HomeMy WebLinkAboutContract 54773-R4Contract Renewal Page 1 of 2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
September 23, 2024
Digital Markets, Inc. dba Vista Com
Attn: Legal Dept
9824 Whithorn Dr.
Houston, TX 77095
Re: Contract Renewal Notice
Contract No. CSC No. 54773 (the “Contract”)
Renewal Term No. 4 of unlimited, November 2, 2024 to November 1, 2025
The above referenced Contract with the City of Fort Worth expires on November 1, 2024.
Pursuant to the Contract, contract renewals are at the sole option of the City. This letter is to inform
you that the City is exercising its right to renew the Contract for an additional one (1) year period,
which will begin immediately after the Expiration Date. All other terms and conditions of the
Contract remain unchanged. Please return thissigned acknowledgement letter, along with your
quote for charges for the new renewal term, and current insurance certificate, to the address
set forth below, acknowledging receipt of the Contract Renewal Notice.
To ensure that your company information is correct and up-to-date, please log onto PeopleSoft
Purchasing at https://www.fortworthtexas.gov/departments/finance/purchasing.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
City of Fort Worth
IT Solutions | Finance | Contracts
200 Texas Street
Fort Worth, TX, 76102
zz_IT_Finance_Contracts@fortworthtexas.gov
Contract Renewal Page 2 of 2
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
By: ___________________________
Name: Mark McDaniel
Title: Deputy City Manager
Date: ___________________
Digital Markets, Inc. dba Vista Com
By: ___________________________
Name: __________________
Title: __________________
Date: ____________________
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended:
By: ______________________________
Name: Kevin Gunn
Title: Director, IT Solutions
Approved as to Form and Legality:
By: ______________________________
Name: Taylor Paris
Title: Assistant City Attorney
Contract Authorization:
M&C: 23-0615
Approval Date: 08/08/2023
Form 1295: 2023-1047335
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: ______________________________
Name: Steven Vandever
Title: Sr. IT Solutions Manager
City Secretary:
By: ______________________________
Name: Jannette Goodall
Title: City Secretary
Robyn Wolverton
Operations Manager
9/23/2024
.}�
i �.
�
�:,
�.
���
. J
■ -' �_ �
� a � �
�
��
�
�� �.
We have prepared a quote for you
Fort Worth PD Maintenance Quote
Quote # HOU005518
Version 1
Prepared for:
Fort Worth Police Department
Jaimie Newton
j a i m ie. newton @fortworthtexas.gov
�
�
�
�
_�
� �
. �
•
��
Houston, Texas 77095
www.vistacomtx.com ' ,/��,
(800) 708-6423 ����
I \��/
r
Tuesday, September 10, 2024
Fort Worth Police Department
Jaimie Newton
3000 W Bolt St
Fort Worth, TX 76110
jaimie.newton@fortworthtexas.gov
Dear Jaimie,
This proposal is for the continuation of the maintenance contract in effect per agreement of your
organization and Vista Com. This quote is for the new period beginning midnight on 2/1/2025. Failure to
receive payment by the expiration date will result in an expired contract whereby you may be subjected to
loss of coverage or coverage for time and materials per service event. Continuation of maintenance
coverage after an expiration period may also result in an onsite re-inspection of the recording system at the
customer expense.
Please contact Vista Com Service 30 days prior to contract expiration if you wish to alter the terms of the
contract.
Robyn Wolverton
Operations and Marketing Manager
Vista Com
Quote #HOU005518 v1 Page: 2 of 4
•
��
Houston, Texas 77095
www.vistacomtx.com ' ,/��,
(800) 708-6423 ����
I \��/
r
Services
Description Price Qty Ext. Price
Below is the maintenance contract for City of Fort Worth's Eventide recording solution provided by Vista Com that covers all
hardware and software provided by Vista Com. The renewal dates are from 2/1/2025-1/31/2026. The quote references City
Secretary Contract 54773. The list price is $55,292 and the discount is 3%.
Prof. Services Annual Maintenance Contracts $53,682.00 1 $53,682.00
Maintenance
Annual Maintenance Coverage for Your Solutions
Coverage Dates 2/1/2025 thru 1/31/2026
Subtotal: $53,682.00
Quote #HOU005518 v1 Page: 3 of 4
•
Houston, Texas 77095
www.vistacomtx.com ' ,/��,
(800) 708-6423 ����
I \��/
r
Fort Worth PD Maintenance Quote
Prepared by:
Vista Com
� ..i,;
Robyn Wolverton
(800) 708-6423 ext. 209
Fax (281) 518-7056
Robyn.Wolverton@vistacomtx.com
Quote Summary
Description
Services
Prepared for:
Fort Worth Police Department
3000 W Bolt St
Fort Worth, TX 76110
Jaimie Newton
(817) 392-2458
jaimie.newton@fortworthtexas.gov
��
Amount
$53,682.00
Total: $53,682.00
Payment Options
Description Payments Interval Amount
Payment Terms
Net 30 1 One-Time $53,682.00
Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors.
Vista Com
Signature:
Name:
Title:
Date:
Robyn Wolverton
Operations and Marketing Manager
09/10/2024
Fort Worth Police Department
Signature:
Name: Jaimie Newton
Date:
Quote Information:
Quote #: HOU005518
Version: 1
Delivery Date: 09/10/2024
Expiration Date: 05/31/2025
Quote #HOU005518 v1 Page: 4 �f 4
M&C Review
CITY COUNCIL AGENDA
Create New From This M&C
DATE:
8/8/2023 REFERENCE
NO..
