HomeMy WebLinkAboutContract 60335-A2DocuSign Envelope ID: 241B87BE-9000-44E8-9lB2-5CE31BA2E2B4
CSC No. 60335-A2
AMENDMENT NO. 2
TO
CITY OF FORT WORTH CONTRACT 60335
This Second 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, li*e ("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:
I.
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
Second Amendment to Fort Worth City Secretary Contract No. 60335 Page 1 of 11
DocuSign Envelope ID:241B87BE-9000-44E8-91B2-5CE31BA2E2B4
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
By:
Name: Mark McDaniel
Title: Deputy City Manager
Date: May 6, 2024
APPROVAL RECOMMENDED:
By: /
Name: Kevin Gunn
Title: Director, IT Solutions Department
nn
pad PORT IIp
ATTEST: p °
Pvo o=d
°ann aezasaa4
By: "
Name: Jannette Goodall
Title: City Secretary
VENDOR:
ePlus TSchpoI? yy, �. Inc.
OC4 gne
By: Vbin, w
°�3 5 McLaughlin
Title: Senior Vice 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.
By. 91ze�Pa-11-
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:
Name: (2 O 1 V-e-(
Title: Cis Ad_f„t; r
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Second Amendment to Fort Worth City Secretary Contract No. 6033 5 Page 2 of 11
DOCUSign Envelope ID:241B87BE-9000-44E8-91B2-5CE31BA2E2B4
Exhibit A
City of Fort Worth
DiaawndHiEl Library
POP't City of Fort Warth-Diarnortd Fill Ubrary-1412M
2/2712G24
Second Amendment to Fort Worth City Secretary Contract No, 60335
Uemorrio Narnllton
200-:exasStreet
Fast Worth. TX 76102
B17-302-1234
Uei�lorrFo,Hamiltan;�.€astwartht,exas-�ov
Page 3of11
DocuSign Envelope ID: 241 B87BE-9000-44EB-91 B2-5CE31 BA2E284
LWLniSIgn'6Aveiopa10..Q6£etF13�-,L1CIr•w269.3Ea3.i693 E50�dti7
PROJECT OBJECTIVES FLAN
Gtyat Fart Warta
tle[i FNTr�1 KVTiUYMIFO
This Agreement and' Project Objectszas Plan ('POV) is made Feh;uary U7 ", 2024 ["fffecGve }?ate") by and
between 0ty of For-, Worth ['Customer') and ePlus [echnolagy, inc_ y"ePlus"I (each of sPius and Customer a
"Party` and tagether the "Parties"�. This POP is governed by the TIPS nOI Dx Contract for the provisirin of
professlonal or consulting services by e9lw; to Customer (the "Agreement")_
1.1 £xgl',UtivE SUMMARY uFm Smircts
Customer has engaged ePlus to .p:=de services for upgrading a presentation anly room at its Diamond *? iid
Library site,
1.2 DkFINITLONS
Deliverable: A measurable Lndlcation of progress within a given phase; documentation in ha>d copy or eiectronic
farm such asan3l{ses, reports manuals, test results, or any Gther items asset forth Ili section 2_2.
Milestone. A spe6Fc gag,, vbjective, or event pertainlog to services described in this POP.
Normal Business Hours: The hours of Monday through Friday 9:0 a.m. to 5:03 p.m. ocal lime, excluding any
federal and ePlus obser; ed holidays, A list cf ePlus observe-d holidays will be provided upon request.
Products:1hirri-patty hardware and/or sottware products are sold separtei a and are r of deliverables.
