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HomeMy WebLinkAboutContract 60335-A3DocuSign Envelope ID: CC9FBC37-1049-4A67-9328-ABFBBBBCEF8E CSC No. 60335-A3 AMENDMENT NO. 3 TO CITY OF FORT WORTH CONTRACT 60335 This Third Amendment is entered into by and between the City of Fort Worth (hereafter 'Buyer"), a home rule municipality, with its principal place of business at 200 Texas Street, Fort Worth, Texas, and ePlus Technology, 4nc. ("Vendor"), Buyer and Vendor may be referred to individually as a Party and collectively as the Parties. WHEREAS, on October 19, 2023, the Parties entered into City Secretary Contract 60335 to provide expert guidance, oversight, recommendations and planning assistance to the City in the management and execution of this strategic initiative ("Agreement/Contract"), WHEREAS, the Parties wish to amend the Agreement to add a Projective Objectives Plan (exhibit A) at no additional cost using the existing City Secretary Contract 60335 under The Interlocal Purchasing System Cooperative 230105. NOW, THEREFORE, the Parties, acting herein by and through their duly authorized representatives, enter into the following agreement: 1. AMENDMENTS The Agreement is hereby amended to add the attached Statement of Work at no additional cost using the existing City Secretary Contract 60335 under The Interlocal Purchasing System Cooperative 230105. 2. ALL OTHER TERMS SHALL REMAIN THE SAME All other provisions of the Agreement which are not expressly amended herein shall remain in full force and effect. 3. ELECTRONIC SIGNATURE This Amendment may be executed in multiple counterparts, each of which shall be an original and all of which shall constitute one and the same instrument. A facsimile copy or computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall have the same effect as anoriginal. OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Third Amendment to Fort Worth City Secretary Contract No, 60335 Page 1 of 11 DocuSign Envelope 10: CC9FBC37-1049-4A67,9328-ABFBBBBCEF8E ACCEPTED AND AGREED: CITY OF FORT WORTH: Name: Mark McDaniel Title: Deputy City Manager Date: May 5, 2024 APPROVAL RECOMMENDED: By: Name: Kevin Gunn Title: Director, IT Solutions Department 44444an�Il ATTEST: eF F°Rrkdao >o OVS o=A By: (1 Name: Jannette Goodall Title: City Secretary VENDOR: ePlus Teehtpl a . inc. By: �bUt, NI G t ln, !464a'TADA McLaughlin Title: senior Mce President, Contracts Date: 4/26/2024 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. P� By: Name: Jeff Park Title: Sr. IT Solutions Manager APPROVED AS TO FORM AND LEGALITY: By: Name: Taylor Paris Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 23-0787 Approved: 09/26/2023 1295:2023-1062201 ATTEST: By: Olt Name:,r►S-�iv�e �1rrJi Title: Co. rr - _,4_cL4Vt -t vtl OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Third Amendment to Fort Worth City Secretary Contract No. 60335 Page 2 of I 1 DocuSign Envelope ID: CC9FBC37-1049-4A67-9328-ABFBBSBCEF8E Exhibit A City of Fort Worth Northside L inary 98sa mend POPH City of Fart'Oi f7h-t v=?hs de Library Basernenr-1.44LN 2/28/2Q24 DC'Morrlo Hamilton 200 Texas Street Fart Worth, TX 76102 817-392-1234 €etAorrio.HamiltonLZiortw+arthte)crs.gov Third Amendment to Fort Worth City Secretary Contract No. 60335 Page 3 of 11 DacuSign Envelope ID: CC9FBC37-1049-4A67-9328-ABFBBBBCEF8E On uSlgn F—JveiAfy il?