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Home My WebLink AboutContract 60335-A4DocuSign Envelope ID: E376F5EE-FBC6-4673-81 D9-88B5F71 E60E0 CSC No. 60335-A4 AMENDMENT NO. 4 TO CITY OF FORT WORTH CONTRACT 60335 This Fourth 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, Inc. ("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 Fourth Amendment to Fort Worth City Secretary Contract No. 60335 Page 1 of l l DocuSign Envelope ID: E376F5EE-FBC6-4673-81 D9-88B5F71 E60E0 I:TKeJ0Igo10l17:\12MP7:T".11040l13 CITY OF FORT WORTH: By: Ae4e-� * ��; Name: Mark McDaniel Title: Deputy City Manager Date: May 13, 2024 APPROVAL RECOMMENDED: By: Name: Kevin Gunn Title: Director, IT Solutions Department ATTEST: 4.d44Udngn foRr 00, ors �000 Pv8 to �'EXAgo4p �bRaaa'6'� By: Name: Jannette Goodall Title: City Secretary VENDOR: ePlus Technology, Inc. DocuSigned by: By: 56V, h4,oU V(' Name: Don MCLdUbfl 1f164BB Title: SVP Contracts Date: 5/7/2024 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: loal.-l- 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: DocuSigned by: TCV/6 6000,l.4JC... Name: Tina Cranmer Title: Contracts Administrator OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Fourth Amendment to Fort Worth City Secretary Contract No. 60335 Page 2 of 11 DocuSign Envelope ID: E376F5EE-FBC6-4673-81 D9-88B5F71 E60E0 Exhibit A 3411 Project Objectives Plan Crky of Fart Wur$r Shamblee Library Pop# City of Fort Worth-Shamblee Library-1.41201 2124f242d Demarrin Hamilton 200 Texas Street, Fort Warth, Texas 75102 917-392-1234 Detvlorno-Hamilton@fortwarthtexasZaw Fourth Amendment to Fort Worth City Secretary Contract No. 60335 Page 3 of 11 DocuSign Envelope ID: E376F5EE-FBC6-4673-81 D9-88B5F71 E60E0 EcN%iSion &welope ia- otseoaoo-et,a asap �3ez�a ao e+ PROJECT OBJECTIVES PLAN Oty of Fat Warth This Agreement and Praiert 0b-jectiYes Plan ["POP') is made February 29", MA {"Effeetia+e Date"i by and between Gty of Fort Wart h {"Customer") and ePl us Technology, inc- j Wlus'l (each of ePlus and Customer a 'PaW and tagetherthe "Partws'�. This POP is governed by the TIPS 73010S Contract For the provision of professional or consulting seruxes by ePJus to Customer {the 'Agreemerrt"). 1.1 E tftmvt SuMheaA-yt%irw Soviets Customer has engaged ePkis to provide services For is upgrading a presentation room and a video oonferencing room at its Shamblee Library location- 1.2 Expiirrtlom Oelhreratide: A measurable indication of progress within a given phase, documentation in hard ropy ar electronic farm such asanalyses, reports, manuals, test results. Dranyather items as set forth in sectiDn 2-2- MJlestone= A speoiic goal, ahjertive, ar event pertaining tD servjres desrri bed in this POP- Narmal Business Hours: The hours at Monday through Friday &:00 a-m- in S=Qa p.m. IDral time, excluding any federaS and ePlus observed holidays- A list Df --Plus observed holidays will he provided upon request. Produm: Third -party hardware and/or sohware produrtsare sold separately and are not deliverables. 2.1 5Eliveen The Services that --Plus and far ns su bcantrartar shall provide will Include. PfanningJDesign ePl us wili randurt a kick-off meeting: ■ Intraduce the project team and review roles and resp131!r15ibil6es for Customer and ePlus ■ Review project objectives and scope of work L Review task Itst and which tasks wil I be delivered an ske vs- remorte o RevlewprDjeadelnrerabfesand keymilestones + Identify acceptance criteria hor project milestones ■ Review del iuvey method and acreptance rrheria far deliverables o Review project bill of materia Is Identify critical project deadllnes + Identify and secure rrhicai devendenciesloonstraints, which may include: a LVark blacloout dates c Customermaintenancewindows. a Review project change management procedures ■ distuss initial requirements needed by ePlus from Custiwner o Remote access to existing ErMi-Dnment o kaistingdarumentation Develop plan far key or regularly srhedu led Customer prDj-En meetings, which may include: u Schedu le design meeting(s) o Schedule project status meetingjs) and frequency Fourth Amendment to Fort Worth City Secretary Contract No. 60335 Page 4 of 11 DocuSign Envelope ID: E376F5EE-FBC6-4673-81 D9-88B5F71 E60E0 WwSlgn Efvrelope ID. 01iaEf D 91A9-bgU4Kx 