, and
Five One-Year Renewal Options with DIR in the Amount of$5,534,000.00 for the First
Renewal, $5,184,000.00 for the Second Renewal, $4,434,000.00 for the Remainder
Renewals and Two One-Year Renewal Options for TIPS and Ratify Expenditures in the
Amount of$70,200.00 for the Information Technology Solutions Department (ITS)
RECOMMENDATION:
It is recommended to authorize non-exclusive purchase agreements for Information Technology
Infrastructure with Netsync Network Solutions, Inc., Presidio Networked Solutions Group, LLC, Future
Com, LTD., and World Wide Technology LLC using Multiple State of Texas Department of
Information Resources (DIR) and The Interlocal Purchasing System Cooperative Contracts
(TIPS) with a combined annual amount up to $6,934,000.00, and Five one-year renewal options with
DIR in the amount of$5,534,000.00 for the first renewal, $5,184,000.00 for the second renewal,
$4,434,000.00 for the remainder renewals and two one-year renewal options for TIPS and ratify
expenditures in the amount of$70,200.00 for the Information Technology Solutions Department (ITS).
DISCUSSION:
The Information Technology Solutions Department (ITS) will use these agreements to purchase
equipment and services from Netsync Network Solutions, Inc., Presidio Networked Solutions Group,
LLC, Future Com., LTD and World Wide Technology LLC. to support the City's information technology
infrastructure. This infrastructure includes equipment and software supporting the City's servers, data
storage, virtual desktop environment, and network and telephone systems. These agreements will be
used to support the refreshes for the equipment that has reached the end of life cycle as well as new
projects for City departments using the following cooperative contracts:
Vendor Co-op Expiration RFO Published Responses Due
Date
DIR-TSO-
WWT 4135 5/2/2022 5/23/2016 6/23/2016
WWT, Presidio, DIR-TSO-
Netsync 4167 7/3/2023 12/20/2017 2/5/2018
WWT, Presidio, DIR-TSO-
Netsync 3763 1/10/2024 9/12/2016 10/13/2016
WWT, Presidio, DIR-TSO-
Netsync 4299 12/17/2023 3/20/2018 5/4/2018
WWT, Future Com 10/2/2024 1/12/2018 2/26/2018
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=293 01&councildate=9/28/2021 10/6/2022
M&C Review Page 2 of 4
DIR-TSO-
4160
DIR-TSO-
Presidio, Future Com 4288 2/21/2025 2/26/2018 4/9/2018
Future Com TIPS 200105 5/31/2023 1/9/2020 2/21/2020
On September 15, 2020, City Council approved M&C 20-0650 authorizing similar agreements for
information technology infrastructure purchases. Due to unanticipated projects related to COVID and a
new City Hall additional spending authority is being requested. To avoid any confusion, approval of
this M&C will eliminate prior spending authority and contracts authorized under Mayor and Council
Communication P-12248, 19-0123, 19-0270 and 20-0650.
In the previous years, the Information Technology Solutions Department spent approximately $1.7
million in authorized expenditures out of the operating and capital fund. Approval of this M&C will allow
a total of$6,934,000.00 in expenditures for the initial year, $5,534,000.00 for the first renewal,
$5,184,000.00 for the second renewal, $4,434,000.00 for the remainder renewals for projects such as
safety and security, new building projects, building upgrades, building renovations and building
expansion projects. Staff anticipate additional needs with the purchase of a new City Hall building and
the technology upgrade project at the Fort Worth Convention Center. These agreements and spending
authority will be made available to Radio Services, Desktop, Hardware and Security divisions to
purchase hardware and software for City departments as requested.
It is requested that City Council ratify expenditures in the amount of$70,200.00. In anticipation of a
new M&C, ITS staff executed a contract with Word Wide Technology LLC in the amount of
$70,200.00. This expenditure was for professional services needed to upgrade our Unified
Communications platforms. The platform was overdue for security and performance updates and there
was limited in house experience. The quick turnaround was based on FY21 operational spend
timelines.
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.
PRICE ANALYSIS - The Texas Department of Information Resources Contracts (DIR) and The
Interlocal Purchasing System Cooperative Contracts offer discounted pricing. Staff has reviewed the
pricing and 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 the purchase of items. DIR and TIPS Contracts are competitively bid to increase
and simplify the purchasing power of government entities.
M/WBE - An MBE/SBE 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.
SUCCESSOR LANGUAGE: The City will initially use these DIR Contracts to make purchases
authorized by this M&C. The Cooperative Contracts are set to expire on various dates. If the DIR
contracts are extended, this M&C authorizes the City to purchase similar equipment and supplies
under the extended contract. If the DIR contracts are not extended, but DIR executes new
cooperative contracts with substantially similar terms, this M&C authorizes the City to purchase the
same equipment and supplies under the new DIR contracts. If this occurs, in no event will the City
continue to purchase goods and services under the new DIR agreements past 2026 without seeking
Council approval.
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=293 01&councildate=9/28/2021 10/6/2022
M&C Review Page 3 of 4
AGREEMENT TERM: Upon City Council's approval, these agreements will be executed and continue
for a term of 12 months in accordance with approval date of this request. The agreements will renew
on an annual basis thereafter. The renewals do not require specific City Council approval as long as
sufficient funds have been appropriated.
RENEWAL TERMS - The Texas Department of Information Resources Contracts (DIR) Agreement
may be renewed annually for five (5) one-year terms for the same annual amount. The Interlocal
Purchasing System Cooperative Contracts may be renewed for one-year for the same annual amount.
The renewals do not require specific City Council approval as long as sufficient funds have been
appropriated.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current capital and operating budgets,
as previously appropriated, in the ITS Capital & Culture &Tourism Cap Projects Funds for the
Technology Infrastructure-IT &Technology SCN FWCC projects and the General Fund to support the
approval of the above recommendation and exection of the purchase agreements. Prior to any
expenditure being incurred, the Information Technology Services Department has the responsibility to
validate the availability of funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year (Chartfield 2)
FROM
I
Fund Department Account Project Program Activity Budget Reference#ID ID Year (Chartfield 2)
Submitted for City Manager's Office by: Jay Chapa (5804)
Valerie Washington (6192)
Originating Department Head: Reginald Zeno (8517)
Kevin Gunn (2015)
Additional Information Contact: Cynthia Garcia (8525)
Ashley Kadva (2047)
ATTACHMENTS
1295 Certificate 100771651.pdf (CFW Internal)
1295 Certificate 100771657.pdf (CFW Internal)
1 3PI N FRASTRUCTU REMULTI-COOP ITS ADK funds availability.docx (CFW Internal)
13PINFRASTRUCTURE MULTI-COOP ITS ADK Updated FID table.xlsx (CFW Internal)
Copy of Copy of FID Template Multi Coop June2021 (002)- Revised.xlsx (CFW Internal)
Form 1295 Certificate 100771164 -.pdf (CFW Internal)
Form 1 295Certificate 1 00773784.loci (CFW Internal)
SAMS- Future Conn, LTD.PNG (CFW Internal)
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=293 01&councildate=9/28/2021 10/6/2022
M&C Review Page 4 of 4
SAMs Netsync Network Solutions.pdf (CFW Internal)
SAMs Presidio.pdf (CFW Internal)
SAMs World Wide Technology, LLC.pdf (CFW Internal)
WWT Form 1295 Certificate 100771145 5.11.2021.0f (CFW Internal)
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=293 01&councildate=9/28/2021 10/6/2022