_ 9l > L+?r;a CEd d5r3 ii3fz P3768dCti71 P4 1 M This Agreement and Project Objectives' Plan f "FOP" j Is made February 2;iP, 2024 ("f ffeethv Date"} by and hettveen City of Fart Vtlorth ['Customer") and ePlus Tecbnology, inc. d"elal=ss"J (eac i of el)lus and Custo-mer a "Party- and together the " wt s"). skis POP Rs governed by the signed Contrast TIPS 250105 for ttte prcausion of professional or cnnsa hlog services by ePfus to Customer (the 'A regiment" (- 1.1 EXECr11NE SUMMARY OF tHV SERwltES Customer has angaged eptus to provide servifas inr upgrading a ptesAntatimn only rtwm at its Northside U bmry basement Cite, 1.2 DIPINMEWS Deliverable., A is.easarab?e indication of progress within it given phase, documentation m hard corny os electronic farm suchas, analyses, reparts, manuals, test results, or any rather items as set forth in ; ection 2-2- hlitestone-- A specific goal, objective. or e.veni pertalning to sarilces described In t his POP. Narmai Business Hours: The hours of Manday through Friday 8,03 a.m. to 5M p.m, local time, excluding. any taderat and ePlus Dbwrved holidays. A list of c-Hus abserved holidays waft be provided upon request. Products: Third -patty harderare. and/or software products are so:d separately and are not deliverables. 2.1 SEriwrCH$ The Services that eRlus and/or @ts subcontractor shall orovide will conclude: Planniing/Design ePlus'wrll conduct a kick-off meeting: • tntroduce the project team and mview roles and responsibilities for Custame: and ePlus • P,evie.V project objectives and scope of work - task list and which tasks viilt be delivered om site vs- remote u aievievvproject deliverab%mand key milestones • Identify acceptance criteria for project mdestor es Review delivery method and acceptance criteria for deliverables o Review p; oject bill l of materials r Icientifycriticsl project dead.ines a Identify and secure c'ritk-at dependencies/constraints, which rpa:y include: a Work blackout dates Customer maintenance windows o Review project change manegement.procedures + Discuss initial requirements needed by c-Plus from Customer a Renmte access to existing en'llronm ent c €xistingdocumemation • Develop plan for key or regularly scheduled Customer project meetings, which may include: Schedule design meetin&l o Schedule projai:t status meeting(s) and iretluency Third Amendment to Fort Worth City Secretary Contract No, 60335 Page 4 of 11 DocuSign Envelope ID; CC9FBC37-1049-4A67-9328-ABFBBB13CEF8E #7ac4Sign)rrimrip-- Ia. 33Ct7 F s,C;CE9.45Ur;-,B3DE-F,77C9©B 7Df7I3C 3, f i� i ,�e''i `! PLAN city 01 ftnt waa�f hnpfementatinn ■ G5* dispDay Installed on a mobile cart Art Extron'Sharetink will be provided for wireless sharing to the moll a cart -mounted displap' • An HDMI cable %01 be provided ,at thecaft [or a wired Peptop Lonnectlon to the systern, c, No adapter ring will be provided • Apower strip with a 25' cord will be provided, a network m.anagad POU wil l not be provided + Necessary audiovisua I equipment will be stored ore an equipment storage plate on the back of the cart • It is assurned puiverr and data run nectionswill be a- ailable in the room for cannL-ding the cart Documentation and Closeaut • ePlus will conduct: closeout and ducumentation review meeting 2.2 E1imftsws ePlus wilt provide SerVkes anfy, i}nd no deliverables will be provided except as fellaws: • AV elevations detailinglocatfons of AV dc�&ea" (fODF) • AV video flow JPDF) • AV audio iStaw JPEtF� • Equipnsent lists as specified (Excel) + System infrastructure faquirernents. (PDFJ • Wutions design diagram • Method ofprfteduredocuments 2.3 PLACE OF PI APORMANCE Unless other -wise specified elsewhere in WSi, POP, all on -site Services wilt be performers at Castasr<er's facilities located at the follnwh-r g lacatitantx) I 'Customer Sste j: GUI Park Stmet, Fort Worth, TX 76164 1 CUSTOMER RESPONSMUTIrS 3.1 GWILPALftspohait&aKS During the cumse of this Prnject, ePlus will require the support of Customer staff and cam puting resources. If the required Customer resources cannot be made avalfable, the scope of the 5ervlces, estimated schedu4 {see section 5.1), or troth ma%- be afferted. Customer agrees to provide the folgv%ying. + A I.vork area suitable for the tas<s to be performed and any required software Dr documentation. • If Customed difertlq procures any hardware or softwar, requtrarl for this project, Customer agrees to pi owde the hardware, software, and any accompanying support documentation or instructiGns_ ■ Ensure suflicfent rack spate, power, electex, cooling, etc. far new hardware is in place prior to implementation cA Note:-rbe Customer i3 aesporisible fora moving existing equipment within a rack to make mif Scent space for new hardware. ePius resources are: not resparm :te for maul, L 1i;ex:se:np equipmaant d uring the physical installation of new hardware. + Customer is responsible for the removal .and disposal of hardware being replar:ed as part cf th`ss pro ert Third Amendment to Fort Worth City Secretary Contract No. 60335 Page 5 of 11 DocuSign Envelope ID: CC9FBC37-1049-4AO7-9328-ABFBBBBCEFBE £#'w.