54-5752764A054D e+ PROJECT OBJECTIVES PLAN 0tyn1 FCA worm Implementation - Prasentatian Room + Up to one {1) 85' display will be installed on a RoomReady SET mount centered an the front wall ■ Up to one;1165- display will be instaFled an a RanmReady SET mount centered an the rear wall ■ U p to one;1I HDMI wa II plate wi ll he i nstalled hefow the d is pi av For a conten t sha ring connEcticin tram a user dev¢e + Up to one III wireless screen sharing will be prnvitlEd via an Extfon Share Link ■ VideG will be duplicated to bath drsptays + Up to sex I6I reiring speakers will he installed For audw playback al shared content and wocal reinforcement of the wireless microphones An option has been provided for external audio will~ an amplofier and four J4) ceiling speakers ■ Up to ane;1� Ex#ran S' wall -mounted touch panel will be instal led tar system €antral- System cantralswill include- o AFI 4nIAII Off for displays [I-F■ndNidaal power control awee each display is desired, addidana5 programming casts may be inrurredy o RDam volu me control o Indivrodual mrc level sontrat * ePlus will a Isa wppty u p to one j 1) Sa larn nder Haar -mounted ADA Rail System to be Installed below t he RS' display to prawrde ADA €amplian€e Implementation - Vldea Ccinferen€e Raarr► ■ U p to 11) 65" Fbt panel dis play will be installed at the front of the roam to show conte nt a nd to r-end xrdeo ■ Up to an I1) Room 2err will be installed below the display o The integrated camera will prowldevideo pdckup of conference participants o The integrated microphones will PMAx de audio pickup of conference participants a The integrated speakers will provide mritent and far -end audio playback o NQte: CIPEnt is responsible far providing the Webex Ilrense * Up to one ji) HDMI input will be provided at the canterence table for � laptop snnrectiun to the system + Neressary audrrnrrsual equipment will be stared in equipment endasures behind the displays ■ Up to one 31) Cisco Navigator touch panel will be installed at the conference tabFe and will present the native webex Gilt to the u wr CDc■1mentation and Closeout $ ePlu swill conduct closeout and documentation rewlew meeting 2.2 G4L]vrwrBUI ePlus wilt provide Servxes only, and no Deliverables will be provided except as follows: • AV elevations detailing IDratrons of AV dewrces (PDFI • AV video Flow (PDF) • AV audio flow IPDF) Equipment lists as sperified IExcel) • Systeminfrastnxturerequiremenkr.(PDFI ■ Solution s design diagram + Method of procedure documents Fourth Amendment to Fort Worth City Secretary Contract No. 60335 Page 5 of 11 DocuSign Envelope ID: E376F5EE-FBC6-4673-81 D9-88B5F71 E60E0 DocuSign Envelope IL}. a75806Ga91A9 d9&i la,L-5i9276�Ah9�Ci e+ PROJECT OBJECTIVES PLAN cwx of Pon Wfictis 2.3 PLAtf OF PEAMMANU Unless otherwise specireed elsewhere in this POP, all an -site Services will be performed at Customers Facilltles located at the Fallflwiryg loeationjsj j'CustomerSite"j: ■ 1662 Evans Avenue, Fort Worth, TX 76104 3.1 GEMEPALllLS11-GNSOIutIES Ouringthe course of this project, ePlus will require the support of Customer staff and computing resources. if the requ ired Customer resources cannot be made available, the scope of the Servi€es, estimated schedule )see section S.1f,orboth may beaFfected. Customeragrees toprovfdethe following: * A work area suitable for the tar ksto be performed and any required software or documenta6cn- * If Customer directly procures any hardware or SOF#ware required for this project Customer agrees to prooidethe hardware, software, and any aemmpanying support docurnmration or instructions- * Ensure sufficient rack space, power, electric, canting, etf— far flew hardware is in place prior to implementation ❑ fiW= The Customer IS responsible for moving existtnge4uapment within a rack to make sufficient space for new hardware. ePJus resources are nit res ponsible for moving existing equipment during the physical installation of new hardware- * Customer is responsible for the removal and disposal of hardware being repIlaced as part of this project- Provide Iomtion far disposal of packing materials. eplus wil I dispose of debris (cardboard, plastic, wood skids. Skyrafoa m, and other miscellaneous packing materials) in custamer-suppfied dumpster * Customer will