2A SERVKFS
The Services that ePius and far itssulicantractar shall provide will include:
Plan ning/Desigrt
ePlus wll run&rt a kick-aff meeting:
Introduce the project team and:eview roles and responsibaitaes for Customer and ePlws
* R.evieve project objectives and scope of work
Roviewtask list and which tasks will be delivered an site vs_ remote
0 4eview project delr"vera.btesand key milestones
Identify acceptance calteria for project mitestones
+ Retriew delivery method and acceptance r 6terta fth deliverables
u review project bill of materials
• Identify critical project deadlines,
• Identify and secure criti'ak dependendesfconstraints, wh10 may include:
c• Work blacko*.tt dates
o CumomermaintenancewEndows
ri Review project change management procedures
• Mstu5!i initial requirements needed by efts from Customer
c, Remote arcess to existing environnwnt
ri £xisting•doLumentation
Develop plan for key or regularly scheduled Customer project me¢tings, which may inclutde.-
u Schedule design meeting(sj
o Schedule project status meeting(s) and frequency
Second Amendment to Fort Worth City Secretary Contract No. 60335 Page 4 of 11
f?acuSign Envelope ID: 241B87BE-9000-44E8-91B2-5CE31BA2E2B4
t aWSign Envelope 10_ dS'cS1 FE8-2Crl3F 4�E ' 8G83 1fE3BE'_O G7
y' ,P.oJ Ci O'DULC i IVIS PLAN
Oi ly bf FlorC W&M
Implementation
• EPlus taritl provide an 85" displwon are ePlus SET rnuint, to ba mounted in a lunation TBD
• An 1-1D3tll wall plate will be provided below the display for a content sharing connection From a user device
• ' iirtlflm screen sharing has been provided as Mn option:
o ExtronShareUnk
Supports visreless sharing willhout software via a ll5B dongle that Enables Wraca-V
receiving capability for Windows -based detdces (included In quoted price); supparts
Apple .Airplay na tivety
• Provides an HEIM l pass -through to enable a wited connection without the reed for a
HDlVH switc€aer
Does not sup"rt an orcupancf sensor for aut4imated display an/off based an roam
accopancy
• Audio playback will be pcovtded by the display's built-in speakers
a An optSon has been provided for external audio with an arnpFfier and four+A) ceiting speakers
+ --Plus wi€I also suppky a Salamander flans -mounted ADA flail! System to be installed below the display to
pmvtde ADA ca•mplonce
Documentation and Closeout'
• --Plus arils provide Canduct cfosevut and documentation review meeting
2.2 DELTVFAA BtfS
ePlus Wilt provide Vices on:y, and no Deliverables M11 be provided except as follows:
r AV elevations deta sting 10rSts43its of AV devices (ft11F)
• AV video flrnv {PaF)
• AV audio Oow (PDF)
• Equip rent lists as sperified I Exceif
• System infrastructure riepulrements (PDF}
• Solutions design diagram
• Method of procedure documents
2.3 MAU OF PearpanW4et
Unless otherwise specified elsewhere in this POP, all un-sireServices will ba performer! at Customers facilities
located at the following lttcationfs) J"Customer Slt:e'"j:
• 130D NE 35th Street, Fort Worth, T%7&106
N CUSTOWR
3.I G!•REHgtI#�SPar:.S38rLttIES
t.lu.ring the course of thcs project, ePlus w0fr requ*'re the supptart of Customer starl and computing rpmiurces. if the
required Customer res urre7 cannot. be made available, the scope of the Services, estimated schedule (see sect.nn
5.1), or bath maybe affected. Customer agrees to provide the fallowing:
A work- a rea suitable for the tasks- to 5e performed and any ta-quifed saltviare or documentation.
• If Customer directly procures any hardware of softwam required forth€s project Customer agrees to
pru,hda the hardware, software, and anY accompanying support documertat@an or instructions.
3
Second Amendment to Fort Worth City Secretary Contract No. 60335 Page 5 of ! 1
DocuSign Envelope ID: 241B8713E-9000-44EB-9lB2-5CE31BA2E284
Ll'cttiigrl ESvelope ID: OEL-oil''•bg-�t}6F•�2F,�-8Gf�1•i6p39E502d4'r
+ PROJECT OBJI-CTIVES PLAN
city of r-oft Wofk$i
• Ensure sufficient aatk spate, powef, electric, cooling, etc- for newt• hardware is in place prior to
impiementatien
ag. e_ The Custr mer rs respr ns"sble For moving existing equipment Withir+ a rack tG make
vuff dint space for new hardware, eKus rest urns are nut respcnsfbi'e far moving existing
equipment during the physical installation at new hardware.
• Customer is responsible far the removal and disposal of hardware being repfaced as part of this project.
• Provide locatmn for disposal of parking materiaIs. ePlus w0ldispose +ofdebris (cardboard, plastic, wood
skids, 5tyrufoam, and otter misceflanouns packJng materials) in customer-suppUed dump5ter
• Customer will provide patch cures related to project unless atherwise specified in this POP,
• A seC--ire 5tnragQ IMBliOn tar all equipment d elivtrred to th a Custom er Site until the sd,edulied L-Mus
installation date, if apWicable-
• Contact personnel to escort the e-Mus resourcels) through the Customer Site.
R fktcess to the Customer Site during the work haurs required for this progecr.