{51Bfn frrMIUp3 IG.;iBG�56�Gg'&+F59Cti3t35��F`3768dB'Fl�[3ir C ly of Fair t Worth • Provide location far disposal of packing materials. eP[us V;il! dlsfsose of debris $card board, plastic, stood skldsr 5tyrofaam, and other mi5milaneous packing materials) in customef-supplied dumpster ■ Custamer will provide patch cabfEm rotated to project unless otherwise specified in this POP. • A secufe storage focatizon fof aii equipment delwered to the Customer Site until the scheduled aplus instaRatiors date, if app€icable- N Contact personnel to escort the epfus resourt e[s) through the Cu5tumer Site. • Access to the Customer Site during the work hours required for this prayed, • Current network tapulogy • Eiettrical pawer auttets to support requirements of the installed netti DID equipment r Prok6de a single technical point of contact, who is farni€iar with the tT envimnmant and requicen:esnts, to work with ePhis engineering resourtefs] tiomughnut the project and ar-tis a liaison hetwVeen the C.ustomer's staff. • provide requested nets mrk diagra msjininrmation to the eflius resource within tv3a Q) clays of the initial request. • fustamer represents and warrants that it has all nght, title, and interest in and to any data furnisthed in ,Connection wvith. the Saruices andfor that it has obtained art necessary consents, permissions, and refeases ne,cessary for epius to perform its obligations under this POP. Customer stroll indemnify, defend, and hold eplus harmless from ally claims at, fiabiJttes arising out of Customers breath of the foregoing. 3-2 PRofecl 5ptrtme Cus fumrR Rr,4�0rislo nits • In ordt:r to accosrpfish tlir outlined goats of this project, Customer will be responsible for mating necessary modifications to the space ors directed by ePlus.. The casts associated with these modifications are not ind ud ed In this POP. • The roams) match(esj the drawEngs provided by the end -user or partnsr. • The ranm has the fntlmvingattributes- u Ceiling space acces5iWe 2ft x 2ft or 2f1 x Aft drop ceiling tile. a 12 inches of clear ceiling s pace above gr-rd. ci Raarn wells are constfutted with shoe track attached to stud #rare ling spaced 16-inch or 2+d-i nrh on center. o Clear wiring paths from displays#a tannEcted furniture (tables,crmdenia_s). o Standard room height of bet h'een 8 ft and 10 ft from finished floor so finished cei€ing. • Customer electrical and data ptarement completed per eNus specification. • There is ready access to the busldinglfacility and the roarrrfsl for equipment and materials. • There is.sp-.uare storage for equipment during.a muitrpta-day integration. • AK nark areas 5.hoWd be clear, and dust free prior to the beginning of an -site integration of etectronic equipment. Site preparation may he verified by e?lus' Pruject Manager or representative before scheduling of the installation. eplus will deriver packaging material and refuse tcl an on -site receptacle or facati!an chosen by Customer. Additional fees vdtl apply is ePlus provides haul off, or container services. • if Custamer-furnished equlpment and existing cabling isto be used, these items are in good vnarking condition and will integrate into thedesigr:ed solution- • Alt network configurations. inquiring ifs addresses, are provided, operational, and funftional before L-Nus integration begins. eP€us is nest responsible for testing ti a LAN connectEons. • Cable Or satellite dfep5 are in place with converter boxes operafional before the complet on of integration. Third Amendment to Fort Worth City Secretary Contract No. 60335 Page 6 of 13 DocuSign Envelope ID: CC9FBC37-1049-4A67-9328-ABFBBBBCEFBE Wou&gnFAvalope It?