provide patch cables related to project unless otherwise specified in this POP. * A secure storage location for all equipment delivered to the Customer Site until the scheduled ePius installation date, it appii€able- * Contact persanneI to escort the eplusresaume[s) through the Customer Site. * Access to the Customer Site during the %ark hours required for this Project- * Current network tipningy * Electrical power outlets to support requirements of the imralled network equipment * Provide a single technical point of contact, who is kamiliar with the IT environment and requirementsrto work with ePlus engineering resource[sJ throughout the prajed and artas a liaison between the Customer's staff- 0 Provide requested network diagrams�infarmation Do the ePlus resou ree within two; 2) days of the i nitial request. * f-ustomer represents and warrants that it has all right, title, and interest in and to any data Furnished in connection with the Services and/or that it has obtained all necessary consents, permissions, and releases necessary for ePlus to perform its ablutions under this POP- Customer shall indemnify, defend, and hold ePlus harmless from any claims or liabilities arising out of Customers breach oFthe foregnrng. 3.2 R1rD M Sr'ECMC CUSTOMER RESPOra dal rM r In order to accomplish the outlined goals aE this project CUStDMer will be responsible ro-r making necessary madrfirations Do the spa€e as di rected by EPJus. The costs associated with these mod ifications are not included in this POP. r The room Is) match es} the drawings provided by the end -user or partner - Fourth Amendment to Fort Worth City Secretary Contract No. 60335 Page 6 of 11 DocuSign Envelope ID: E376F5EE-FBC6-4673-81 D9-88B5F71 E60E0 D wSign Eitselopa la- 4158DBDEaG lAg-49M-WSS-BTRZT6GOMD e+ PROJECT OBJECTIFIES PLAN IRV al Fah Warlh + The room has the following attributes: o Ceiling space axressible 2ft x 2ft or 2ft x 4ft drop reiiing tile- ❑ 12 mches of clear reifing space above grrd- a Boom walls are construcMd with sheerrork sttarhed to stud framing spaced 113--inch or 2d-inch an center. o Clear wiring paths from displays In connected furniture [rabies, credenzas[- * Standard roam height of between 8 ft and 16 ft from finished Boor to Finished ceiliF% ■ Customer electrical and data placement oompleted per ePlus specifiration- ■ There is ready access to the buildinearility and the room(sl for equipment and materials. + There is secure storage for equipment during a multiple -day integration. + All work areas should he dean a nd dust fre-2 prior to the beginning of nn-site integration of electronic equipment- Site preparation may be verified by ePlus' Prnjiect Manager arrepresentative before scheduling of the immllation- 2PIus will deliYer packaging material and refuse to an on -site receptade or locaborn chosen by Customer - Additional fees will apply it ePtus prowides haul off or container services. • It Customer-turnished equipment and existing cabling Is to he used, these items are In good working condition and will integrate into the designed solution- • All network configurations, including I P addresses, are provided, operational, and functiona I before ePlus integration begins- ePlus Is not responsible for testing the LAN connections- 0 Ca ble or satel lite drops are in place with converter boxes operational before the com pletion of integration. ■ Document review and feedback an drawings grill be completed by f-ustnmerwithin two (2[ business days. o Customer commu nication of readiness wil I he considered accurate and executable by ePlus Project Manager. • The roomf s) should have an acoustical environment conducive to in -person meetings aswell as audio and video conferencing- Hio ambient notse and)or high reverberation may result in a diminished meebng experience. 