• Current network topology
• ElectricaPpower outletstosupport requlre,ravntsofthe instailednetwork equspMent
• Pro,iide a single techntcal point of contact, whi) is familiar with the IT environment and requirements, to
work Mth F-Mus es;6ineering resaurca(s) mrovghcrut the project and act as a liaison between the
Customer's staff-
• Prelu de requested nstmik d igrantfinformation to die &Ius resource wwithirr two 12) days of the initial
to quern.
• Custarner mpnesents and watrianks. that it has all right, tide, and interest in and to any data furnished in
conaectfon with the Services and/or that it has obtained all necessary consents, pesmissso-r+s, and;refeases
necessary for =Plus to perform Its obligations under this POP. C.islom er shall indemnify, defend, and hold
ePlus harmless from any claims or liabilities arising out of Custames s breach of the foregoing.
3.2 PKOJeCT SPEtFFtt CUSTa]'MM RESPONMILLITAS
• In ruder to .s u3mpfish the outlined goals pf this projettr Customer will be respcosibte to, ma'<cing
necessary modirrications to the space as directed by ePlus. The costs asso6ated with these modifications
are not included in this. POP.
• The roomis) matcit(esl the drawings provided by the end -user or partner.
+ The room has tlfe fol lmwng attributes_
CeDing space accessible 2h x 2fc or 2ft x 4fc drop ceiling tile.
a 12inchm of clear cAtirg space above grid.
0 Room vsalls are :anatructed with sheetrock attached to stud iraming spaced 116-inch or l4nch
on center.
r., Clear wviring pat)4 from displays to connected furn iture [tables, credenza s;.
n Sfanaard roam height at between 2 ft and So ft from finished flour to finished ceiling.
• Customer eiectrical and data pWement campieted per E lus specification.
• There is wady access to the buildingffaciiity and the room(51. for equspnF ent and materials.
+ There is 5e-curn storage for equipment du ring a nsultiple-day integration.
• AR' work areas sk ou#d be dear, and dwt free prior to the beginning of on-s ite €ntegration of electronic
equ,pnwnt. Site preparation may be vitrified try ePlus' Project Manager or representative before
scheduting of the installation.
Second Amendment to Fort Worth City Secretary Contract No. 60335 Page 6 of 11
DocuSign Envelope ID: 241 B87BE-9000-44E8-91 B2-5CE31 BA2E2B4
Cccj51onU- velopeID.0&CSIFt3ir-20RF-42E8-36a3yM39V-50N07
e+ PROJECT 0111JECTWLS PLAN
rlty.urtort WCl. 14
• ePlus un9 deNver packaging material and refuse to an on -site receptacle or facat-san dhosan by Customer.
Additional fees wHI apply if ePfus provides halal off or container services-
• If Customer-furr&hed equipment and existing calling is to be., used, these iterns are In good working
rond[tiaer and wilt integrate into the designed solution.
• Ali net9work configurations, including I P ,addresses, are provided, operational, and iunctianal before ePlus
integration begins, els@us is not responsible for testing tree LAN connections-
• Cable or sate[lite drops are in place with converter boxes opera tional before the completion of
integration.
• Document rev€ew and feedback an drawings wilt be cnmpleted by Customer within two (2j business darns-
_ Custontercommuaication of readiness wil I be considered acctarate and ea,ectasab'.e by w_plus
Project Manager-
• The ro-om (s) should have are acoustical environment conducive to fin -person meetings as %velf .as audio and
video tonferencing. G:igh ambient nv4e and}or higit reverberaVoi tray re5uh in a dimi nWied meeting
experiente-
3..3 SVS7trtitesvdnswunu
• C:,storrter is cesgaons"able frs pruv,ding all software and associated IKenses.
• Unless otherwise agreeli by the parties, Customer shah respond within tiwo �2) business days of ePlus'
request for documentations or Enfaxmation needed for the project.
• Customer 3nalI ensure that Contracts with Us own vendors and third parties are fully executed and enable
Custuinvr's business requkemants to be met in Cult. Customer shall be respansih,e for all payrrmnts to,
and the performance of, all non-ePtus entities assigned to, or worldng on this project.
• eplus w4l not be responsible for data Mzs. Backups shmild be p arimmed prior to work starting. AP data; is
the responsibility ca€the Customer.