_ S iGE[}4Eq wC�& r5flCr93fia �37F BEIib38C e+ PROJLCT OBJECTIVES PLAN Qty M €zfl WOT01 • Document reviEwr and feedback ark draw. ngs. wilt be tompleted by Customer withn two (2) busiress days. Customer communication of readiness will be considered accurate and executab:e by ePlus Project Manager_ • The roarnt%) should have an arzusticat envircnment tondutive to in -person meetings, as well as audio and video ronfererxing. Righ ambient raise and/or high reverberation may resent in a diminished meeting experience, 3.3 S45tlht Rtspt mmisru nt% • Customer is res,ionsible far providing all software and associated licenses. • unless otherwise agreed by the Parties. Customer shalt respond within two (21 business days of ePius' rectuest far Cloy-urnentanoi7 or infarmation needed for the project. • Customer shall ensure that contracts with As mvn vendors and third parties are futly executed and emabte Ctrstumer's business retidirements to be met in full. Customer shall be responsible for ail payments to, and the performance of, .all nan-ePtus entitles assigned to, or working wzLn this PTrrject. • eP lus writ) not be responsib:e for data lass. Backups should be perfurmEd pr'ur to work starting. All d ata is the responsibility of the Cmwmo-r- • Should a manufa•tiurer provide Customer with specialized or custom software uniqu a to Customer, eplus swilt not be nasponsiarle far any delays or fai!ures to pertora: related to use of such soltwage. • ePlus %halt not he resDwlsible for support and maintenance of products. • Unless of specified in this POP, c-Plus shall not be responsible for any cvstornixat#an of, or labor to install software (except operating systernsar firmware pse-installed by the manufacturer). • Servi "u do not include resalutiori of software ar hardware probles is resultir±g from third party equipment or serviux or problems beyond ePlus' control. • Ser5Ams c*dude arTy hirdware upgrade required to rtm new or updated software. 4.0 Assutsryvnms 4.1 GEkERALASSuMPT)Drd The following assumptions wcm made ra create this POP, 5hould any of these ass�mpEiDns prove to be incorrect or incornpcate then ePlus may m:odliy the price, scope of work, or Miles-tonespursuantto the Change fvlanagecaent Procedure se forth hereir, vPtus assumes, • VMere appficalble, Cuwtomer's Site shall he ready prior to the date schedu.ed for ePlus to periorm. the Services, Costs associated with Casturner's inabitity to [1) make the Customer Site ready orj2) rtaeetany of the other respanstb lilies sµecafted in this POP 5112H toe billed at ePlus' then -current tirne and mateiials rates plus travel and other reiated expenses. Any additional casts irawred by Customer as a resu=t of delays shall be the sole respims'sbi]4 of the Custornter. • This POP defines axclusivety the5[apeof the Services. This POP shales trot apply to any purr -#rase, support ,or maintenance of products; wwh"soh are purchased separately. • In the event e'Iiis is required to provide third party materia.s under this POP (t.e. ca.btes, racks, etc.), Customer iiall be responsible for any ca5.ts, mairitenance, and/'or warranty obligations therein, • Acceptance tests conducted ip, respect of the Services shall .apply only to such Senriees and shall not constitute acceptance a: repettiion of any Predurt purchased or licensed separately by Customer. • The schedule shall be exterided up to thirty [30� bays ftir any personnel chaoge req-.*sts grade by f ustamer. Third Amendment to Fort Worth City Secretary Contract No. 60335 Page 7 of 11 DocuSign Envelope ID: CC9FBC37-1049-4AB7-9328-ABFBBBBCEF8E rJu-a al[yn Ewrelope 113. 