3.3 SrStrmftL%Pnmgmumt& ■ Customer is responsible for providing al l software and assoriawd licenses. ■ Unless otherwise agreed try the Parties. Customer shall respond within two;2) business days of ePlue request far documentation or information needed for the projert. • Customer shal I ensure that contracts with its own vendors a nd third parties are fully executed and enable Customer's business requiremeras to be .met in Full. Custome r sh all be responsible For al I payments to, and the performance of, all non-eRus enriries assigned to, or wor4 ing on this project:. + ePlus will not he responsible for data loss` Backups should he performed prior to work starting- All data is the responslbd iry of the Customer- 4 Should a manufacturer provide Customer with specia113ed ar custam software unique to Customer, ePlus vAll not he responsible for any delays or failures to perform related to use of such soirware. • ePlus shall not he responsible for support and maintenance of products- 0 Unless otherwise specified in this POP, ePlus shall not be responsible for any rustomixation Or or labor to install software [except operating systems or firmware pre -installed by the manufacturer)- + rervhres, do not include resolution of software or hardware problems resulting from third party equipment or services or problems beyond ePNs' control. • S.ernoes exclude any hardware upgrade regrrired to run new or updated softtvare- Fourth Amendment to Fort Worth City Secretary Contract No. 60335 Page 7 of 11 DocuSign Envelope ID: E376F5EE-FBC6-4673-81 D9-88B5F71 E60E0 McLOgn E"ope IEK 413aD9Da-91A449U-6051-5792764Af164D e+ PROJECT OBJECTIVES PLAN Chynl Furl Worth 4.1 GEWRALAsgu1wmoms The following assumptions were made to create this POP- Should any o€these assumptions prove to he incorrect or incomplete then ePlus may modify theprice, scope of work, or Milestones pursuant to the Change Management Procedure set Forth herein. ePlus assumes: + Where applicable, Customers Site shall be ready prior to the date scheduled for 2P1us to perform the Services. Costs associated w1 h Customers inability to (1) me ke the Customer Site ready or (2M meet a rty of the other respunsibMities specified in this PDP shall be billed at ePius'then-airrent time and materials rates Plus travei and other relined expenses. Any additional costs incurred by Customer as a result of delays shall he the soleresponsibility at the Customer. ■ Th Ls POP 60 nes exc lusiYely the scope of the Services- This POP shall not apply to any purdhase, support or maintenance of product, which are purchased separately. ■ In the event ePlus is required to paovide ttrird party materials u nder this POP (r.e- cables, racks, etc. Customer shall be responsible far any costs, maintenance, and far warranty obligations therein. s Acceptance tests eondueted In respect of the Senwites shall apply only to such Services and shall not constitute igoteptance -or rejection o#any Product purchased or Ucensed separately by Customer- s The schedule shall he extended up to thirty (3M daysfor any personnel change requests made by Custorrter- • i_Ustomer acknow led$esthat at any time duringthe project, if pmgressis stalled, bynoiault ofePluts, for mare than twenty j26J contiguous business days, ePlus reserves the right to issue a Milestone Completion Certificate fur work that has been completed • 14 Services include any assessments at{ustome�s network, systErasr or security protocoh� Customer understands that no guaranty is made by ePlus or its su bmrilracbors that such assessments vwi11 detect all security weaknesses, potential security problems, 4ulnerabilities, arpaterrtial breaches- ePlus does not guarantee that recommendations or actions undertaken pursuant to this POP will completely address all Issues identified or not idetF ilied- o If a n ePius Sulbmnha€tor is used to perform the security a55e55mentfaudi1 services, the data will be shared with ePlus far gap analysis and recommendation purposes. • 11 Servkes include the implementation at any system dealing with Emergency 311 jE911) Servlces, including but not limited to phone sysxems, the Customer is nesponsible for ensu ring its 911 dialing is compliant with all appkable laws, including but not limited to "ifari's Law' and the "Ray Baum Art"- ePILs enmu rages customers to cnnsuh with their counsel regarding this matter. s Documents are created using 2Plus tempbles jstructure and farrrtatj and delivered to Customer in sof cagy only. Cusmmixation to dellverable documents (structurer format, and/or other non sta ndard coraentI must be handled via a Change Request (CR) unless expdicitiy stated in this POP- * eP1us Deliverable DOCUmentS include up to two (2� revisions, per document, teased an. Customer €eedbUk- Subseque nt revisions will require a CR or separate POP. • The Tina I source code, if within scope, for the Custo merry system is available as a deliverable at the conclusion at the project- System Files will be stored on ePlus servers Attempting to modify, compile. restore, or u plo-ad to arq' hardware during the warranty perlod will void the system warranty- Should the Customer desire the finai source code as deliverable, ePlus will no longer be held liable for any changes made to the Customer's system or the code itsetf-Thisincludes any system lailures that would normally be covered under the existing warranty agreement. Fourth Amendment to Fort Worth City Secretary Contract No. 60335 Page 8 of 11 DocuSign Envelope ID: E376F5EE-FBC6-4673-81 D9-88B5F71 E60E0 DOWSlgn EnMelape IQ_ 415aOBDag1Ag•49M4M? #-URZT $AGBOD e+ PROJECT OBJECTIVES PLAN City al Fan Werth 4.7 PkwirrSwit-3rASSuwrt oNs + Calls and meetings will be srfteduHed at a mutually Agreeable time between CU!Ptomer's and ePln5' resources- The calls and meetings will be Scheduled through ePtuS' Project h+kanager_ Nu training is inclLded in this project unlesr. otherwise specified in this POP_ 5enrtees schedule rellectS work effort Cased on non-contiguous business days and dues not snclude a full- time ePJm Engineer for Staff augmentation during the project. + The followingw4rkis nut included in the scope afwark: ❑ All conduit, high voltage, wiring panels. breakers, relays, boxesr receptacles, wire pathways. etc. ❑ Concrete saw cutting artd far core drilling_ in FIFewall, celing, roof, and floor penetration_ ❑ Necessarygypsum board replaoament andlarrepair_ n h2cessary ceiling the or T-bar modifications, replacements, and far repair - in Any millwork (moldings, trim, cut (3nts, etc.). in Patching and painting. In Permits tunless specifically provided for and identified within the contract) In Off-sitetrash disposal, unless Customer sperif ally requests and pays all asscciatELd fees. 5.L EstrMAtLDTtMWPdM The estimated timeline for the Servlms will been within thirty {36] days after execution of this POP and continue for not more than six (6) FnontfisL If Semi€es have not been scheduled at the execution of this POP, a timeline should he developed mutually by the Partuesand agreed to before each phase of the5ervlces begins. The actual start date will depend an the fol Imvingconsideration�- Scheduled avaitabifrty of a qualified sysm_ms engineer • Receipt of Product and any necessary equipment • Rece ipt of signed PDP from CnsuHmr prior to proposed start date * Receiptof purchase order from Customer 5.2 TIMMNaTrbw Either Party may tenrdnate the POP far any reason on thirty 1313) days prior written natioe to the other Party. Upon a ny such tennlnabonr ePlns will be paid all lees a nd expenses which have been incu rred or earned m connection with the performance Othe5ervkes through the effective date of such termi nation. Additionally, i n the event Customer cancels arty SerujiRs with less Than two (2� weeks prior notice, Customer shawl reimburse ePlus for any non-FOundable expenses Inr:urred in preparatinn tar sudn cancelled Services. Fourth Amendment to Fort Worth City Secretary Contract No. 60335 Page 9 of 11 DocuSign Envelope ID: E376F5EE-FBC6-4673-81 D9-88B5F71 E60E0 DoouSgn €nWe4* io. oisaoeoo-ei sgss +l 3sspae�o e+ PROJECT OBJECTIVES PLAN City AI FTKIL Werth For the Services performed urrder this POP. Customer agrees to bay ePlus a fed of $27,10X0 Ithe "Fee-). Milestones are as foilows: Milestone 1 POP Acceptance and Signature $11,931,5G Milestone 2 ProjeEt [ornpletion $13,9.3I3f1 The Prlcing In this POP 4sva4id fDrslxty (60f days from delivery to the CusEcimer. Fees include reasonable travel to and Cram thetequlred location and incidental expenses Customer shall issue a purchase order adequate to cower the fee prier to commencement of Services- Fees for additional services related to but not dermed in this POP will be Dn a time and materials basis at a rate set forth rn a written amendment or Change Request- All tasks underthis POPwill be completed during Normal Business Hours. Payment is due pursuant to the agreed -upon terms in the Agreement referenced in section 16- Customer acknowledges that ePins mW parti€ipaw in arrd retain the