• Should a manufacturer pravrrle Cuswmer %vAh specialized orcustom software unique to Customer, ePlus
will oaf be responsible for any delays or faliures to periarm related to use of such Software-
* ePlus shalt not he responsible for support and maintenance of products-
* Unless otherwise spe-dfied in this POP, eP:us shall not be responsible for any customizatmn of, or labor to
install software (except operating, systems or firmware pre -installed by the manufacturer)-
4 Services do not include rostrlution of software or hardware piotfle m, resulting from third party, equipment
or servi ce5 or problems beyond eMu control.
• Serrces exclude any hardware upgrade required to run new or updated software.
4.1 GFm0wuAssurnr 0%
The fo fowi .g assumptious were made to create this POP. Should any of these assumptions prove to h e incorrect
or I ncomptete then ePlus may rn ndify the price, scope of atbrk, or ?,Milestones pu rsuant to the r tj 4ngc Manage-,, lei t
Procedurm set fortis herein. ePlus assumes_
• Where a ppt cable, Caastomer's Site sh alb be ready prior to the date wheduted for uPlus to perform the
Services. Costs associated with CusT43mpr's inabitity to (Ij make the Customer Sete ready or IZ) meet any
of the other responsibilities spe;afied in this POP shall be billed at 0[u.' toen•current time and materials
rates plus travel and abler related expenses, tiny edditional costs iracvrred byCustiartaer as a result 433
delays shall be the sale responsibility of the Customer,
Second Amendment to Fort Worth City Secretary Contract No. 60335 Page 7 of 11
DocuSign Envelope Id:241B87BE-9000-44E8-91B2-5CE31BA2E2B4
DO-A09n EAVElop? iG_ OK81 FB8-2DBF-421r3-BBE,3-lU39E507�ArJr
U.yofftnWe::tit
• This POP deFi nes exclusiv6y the scope of the Services. This POP shRIP not apply to any purchase, support
-or maintenance of products, which are purchased separately_
• In the event c-Plus is required to provide third party materials under this POP Jii.e. cables, tacks, etc. j,
Customer shall he respon:sftyle for any costs, Milintenatice, ar dj of warranty obligatians therein.
• Acceptance tests conducted In respect of the Services shall apply only to such 4erv€can and shalt not
constitute acceptance orrejection of any Product purchased or licensed separately by Customer.
The schedule shalt be srxtended up to thirty [30j days fua any personael change rsgrvsts made by
Customer.
Customer acknowledges tisat at any time during WL p(oject., if .prts,� ess is statled, by no fault of efts for
more than tvrenty q1'0} contiguous business days, ePlus reserves the right to issue a h+llleatone Completion
Certificate for wrurk that has been cam plated_
• If Services include any ssessments of Customer's network, systems, or security pram¢nls, Custuarer
understands that no guaranty is made by ePJus or its. subcontractors that such assessments vrli detect all
security weaknesses, putenti al security prubfa ras, .rcrinerab4iities, ur potendal breaches_ el'lus does.tot
guarantee that recommendations nr actions undertaken pursuant to this Pfail vaM cnmpletdly ad -dress aU
issues identified or not idLntiFed.
u 19 an ePius Suhcoritractor is used to perform the security assessrttert/audit-erv'ices, the data will
be Shared With EMUS for gap analysis and recommendation p urpnses.
+ if Services include the imOlementation .oi any System deaftn„ with Emergency 911 JE9111 Seat ices,
irtduding but not lim"ted to phone systerf, 0LeCustomer is responsible for e:nsunng its 911 dialing is
compliant with aft applicable laws, including but not limited to "Karl s Law" and the "'Ray Baum Act".
ePlus encourages customers to consult with their coursel regarding this matter_
Documents are created using e;ilus templates istruaure and formatj and delivered to Customer in
s,ctftcupy only. Customization to ddiverable documents (structure, format, ind�or other non-sta ndard
roritenO roust be handled via a ChaF%e Request JCR) unless explicitty stated itc this POP.
efts Deliverable € ocuments incl ude +rip to two (2� revis ions, ,per document, based on Customer feesdback-
Subsequent revisions will require a C8 or separate POP.
The coal source code, if within scope, For the Customer's system is ava-ilab€e as a defiverable at the
conclusion of the prn;ec:t. System files will be stored on ePlus servers. Attempting try modify„ cnm p=le,
restore, or upivad to any harewra re during the warranty period will v id the system warranty. Shomd the
Customer desire the final source Mode as a del€verab.le, ePlus will so longer he hetd liable for any changes
made to the Customers system or the code itself, This IMAR1es any system failu res th at would norrraliy
be covered underthe existing atrrarityagreement.