3fiCEa8E9 GE3-�SiiG it3C r 3789�ilSTt]9�G + PROJECT OBJEU 3VES, i-)? r�,N City of Von inafth • Customer acknowledges that ei any firre;during the project. H progress is stalled, by nD vault of ePEus, far more than twenty; ZDI contiguous business flays, ?plus reserves the right to issue a Milestone Cacnpr8etitm Certificate for work that has been completed, • If Services Ind uds any assessm+* h of Csrstomer's netsvark, systems, or security protocols, Custclmmr understands that nd guaranty is made by ePlus or Its subcontractoEs that such assessment: YA5 detect all security :veabnesses, potential security problesorsr vulnerabilities, atrgatential breaches. ef'lusdotes not guarantee that recommendations or actions undertaken pursuant to this POP veil! completely address a€I issues Identified or not Identired. o If an Wus Subtontractor is used to perform floe security aSSEssment/audit se rvtces, the data will be shared with ePlus Errs gap analysis and retem:nteedation pufpases. • If Se:vicas include the implement=_tfon of any system dealing with Emergency 01T JE9111 Services, induclinE but not kmited to phone systems, the Customer is responsible for ensuring its 911 dialing is compliant with all applicable laws, inn uding but not limsted to "Karl's Law" and the "Ray Baum Act". Wu.s encourages customers to consult with theirmvuresel regarding this matter. Documents are rreated using ePlus templates (structure and format) an$ delivered to Customer in softcopy only. Cu5torn atian to leliverable documents (structure, format, andlor other non standard contents must toe handled wla a Change Request (CR) unless explicitly stated in thir POP. • e€rlus aeliuerab€e Documents include up to twe 42} revisions. per document, 1125Ed Oft Customer feedbark. Subsequent revisions viol require _a CR orsepamte POP, • The final source code, if within scope, for the Customer's system is availatgE as a deliverable at the conclusion of the project. System files will be stored on ePlus servers. Attempting to madify, compile, restore, or upload to asay hardware. during the wafra.nty period will void the systern warranty- 5heulld the Customer desire the final sourze cods as a +defivemble, eP€us will! tars longer be held liable tar any rhangm made to ttra Custo-mer's system arthe code itself. mis.-includes any system failures that would i osr mally be covered under the existing iu_rranty.xgreement. 4.2 !alto,€etSP£tzrrtAssuvPTjot+s. • Calls and meetings will be scheduled at a mutually agreeable Lima betiveen Customers and eplus' resn%3rces. Theca{'sand maetings will be scheduled through Mus' Project Manager- • Na training is included In this project untez otherwise specified in this POP. ■ Services sch edule reirects work eff art [lased on non-xomiguous business days and dots not include a full- time ePlus sng",near for staff aug-mentatiain during tke project- 4 The follaiwing work is not €nduded In the scope of work; _ All conduit, high voltage, wiring panels, Streakers, relag5. boxes, receptacles, wire pathssays, etc. o Conrrete satin rutting and{tar rase dfilling- a Eire wall, railing, roof, and floor penetration, o hlecessarygypsum board replacement and/or repair- ,:; Necessary calling tale oir T-bar maditiratinns, replacements, and/or repair. rr Any rrsill Arork (moldings, trim, cut outs, etc.). _, Patching and painting- * Permits (unless specifiralfy provided for and identified within the contract). o Gff-sitetfasn disposal,, unless Customer sperdficaily requests and paps a 11 associated fees. Third Amendment to Fort Worth City Secretary Contract No. 60335 Page 8 of 11 DocuSign Envelope ID: CC9FBC37-1049-4A67-9328-ABFBBBBCEF8E i-A:r_i-in Ear eWa 113: 3buE{i3 ig�GC3 d�r34.33Gc-P37�pi'67Q9DC I' PROJECT OBJECTIVES PLAN t7Ly of FOrs Aiartfl .tl PERWO OF pMORMANC S.1 esv imnnn Tr>:tl uNE The es#intated t-smeli ne for the Services wi II begirt within thirty j310a days after Execut€on of this POP and continue for flat aerie tharl six (6) rnonths- If services have nut been scheduled at the execution