C TYPE:
**M&C 23- LOG NAME:
0615
Official site of the City of Fort Worth, Texas
�ORT�'4'ORTII
-��
04VISTACOM EVENTIDE
RECORDER UPGRADE
CODE
Page 1 of 3
PUBLIC
CONSENT HEARING: NO
SUBJECT: (ALL) Authorize an Amendment to City Secretary Contract No. 54773 with Digital Markets
Inc. dba VistaCom to Increase the Contract Amount by $75,650.00 to Upgrade Software
and Add Maintenance Costs Using a Cooperative Agreement for a Total Contract Amount
of $406,161.00 for the Police Department through the Information Technology Solutions
Department
RECOMMENDATION:
It is recommended that the City Council authorize an amendment to City Secretary Contract No.
54773 with Digital Markets Inc. dba VistaCom to increase the contract amount by $75,650.00 to
upgrade software and add maintenance costs using a cooperative agreement for a total contract
amount of $406,161.00 for the Police Department through the Information Technology Solutions
Department.
DISCUSSION:
On July 16, 2020, through Mayor and Council Communication (M&C) 20-0425, the City Council
authorized execution of an agreement with Digital Markets Inc. dba VistaCom for the purchase of a
radio traffic recording system using cooperative agreement General Services Administration (GSA)
Schedule No. GS-35F-0415V, in the amount of $252,606.00.
On October 20, 2020, through M&C 20-0741, the City Council authorized the department to change
the listed cooperative agreement from GSA Schedule No. GS-35F-0415V to Houston-Galveston Area
Council (HGAC) Contract No. RP07-20.
On November 2, 2020, the City executed City Secretary Contract (CSC) 54773 in the amount of
$257,593.00. On March 12, 2021, CSC 54773 Amendment No. 1 was executed to add equipment
and professional services to the Eventide Recorder system in the amount of $19,720.00 and
document a total contract amount of $277,313.00.
On January 28, 2022, the City executed CSC 54773 Amendment No. 2 in the amount of $53,198.00
for annual maintenance and support for the Eventide Recorder system. The total amount of the
contract is currently $330,511.00.
Motorola requires the City to upgrade the Public Safety Communications System every two years to
the newest version for stability and security purposes. The Eventide Recorder system that records all
Police Department radio traffic will not work when the Motorola radio update occurs without updating
the Eventide integration software. Recordings are used for quality assurance in Communications, as
well as pursuit investigations and re-creations, court cases, and Freedom Of Information
Act requests. Without the software upgrade and professional integration services provided by Vista
Com, Police will not have the ability to record or review any radio traffic.
This M&C is to request authorization to execute CSC 54773 Amendment No. 3 to add Eventide
NexLog software upgrade and professional services in the amount of $21,968.00 and maintenance
costs beginning February 1, 2024 through January 31, 2025 in the amount of $53,682.00. Upon
execution of CSC 54773 Amendment No. 3, the new total cost of the contract will be $406,161.00.
http://apps.cfwnet.org/council�acket/mc review.asp?ID=31242&councildate=8/8/2023 9/23/2024
M&C Review
Page 2 of 3
Funding is budgeted in the Other Contractual Services account of the Police Communications
DepartmenYs General Fund and will be budgeted in the Other Contractual Services Account of the
ITS APPS Public Safety Department's Info Technology Systems Fund, once City Council approves
Fiscal Year 24 Budget.
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 items. Cooperative contracts have been competitively bid to
increase and simplify the purchasing power of local government entities across the State of Texas.
SUCCESSOR CONTRACTS: In the event HGAC Contract No. RP07-20 is not renewed, staff would
cease purchasing at the end of the last purchase agreement coinciding with a valid HGAC 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.
The City will initially use the HGAC contract to make purchases authorized by this M&C. The
Cooperative Contract is set to expire June 30, 2024. If HGAC Contract No. RP07-20 is extended, this
M&C authorizes the City to purchase similar equipment and services under the extended contract. If
HGAC Contract No. RP07-20 is not extended but HGAC executes a new cooperative contract with
Digital Markets Inc. dba VistaCom and with substantially similar terms, this M&C authorizes the City to
purchase the equipment and services under the new HGAC contract. If this occurs, in no event will
the City continue to purchase goods and services under the new agreement for more than three (3)
years without seeking Council approval.
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, CSC 54773 will be amended to include costs for
the necessary software upgrade and upcoming maintenance renewal. Maintenance and support for
the Eventide Recorder System will begin February 1, 2024 and expire January 31, 2025.
RENEWAL OPTIONS: This agreement may be renewed for up to three (3) one-year renewal terms, in
accordance with the underlying HGAC contract, 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 term.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as previously
appropriated, in the General Fund, 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 Info
Technology Systems Fund, to support the approval of the above recommendation and execution of
the amendment. Prior to an expenditure being incurred, the Information Technology Solutions
Department has the responsibility to validate the availability of funds.
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for City Manaqer's Office bv:
http://apps.cfwnet.org/council�acket/mc review.asp?ID=31242&councildate=8/8/2023 9/23/2024
M&C Review
Oriqinatinq Department Head:
Additional Information Contact:
ATTACHMENTS
Valerie Washington (6192)
Kevin Gunn (2015)
Donlen Ruffin (2017)
04 Vista Com Eventide Recorder Upqrade.docx (CFW Internal)
FID Table VistaCom Eventide upqrade.XLSX (CFW Internal)
Form 1295 2023-1047335.pdf (CFW Internal)
Page 3 of 3
http://apps.cfwnet.org/council�acket/mc review.asp?ID=31242&councildate=8/8/2023 9/23/2024