4.2 PROJECT SPEC HCASSUMPt16Ns
■ calls and -mew" tangs will he scheduled at a mutually agreeable time between CustnrneY s and ePlus'
resources, The calls and meetings will be scheduled thraugh eRI& Project Manager.
No training is included in this POP_
• Services schedule refects work effort based on races-ccntigso-us husixiess days and dues n at include a fuil-
tsme ePlu5 Engineer for staff augmentatian durenp, the project.
• The following work isnot included in the scope of work:
o All conduit, high voltage, wiring panels, breakers, relays, boxes, receptacles, wire pathways, etr-
- Cnnrrete saw cuttingand/orcore driihng.
n flm wall, veil"ring, rocs#, anti floor peDetrtior,.
Second Amendment to Fort Worth City Secretary Contract No. 60335 Page 8 of I I
DocuSign Envelope ID: 241B87BE-9000-44E8-91B2-5CE31BA2E2B4
aoPr�ngn criwiop: its. LeEatrto�-gosr aZsa$sC+a•au�3 n2ar�3
e+ PROJECT iDBiEUMES PLAN
tsty 1Yt Fish lfidaetFi
c. Necessary gypsum board replacement and/or repair-
* Necessary ceiling tile orT-bar mndiftcatians, replacements, a€tdJar repair.
o Any millwork (moldings, trim, eut outs, etc,).
Patching and painting-
* Permits (unless sp_cpficaRy prmided for and identified within the contiract)-
Udf-site trash di posal, unless Customer specifically recquesn and pays all assortated fees,
5.1 ESY MA7Et)Tr?AEtlNL
The estimated timeline for the SE Nces will begin within thirty $aGj days alter ete;cutioQ of this POP and continue
far not more than: ix (6y ntonths. If Services have nat'oeen. scheduted at the execution of this PCIP, a timeline
should be deuetoped mutua€ly by the'Part.es and agreed to before Bath phase bt the Services begins. Theactual
start data w!" depend un the fol lotvino ronslderataons:
• Rh,eduted ny2iPabilaly of a equaOied systems engineer
+ Receipt of Pm -duct and any necessary equipment
• A"eipt of signed POP from Customer prier to praposad start date
• Receipt of pu{GtaS47 arger tiam Customer
S.2 TreurtrrmnoN
SE ith T Party may termiriwte the POP for any reason on tWrty J101 bays prior written notice to the other PArly.
Up 3n any such terinlnaatron, ePlus wUI be paid all fees and expenses wh Ich have been incurred or earned in
cannection vrith the performance of the Scra ees through the effective date of such termination. Additionally, m
the event Customer cancels any Services 'xith less than two (2? WVelss prior n0tite, Cust0mRr 1ha:l reimburse ePlus
for any non-€efundablo expenses incurred in preparation For such cancelled Services.
for the Services performed under this POP, Customer agrees to pay ePlus a fee of $8.08,00 (the " fee"1.
Milestones area as frilouas:
Westone 2 PUP Acceptance and 5lgnature 94,25a.a0
;A tl_rt• n. jlxajed+Dntp[even 0,254JIG
The Pricing in this POP is valid for sixty (60J days from delivery to the Customer. Fees inc We reasona bfe travel to
and from the mquiredlucatio.n and incdentaiexper%5es. Customer sh all issue purchaseorder adequate to Cover
the Fee prior to commencement at Services. Fees for additional services related to brat not defined in this POP
will be an a time a nd materials basis at a rate Set forth m a Written amendment or Change Req west, All tasks
under this POP will be cumpteted during Normal itusiness Hours,
Second Amendment to Fort Worth City Secretary Contract No. 60335 Page 9 of 11
DocuSign Envelope ID: 241887SE-9000-44EB-91B2-5CE31ME284
MlruSign E11IM109e Ilk 06ESiFf1il-2DCF.d2&S.SSB-3-103511-5S124t3i
PROJECI 'OBJECTIVES PLAN
e 4, ter cal rort wu; th
Payment Is dire pursuant tta the agreed -Upon terms in the Agreement referenced Sri section 1-{i, Customer
adrnowl edges that ePSus may participate in and retain the benefit of incentive plans or ather programs with,
among others, its travel providers wherein QPbus may receive benefits, sc4h as frequent flier miles or other
consideration far. corporate travel �iofume. Fees, expenses,, and other charges for tx;e Services do not include sales,
use, excise, value addedr or other applicable taxes tariffs, ar duties- Payment that may be clue on such amounts,
and shall be the sole responsibility of -Customer (excluding any appficable taxes based ion ePlus' net income.or taxes
arising from the employment or independent contractor relationship between ePtus and its personnel).