of this POP, a ti melhE should he developed mutually by the Parties and agreed to before each phase of the - Services begins. Tile actual start date will depend on the foltoti,wing considerations_ Stheduted aysilatrility of a qualified systems engineer 0 Receipt of PrGdUet and any neria%sacy eq uipmeni ■ Receipt of slv Ed POP from Cusi:43mer priorto proposed start date 4 Receipt of purchase order fsom CrstaMer S.2 TsslmmmioN rithar Pacty may terminate the POP far any reasan on. thirty J3Gj days print written notic2 to the other party. Upon any such termination, a Pius will be paid all fees a rid expenses which have been incurred or earned in connection with the performance of the Sewices through the effective date of such termination. Mclitionally, in the event Customer cancets any Services with less than two 12) weeks prior notice, Customer shall reimburse EMS fur any non-refundable expen.ses incurred inprepa ration for such cancelled S-ervttes. 1 a a. • ;� For the Spi-vices performed under this POP, Customeragraesto pay ePlusa fee of $7,351.(M (the "Fee"T. Milestones are as follows, Milestone M. 11013 icteptanceand Sign atum $3,�.7` 'sq *R st_,et PrQjA?ctcornplatiom '::,', GIs The Pricing in this POP is valid forsixty (60} days from dal -every to the Custarner. Fees include roasonabFe travel to and from the required Incation and incidental expenses. Customer shall issue a Purchase order adequate to cu wer the .Fee pricer to cofrimenceiMent of Services. Fees for ad ditional services related to but not defined in this POP will he on a Arne and materials basis at a rate set forth in a written amendment. or Change Request. Ail tasks under this POP will be completed during Normal Business Hours. Payrs4ent Is due pursuant to the agreed -upon terms in tie Agreement referenced in s,ettion.1-0. fustumer acknowledges that EPtus may pFrticipate in and retain the benefit of incentive }mans vs other programs with, among others, its travel providers wherein ePlus may receive benefits, sack as frequent flier miles or other consideration far corporate travel volume. Fees, expenses, and other charges for the Services do not include sales, use,, excise, vaf ie added, or other appikable taxes, tariffs, or duties- Payment that may be due on such amounts, and shall be the sole respci asibtlfty of Cuvtwner (excluding, any applicable taxes based are ePlus' net income tar taxes arising from the ernplcivmen t or indepe^ident contractor relationship between eP]rss and its persimnell. Third Amendment to Fort Worth City Secretary Contract No. 60335 Page 9 of It QocuSign Envelope IQ: CC9FBC37-1049-4A67-9328-ABFBBBBCEFSE CX-%W,SlgnEnvalopeID. 38;;EiJ i3�CCr7d58C 43fiwF3i69FiE7�9flr� i W.01 Foa WW ttl terMI3IMtt*7orl4,f0J. Upon eNu5` completion of a Nilleatone or 5ervire performed, ePlus shall notify Customer by prev iding one of the following forms of acceptance: • Signed vrork order err time sheet.,' fit a Milestone/Service Completion Certificate �"R#CC"�; or 4 Project completion document Customer has -five 15j working days from the completion of.the Services or Mi-sestone, as applicable, to accept the work performed as being complete- Signing of the iVICC, approving the time sheet, or Customer's fadute to respond to the approval request within the designated five (SF wmking day peri,ad, sign!fies Customer's acceptance Of the Milestonp or bate sheet and that Services have been performed irr, accordance with the POR. to order to refuse acceptance of the 5ervices, Customer must provide Wus mth full details that show that Services do not conform to the POP. ePiut shall address such non-confsarnance in a timely manner and shall compile an action plan to correct any deficiencies- The acceptance process shall be repeated until ail def deoties have hers fesclNed and the Services meet the requirements of the POP. Acceptance may not be withheld due to defects in Setviees that do not represenir a material