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Home My WebLink AboutContract 59683-R1CSC No. 59683-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE September 13, 2023 Sigma Surveillance, Inc. DBA STS360 Attn: Legal Dept 4040 State Highway 121, Suite 160 Carrollton, Texas 75010 Re: Contract Renewal Notice Contract No. CSC No. 59683 (the "Contract") Renewal Term No. 1: October 30, 2023 to October 29, 2024 The above referenced Contract with the City of Fort Worth expires on October 29, 2023. 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 httDs://www.fortworthtexas.2ov/departments/finance/Durchasin2. 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. 2ov (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: By: Valerie Washington (Oct 2, 2023 13:46 CDT) Name: Valerie Washington Title: Assistant City Manager Date: Oct 2, 2023 Sigma Surveillance, Inc. d/b/a STS 360 By: Name: John Hoffman Title: Executive Vice President Date: 9/13/2023 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 4 By: performance and reporting requirements. Name: Kevin Gunn Title: Director, IT Solutions By: S.Trotter (Sep 29, 202315:44 CDT) Approved as to Form and Legality: Name: Sallie Trotter Title: Assistant Director, IT Solutions By: City Secretary: nn, Name: Taylor Paris aFortr o*& ° oao vFa Title: Assistant City Attorney o90 ��"� aaann�z6544q By: U Contract Authorization: Name: Jannette Goodall M&C: 23-0524 Title: City Secretary OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 M&C Review Page 1 of 3 ACITY COUNCIL AGEND Create New From This M&C Official site of the City of Fort Worth, Texas Fo H REFERENCE **M&C 23- 04AUTHORIZE COOPERATIVE DATE: 6/27/2023 NO.: 0524 LOG NAME: PURCHASE AGREEMENT SIGMA SURVEILLANCE CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Execution of a Cooperative Purchasing Agreement with Sigma Surveillance, Inc. dba STS360, in the Annual Amount of $2,039,000.00 Using a Cooperative Agreement with Renewal Options for the Information Technology Solutions Department RECOMMENDATION: It is recommended that the City Council authorize a Cooperative Purchase Agreement with Sigma Surveillance, Inc. dba STS360 in the amount of $2,039,000.00 annually using Texas Department of Information Resources contract DIR-CPO-4770 with three options to renew for the Information Technology Solutions Department. DISCUSSION: On August 6, 2019, City Council authorized Mayor and Council Communication (M&C) 19-0007 for new and replacement physical security equipment, software and support, for a first -year cost of $3,502,042.00. The current City Secretary Contract (CSC) No. 52756 with Sigma Surveillance, Inc. dba STS360 (STS360) expires September 10, 2023. This M&C is to request authorization to execute a new Cooperative Purchase Agreement with STS360 using cooperative agreement Texas Department of Information Resources DIR-CPO-4770, in the amount of $2,039,000.00, through October 29, 2023, with three (3) options to renew. The first renewal term amount will be $2,039,000.00. The second and third renewal term amounts will be $1,356,000.00 each year. Upon City Council approval and Agreement execution by the Assistant City Manager, the new Agreement will replace CSC 52756. Approximately $683,000.00 in authorization is needed for necessary improvements for the occupancy of Future City Hall and these are one-time costs. The remaining authorization is needed to provide new and replacement surveillance, access, intrusion, hardware, software, technology, maintenance and support services citywide, for City -owned and leased facilities. Funding will be provided through a Property Management Grants Capital Project, Information Technology Solutions Department (ITS) Capital projects, ITS Fiscal Year 2024 operating budget, and various other sources depending on City department needs. COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under a cooperative purchase agreement satisfies State laws requiring that the local government seek competitive bids for purchase of the item. Cooperative contracts have been competitively bid to increase and simplify the purchasing power of local government entities across the State of Texas. SUCCESSOR CONTRACTS: In the event the DIR agreement is not renewed, staff would cease purchasing at the end of the last purchase agreement coinciding with a valid DIR agreement. If the City Council were to not appropriate funds for a future year, staff would stop making purchases when the last appropriation expires, regardless of whether the then -current purchase agreement has expired. http://apps.cfwnet.org/council_packet/mc review.asp?ID=31152&councildate=6/27/2023 9/29/2023 M&C Review Page 2 of 3 The City will initially use the DIR contract to make purchases authorized by this M&C. The Cooperative Contract is set to expire October 29, 2023. If DIR-CPO-4770 is extended, this M&C authorizes the City to purchase similar equipment and services under the extended contract. If DIR- CPO-4770 is not extended but DIR executes a new cooperative contract with STS360 and with substantially similar terms, this M&C authorizes the City to purchase the equipment and services under the new DIR contract. If this occurs, in no event will the City continue to purchase goods and services under the new agreement for more than three (3) years without seeking Council approval. BUSINESS EQUITY: A 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. AGREEMENT TERM: Upon City Council's approval, the initial term of the agreement will become effective once executed by the Assistant City Manager and will expire on October 29, 2023, in accordance with the DIR contract. The Agreement may be renewed through October 29, 2024. DIR- CPO-4770 may be extended through October 29, 2026, and if the DIR is so extended, the Agreement may be renewed in accordance with its terms through October 29, 2026. RENEWAL OPTIONS: This agreement may be renewed for up to three (3) one-year renewal terms, in accordance with the underlying DIR, at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current capital budget, as previously appropriated, in the Grants Cap Projects Federal Fund for the City Hall Move 100 Energy Way project and in the ITS Capital Fund for the Technology Infrastructure -IT programmable project and upon adoption of the Fiscal Year 2024 Budget by the City Council, funds will be available in the Fiscal Year 2024 operating budget, as appropriated, in the Info Technology Systems Fund, to support the approval of the above recommendation and execution of the agreement. Prior to an expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID I Year (Chartfield 2) FROM Fund Department Account Project ID ID Submitted for Citv Manager's Office bv: Oriainatina Department Head: Additional Information Contact: ATTACHMENTS Program Activity Budget Reference # Year (Chartfield 2) Valerie Washington (6192) Kevin Gunn (2015) Sallie Trotter (8442) Amount http://apps.cfwnet.org/council_packet/mc review.asp?ID=31152&councildate=6/27/2O23 9/29/2023 M&C Review Page 3 of 3 04AUTHORIZE COOPERATIVE PURCHASE AGREEMENT SIGMA SURVEILLANCE funds availabilitv.gdf (CFW Internal) 04AUTHORIZE COOPERATIVE PURCHASE AGREEMENT SIGMA SURVEILLANCE Updated FID.XLSX (CFW Internal) Siqma Form 1295 2019-513581.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=31152&councildate=6/27/2023 9/29/2023