KfI[uA&SU,rx iatllit— ", - °f7. 1,d•.&10€ ,
Upan epltra r_rsmpletion of a Mi'sestone ur Service performed, eplus shall notify Customer by provedsng one of the
follo, ringinrms ofacceptance-
Signed work order ur time sheet; or
• fvilbeSjohElServiceConipfeteon Certificate ("MCU);or
Project completion do-.ument
Customer has five 15) worbrig, days From the completion of the Services or Milestone, as applicable, to accept the
wa 6: performed as being complete. Signing of the MCCr approving the time sheet• ar Customer's failure to
respond to the appsomal request within the designated five (5vramrkiR day period, signifies Customer's acceptance
of the Milestone or time sheet and that Sesvites have he en performed in accordance with the POP. In arderto
refuse acceptance of the Services, Customer must provide ePlus with full details that show that Services do not
conform to the POP. sPius Shall address such non-conformance in a timely manner and shell compile an action
plan to correct any deficiencies.. Th-2 acceptance process shall he repeated until alt deficierscies have been resolved
and the5ervices meet the requirements of the POP- Arreptance may not he withheld due to defects in Services
that do not represent a material non-confnrmance with -the requirements ottee FOP.
FC"AN8EMMAGFwm-rPR0CE]DURFS
Any change to the scope oaf Services or the Obligations of the Parties urvder this POP shall beset forth €n a mutually
agreed &zinne request signed by both parties'{" Chanj a RQquest .The Change Raq nest maybe drafted by either
Party and will describe the €aatuse of the change, the reason far the change, and the effect of the change on the
scope of work, ri eliverhles =nWar the schedule. The Parties wi II negotiate in good faith the changes to the
Services and the additional cheTge-, it anv, required to imptementthe Change Request.
r
ePlus warrants rho rrLsraiia[ian'to be free o£da5ects in rtvatzrials and workrt;anst3ip tot a period of nirtely 6°ad days, cerstrrserring
upon receipt of hP.nQtiCial use otiIS4 eyulpRtei7t, tar ufLtLn CAr7t,I41eli0n df'llre i:tstailatltan, ud'Ochevef convex flrsi (the "warlaf.ty
aerkW� tf,,dufiRgtisaWarrantyperiod,Custr,m*snotilifszPtuadealthe systenvfaits %pefformasspatSfied,ePfusshall
correct toe -problem as no additioral rota to the Cr. yaa'er, The foregaingvrarranty excludes darnalle or Inability to use Vie syitery
due ra Beier€& Fn the equlpmasat, loss of fluctuation of Ac power, interruption; In itetwnrk service, or Custanver rtaisu x.
Egulprrlani. components in the system are coverers by rnanufactufer's warranry of varying ler4tbs as determined by each
manufacturer -Should thoseequtpruent eomponenn fall, eplus will prov,41e support services to diago ase, rePhir, and repiace
ctamponenO under manuhrtwrer'swariamy far no charge during the warrang Period and may contsnue to proulde such
support services after the Warranty Peand as a h.illable service, u3iftg a nee, or existing GSA agreement a: the bllunE metnad,
costs 'or repair or restoratico of setvira caus_d.by corWitlans listed above shall be Milled on a Pima and Mat=,vials basis.
Throughout cite warranty Periadr r'i us shalt provirre telf:S1 oi* and ernall support, coca a best effort basis. durlvg nomial
business axrurs, Monday-Sriclay s:O(r a:rtt- ESTto 5;00 p.m. EST.
Second Amendment to Fort Worth. City Secretary Contract No. 60335 Page 10 of 11
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PROJECT OBJECTIVES PLAN
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110.0 POPIAMEprANCE
This POP It City of Fort Worth -Diamond Hii[ iibrarj-i412t34 is arceptaule Plen_+e sign and (Eturn to Steve "ualjes
at texa5-52MCes-management@eptus.c.Dm. `
IN WITNESS WaEREOF, the duly authorized representatives 0the Parties hereto hsve Caused this POP co he
executed.
Deputy City Manager
Second Amendment to Fort Worth City Secretary Contract No. 60335
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
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M&C Review
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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,
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M&C Review
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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