nurl-ronfDrmance with the requirements of the POP. Any change to the scope of Servir:es� or tyre obligations of the Parties under this POP shalt be :set forth in a mutually agreed change request s.gned by both i+artaes f" Ctiange Request"ir-The Change Request may be drafted by -either Party and wM describe the nature of the change, the real. in for the charge, and the effect of the change on the scope of work, GelivErables and;'ar the schedule- The parties wail negatiare in good faith the changes to the Services and the additionillcharges, if any, required to implement the Change Request, r aPlus warrants tine im. allation to be tree o; detects ire mate(ials and workmanship toe a period 0 arittety i W) days, cnmrnetscin-g upon receipt of benericiA use of Il:e egvipinent, or upon eontpietiurl of the instaflation, waidienercomes first Itlte 'Warranty Perim 1. if, durina she warranty perltldr customer notiti'es ePlus that the system falls to perform as spetiiied, ePlus sisal] [matt she problem at ae awitEwal cost to the os'raiie, Tile farepingwarm aty excludes dafnags of i.rtahllity to usethe system duo m dlefecif. in the equipmeot, lass or fluctuation of l,r prime[, ifiterruptions in twtwark seivice, arCuslom r misuse. Equipmert components in t he rystern are coyere,'9, b4 manufacturer's warranty of varying tersgth: as deterrniihed by each titanytacturer. Should timme aquQurientcompanedlts Fall, eMuswill. prouide %dpoiartservices to diagnose, repair, and replace [olriponent5 urldel' rilanufactwer'soyarrailty for f!D charge duringl he iarranty Perlad ants shay cominue to provide such support services ailer the Warranty Period as a;J-dlabte service, iiis,b a new or aYisilria BSA agreelnent as the Wink lnarnod- Coss for repair ur restoration of setvlce Eau:ed by conditioris listerl abtirashalj be bi Iced on a Tinhe aitd Mateliats DUB. Thfau,ghaut ¢toe warranty Perlod, cAus Shalt prcM- de rele'Ph one arly erilail support, on a Hest effan basin, defing mdrri7al mKitless Mugs Xlkonday-Friday M a.rtl_ Mr to 5:00 pall. Z53, Third Amendment to Fort Worth City Secretary Contract No. 60335 Page 10 of 11 DocuSign Envelope ID: CC9FBC37-iO49-4A67-9328-ABFBBBBCEFBE r.--oiSlyn r-nvWpp• 10- 3? Ei 64 CCSS-d5�3G-r73LYo-F37 BE7i k�C + PROJECT OBJECTIVES" PLAN CKY of rCdt Vffarlh- This POP 0 MY of Fort 'Nueth-Northside Library Basement-144194 is acceptable. Pfease sign and rehurn to Steve Hughmsattexas-s=_rvi�es-maiyagemc t(uepl�s_[gm. itt WITNESS WHEt EO.F. the duly authorized representatea+?s of the Parties herein have caused this POP to tae executed. David KlOMS Mark McDaniel VPi Services � Deputy City Manager 3? 712[)24 May 5, 2024 Third Amendment to Fort Worth City Secretary Contract No. 60335 Page 11 of 11 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- 04AUDIO VISUAL DATE: 9/26/2023 NO.: 0787 LOG NAME: COOPERATIVE PURCHASE AGREEMENTS CODE: C TYPE: CONSENT PUBLIC NO HEARING: 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 http://apps.cfwnet.org/council_packet/mc review.asp?ID=31413&councildate=9/26/2023 4/30/2024 M&C Review Page 2 of 3 Vendor Name I Cooperative Contract I 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, http://apps.cfwnet.org/council_packet/mc review.asp?ID=31413&councildate=9/26/2023 4/30/2024 M&C Review Page 3 of 3 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 I Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) FROM Fund Department I Account I Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for Citv Manager's Office bv: Valerie Washington (6192) Oriciinatinci 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-cooD.XLSX (CFW Internal) Form 1295 2023-1062201 8-21-2023.pdf (CFW Internal) Form 1295 2023-1062269 8-21-2023.0f (CFW Internal) Form 1295 2023-1062282 8-21-2023.pdf (CFW Internal) Form 1295 2023-1062931 8-22-2023.0f (CFW Internal) Form 1295 2023-1063884.Ddf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=31413&councildate=9/26/2023 4/30/2024