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Home My WebLink AboutContract 60335-A6DocuSign Envelope ID: 69669980-3679-45E5-9C54-D446FA7472FD CSC No. 60335-A6 AMENDMENT NO. 6 TO CITY OF FORT WORTH CONTRACT 60335 This Sixth 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, a cooperative agreement, 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 increase the total annual amount to $1,600,000.00 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 implement an administrative change order in the amount of $100,000.00 for a total annual contract amount not to exceed $1,600,000.00 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 Sixth Amendment to Fort Worth City Secretary Contract No. 60335 Page 1 of 2 DocuSign Envelope ID: 69669980-3679-45E5-9C54-D446FA7472FD ACCEPTED AND AGREED: CITY OF FORT WORTH: By: \ 449 e Name: Mark McDaniel Title: Deputy City Manager Date: May 20, 2024 APPROVAL RECOMMENDED: By: Name: Kevin Gunn Title: Director, IT Solutions Department 4.d44Uan�Q ATTEST: FURp do �d Ov8*0-.--�0*-- g=0 o0,,�*� � By: Name: Jannette Goodall Title: City Secretary VENDOR: ePlus Te 1 sAV- V6V1 �l G�Am iln, By. F44A7t315 lime: �RELaughl i n Title: svP contracts Date: 5/17/2024 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. S. 7"r&tte-r li r 9W7-- Pam ) By: S.Trotter (for Jeff Parkf (May 25, 26A 13:47 CDT) Name: Jeff Park Title: Sr. IT Solutions Manager APPROVED AS TO FORM AND LEGALITY: 1:5 �/7� By: Name: Taylor Paris Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 23-0787 Approved: 09/26/2023 1295:2023-1062201 ATTEST-. DSigned by: By: I ,ocuocu rVa �At V 1Va e?B4 ! 191d4C.ranmer Title: Contracts Administrator OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Sixth Amendment to Fort Worth City Secretary Contract No. 60335 Page 2 of 2 M&C Review Page 1 of 3 ACITY COUNCIL AGEND Create New From This M&C Official site of the City of Fort Worth, Texas Fo H REFERENCE **M&C 23- 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