HomeMy WebLinkAboutContract 60297-R1DocuSign Envelope ID: 65405EAC-FEC3-4BCO-AAED-934C19FOE461
CSC No. 60297-Rl
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
March 25, 2024
GTS Technology Solutions, Inc.
Attn: Legal Dept
9211 Waterford Centre Blvd., Suite 275
Austin, TX 78758
Re: Contract Renewal Notice
Contract No. CSC No. 60297 (the "Contract')
Renewal Term No. 1: May 31, 2024 to May 30, 2025
The above referenced Contract with the City of Fort Worth expires on May 31, 2024.
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.cov/departments/finance/nurchasinc.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
City of Fort Worth
IT Solutions I Finance I Contracts
200 Texas Street
Fort Worth, TX, 76102
zz IT Finance Contracts(&,,fortworthtexas.cov
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
DocuSign Envelope ID: 65405EAC-FEC3-4BCO-AAED-934C19FOE461
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
By: Mark McDaniel(Mar 27,202413:41 CDT)
Name: Mark McDaniel
Title: Assistant City Manager
Date: Mar 27, 2024
GTS Technology Solutions, Inc.
DocuSigned by:
By.
Name:
Title: GTS Technology Solutions
Date: 3/2 5/2024
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended:
By:
Name:
Kevin Gunn
Title:
Director, IT Solutions
Approved as to Form and Legality
By:
Name: Taylor Paris
Title: Assistant City Attorney
Contract Authorization:
M&C: 23-0787
Approval Date: 09/26/2023
Form 1295: 2023-1062931
Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
of this contract, including ensuring all
performance and reporting requirements.
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Name:
Jeff Park
Title:
Sr. IT Solutions Manager
City Secretary:
By:
Name: Jannette Goodall
Title: City Secretary
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
ACITY COUNCIL AGEND
Create New From This M&C
DATE: 9/26/2023 REFERENCE
NO..
CODE: C TYPE:
Official site of the City of Fort Worth, Texas
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**M&C 23- 04AUDIO VISUAL
0787 LOG NAME: COOPERATIVE PURCHASE
AGREEMENTS
CONSENT PUBLIC NO
NO
SUBJECT: (ALL) Authorize Non -Exclusive Cooperative Purchase Agreements with Designs That
Compute, Inc. d/b/a Visionality, Digital Resources, Inc., ePlus Technology, Inc., Graybar
Electric Company, Inc., and GTS Technology Solutions, Inc. for New and Replacement
Audio/Visual Hardware, Software, Technology, and Maintenance and Support Services for
a Collective Annual Amount Up to $1,500,000.00, with Four One -Year Renewal Options for
the Information Technology Solutions Department
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive cooperative purchase agreements
with Designs That Compute, Inc. d/b/a Visionality, Digital Resources, Inc., ePlus Technology, Inc.,
Graybar Electric Company, Inc., and GTS Technology Solutions, Inc. for new and replacement
hardware, software, technology, and maintenance and support services for the installation of
audio/visual equipment in City facilities for a collective annual amount up to $1,500,000.00, with four
(4) one-year renewal options for the Information Technology Solutions Department.
DISCUSSION:
On June 22, 2021, City Council approved Mayor and Council Communication (M&C) 21-0459,
authorizing non-exclusive purchase agreements with four vendors to provide audio/visual (AV)
equipment and services. Authorization under those purchase agreements expires November 30,
2023.
Therefore, the Information Technology Solutions Department ("ITS") is requesting authorization for
additional non-exclusive cooperative purchase agreements with the vendors listed below. ITS will use
these non-exclusive purchase agreements using cooperative contracts to purchase new and
replacement hardware, technology, and maintenance and support services from five vendors:
Designs That Compute, Inc. d/b/a Visionality (Visionality), Digital Resources, Inc. (DRI), ePlus
Technology, Inc. (ePlus), Graybar Electric Company, Inc. (Graybar), and GTS Technology Solutions,
Inc. (GTS). These agreements will be used for 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 agreements are needed for locations throughout the City such as office
spaces, conference rooms, auditoriums, court rooms, or other unique spaces. These installations
typically require the vendor to perform a walk-through facility review and advise on the needed
equipment, configuration, and installation services. ITS will monitor vendor utilization so that each will
have the opportunity to earn 10\% of the total business. No specific contract amount is guaranteed.
These agreements and spending authority will be made available for any City AV need. The
cooperative contracts to be used are listed below.
TIPS —The Interlocal Purchasing System
Omnia — Omnia Partners, Public Sector
DIR — Texas Department of Information Resources
Vendor Name Cooperative Contract Cooperative Expiration
Date
Visionality
TIPS 230105
May 31, 2028
DRI
TIPS 230105
May 31, 2028
ePlus
TIPS 230105
May 31, 2028
Graybar
Omnia EV2370
January 31, 2029
GTS
TIPS 230105
May 31, 2028
GTS
DIR-CPO-5057
June 23, 2027
GTS
DIR-CPO-5097
November 21, 2027
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: The City will initially use the DIR, TIPS, or Omnia contracts to make
purchases authorized by this M&C. In the event a DIR, TIPS, or Omnia cooperative contract is not
renewed, staff would cease purchasing at the end of the last purchase agreement coinciding with a
valid cooperative contract. 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.
In the event a DIR, TIPS, or Omnia cooperative agreement is not extended, but DIR, TIPS, or Omnia
executes new cooperative agreement(s) with substantially similar terms, this M&C authorizes the City
to purchase the equipment and services under the new DIR, TIPS, or Omnia contract(s). If this
occurs, in no event with the City continue to purchase goods and services under the new
agreement(s) for more than three (3) years without seeking Council approval.
Funding is budgeted in the FY21 AV/DS, FY22 AV/DS, FY23 LIB AV Upgrades, and FY23 ITS Audio
Visual projects, within the ITS Capital Fund. Funding will be budgeted in General Fund and the ITS
Capital Fund for Fiscal Year 2024.
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 agreements will become
effective once executed by the Assistant City Manager and will expire May 31, 2024, with options to
renew.
RENEWAL OPTIONS: The agreements may be renewed for up to four (4) one-year renewal terms, in
accordance with the underlying cooperative agreement, 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 period.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current capital budget, as previously
appropriated, in the ITS Capital Fund for the FY21 AV/DS, FY22 AV/DS, FY23 LIB AV Upgrades, and
FY23 ITS Audio Visual projects, 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
General Fund, and in the ITS Capital Fund for the Technology Infrastructure -IT programmable project,
to support the approval of the above recommendation and execution of the agreements. 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 Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year I (Chartfield 2)
Submitted for City Manager's Office by_ Valerie Washington (6192)
Originating Department Head: Kevin Gunn (2015)
Additional Information Contact: Sallie Trotter (8442)
ATTACHMENTS
04 Audio Visual Coop Purchases Aareements.docx (CFW Internal)
FID Table Audio Visual multi-coop.XLSX (CFW Internal)
Form 1295 2023-1062201 8-21-2023.pdf (CFW Internal)
Form 1295 2023-1062269 8-21-2023.pdf (CFW Internal)
Form 1295 2023-1062282 8-21-2023.pdf (CFW Internal)
Form 1295 2023-1062931 8-22-2023.pdf (CFW Internal)
Form 1295 2023-1063884.pdf (CFW Internal)