benefit of incentive plans or other programs with, among others, Its travel prowiders wherein ePlus may receive benefits, such as frequent flier miles or other eonsideratian for corporate travel volume. Fees, expenses, and other chargesfor the Services do not include sales, use, excise, value added, or other applicable taxes, tariffs, or duties- Payment that may he due on sijch amount, and shall be the sole responsibility of Cmtomer (excluding any applicable taxes based on ePlus? net income or taxes arising from the 2MPIDyment or independent contractor reaationship between ePlus and its personneil- Upon ePlus €Dmpletian of a Milestone or Service performed, ePlus shall nobly Cu swmer by providing one of the foRDuwing forms al aecepta noe: + Signed work order or time sheet; or + MilestDne/Serwi€e Completion Certificate ('MCC'M,- crr • PraJectimmpleuon document Customer has Crwe 15) working days from the completion Df the Services or Milestone, a3 applicable, to accept the work performed as tieing €Dmplete- Signing ottee MCCr approving the time sheet or Customer's ladure to respond to the approval request within the designarrrd five (S) working day period, signifies Customer's arreprance of the Milestone or time sheet and that Services have been performed in WCordwce with the POP- In order to refuse acceptance of the Servioes, Customer must provJde ePlus with full details that show that Services do rwt conform to the POP. QPlus shall address -such non-conformance in a ¢imeiy manner and shall compile an action plan to correct any deficiencies- The acceptance process shall berepeated until all deficiencies have been resolved and the Services meet the requirementsof the POP. Aceeptanoe may not be withheld due to deter=ts in Sendres that do not represent a material non-conformance with the requirements of the POP. Fourth Amendment to Fort Worth City Secretary Contract No. 60335 Page 10 of 11 DocuSign Envelope ID: E376F5EE-FBC6-4673-81 D9-88B5F71 E60E0 05m,919n Envgope Ia. 015aDrM-91A4-49M-BY -Ei752764AG134❑ PROJECT OBJECTIVES PLAN City A F»rt WoeM Any change to the scope mf Services or the obligations of the Parties under th is POP shall be set Forth in a mu#wally agreed change request signed by both parties I "Change RequesYf. The Change Request maybe drafted by either Party and will describe the nature Of the change, the reason for the change, and the effect of the change on the scope of workr Deliverables andjor tfie schedule- The Parties will negotiate in good faith the changestd lfie Services arrd the additional charges, if ariy, requlred to lmpiement the Change Request- ePlus warrants the iiiezalfariimto be iree dI defects In materials and w inf0unshlp for aperiod oFa6" t90) days, co-mrr*rldng upon recut of benefkial rise of the equipment, or wpm completion aI me instiglation, wNchevex comes first F Lrw -warranty Perled I. if. daring tfle warranty period, custorne r noeifies ePkis that ohe system falEs to perform as specaP" ePlus shall correct Lheproblemalno adAtlanal costto the Chvmr. The foregoingwarranry eadudes darnagera Inablirtytn usethe system dde to defects in the equlpn,,&� loss or f luetuatian of AC {rower, Inteirupt;ons In or Custoner misuse. Equipment components In rbesystern are rM.Wed bymanufacwrer's warrantyof varyingherrgths as determined by each rnamcfacturer. Should Chose equipment compo:wtsfail. eP1us wllrpaoo esippee t services to diagrhose, repair, and replace components under manufacturer's warfanty lorao charge duo Ingthe warranty Period and may cnnrinueto p€mide such support services after the warrantVPefiod as bmlWe servrtxr uUnga new ocexisting BSA aVeement its the bihingmethod- Ccrstsfac repair ar restoratinnof Pervlce caused by moditlons IEswd ahaveshA be Gilled an aTime and Maberdakbasis. Thmughaut the warranty Period, &Mus stash provide teieowne and ermaN support, on a test effort basis during normal Guslness hours, Monday -Friday EAG a.m- EST to SAGI p.m. EST. This POP 0 City Of Fort Worth-Shamblee Library-141201 Ls acceptably. Please slgn and return to Steve Hughes at texas-servicrs-management@eplus-oom. IN WITNESS WHEREOF, the duly authorized representatives aF the Parties hereto have mused this POP to bE executed- Fourth 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