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Home My WebLink AboutContract 60691-R1CSC No. 60691-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE November 14, 2024 DATASPAN HOLDINGS, INC. Attn: LEGAL DEPARTMENT 13755 HUTTON DRIVE #300 FARMERS BRANCH, TX 75234 Re: Contract Renewal Notice Contract No. CSC No. 60691 (the "Contract") Renewal Term No. 1 of 4; January 1, 2025 to December 31, 2025 The above referenced Contract with the City of Fort Worth expires on December 31, 2024 (the "Expiration Date"). 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 this signed 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 httDs://www.fortworthtexas.2ov/departments/finance/nurchasin2. If you have any questions concerning this Contract Renewal Notice, please contact us at the email address listed below. Sincerely, City of Fort Worth IT Solutions I Finance I Contracts 100 Fort Worth Trail Fort Worth, TX, 76102 zz IT Finance Contractsafortworthtexas.aov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: DATASPAN HOLDINGS, INC. By: \J/G��//!�v `la' i B y: y Name: Mark McDaniel Name: - -.I 6ha �{ • (�A r gj Title: Deputy City Manager Title: V, ck ��r�e ;• [ 01:Efv)+1A-114 Date: Nov 18, 2024 Date: 1 ! 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: Hve Won Kim Title. Assistant City Attorney Contract Authorization: M&C: 23-1005 Approval Date: H /28/2023 Form 1295: 2023-1079991 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: Lawrence Crockett (Nov 15, 202414:12 CST) Name: Lawrence Crockett Title: Sr. IT Solutions Manager City Secretary: By: J Name: Jannette Goodall Title: City Secretary n4Qa T pO� FORdP �o °ono a=o° Oda �EXPsoa4 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 M&C Review Page 1 of 3 A CITY COUNCIL AGEND Create New From This M&C DATE: 11/28/2023 REFERENCE **M&C 23- LOG NAME: NO.: 1005 CODE: P TYPE: CONSENT PUBLIC HEARING: Official site of the City of Fort Worth, Texas FORTWORTH 13PITB 23-0082 UPS UNIT REPLACEMENT AND MAINTENANCE CP IT NO SUBJECT: (ALL) Authorize Execution of a Purchase Agreement for Uninterruptable Power Supply Unit Replacement and Maintenance Services with DataSpan Holdings, Inc. for the Information Technology Solutions Department in an Annual Amount Up to $207,000.00 for the Initial Term and Authorize Up to Four One -Year Automatic Renewals for the Same Annual Amount RECOMMENDATION: It is recommended that the City Council authorize execution of a purchase agreement for uninterruptable power supply unit replacement and maintenance services with DataSpan Holdings, Inc. for the Information Technology Solutions Department in an annual amount up to $207,000.00 for the initial term and authorize four, one-year automatic renewals for the same annual amount. DISCUSSION: The Information Technology Solutions Departments approached the Purchasing Division to finalize an agreement to procure services to replace and maintain uninterruptable power supply units on as needed basis. The uninterruptable power supply units will be utilized to provide backup power to critical Information Technology infrastructure while the maintenance services will assist in maintaining the uninterruptable power supply units. Purchasing issued Invitation to Bid (ITB) No. 23-0082 that consisted of detailed specifications describing the services to replace and maintain uninterruptable power supply units. The ITB was advertised in the Fort Worth Star -Telegram on August 2, 2023, August 9, 2023, August 16, 2023, and August 23, 2023. An evaluation panel consisting of representatives from the Information Technology Solutions Department reviewed and scored the submittals using the Best Value Criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below. No guarantee was made that a specific amount of services would be purchased. Bidder IlEvaluation Factors DataSpan 12217 A B C D �4.83 tal Score .11.33 ��4.33 35 Best Value Criteria: a. Contractor's qualifications, experience, and references b. Availability of resources to provide services (equipment, personnel) c. Contractor's approach to perform services d. Cost of service After evaluation, the panel concluded that DataSpan Holdings, Inc. presented the best value to the City. Therefore, the panel recommends that Council authorize a purchase agreement for http://apps.cfwnet.org/council_packet/mc review.asp?ID=31630&councildate=11/28/2023 12/13/2023 M&C Review Page 2 of 3 uninterruptable power supply unit replacement and maintenance services to DataSpan Holdings, Inc. Staff certifies that the recommended vendor met the bid specifications. Funding is budgeted in the ITS Other General Government Department's ITS Capital Fund for the purpose of funding the FY 23 UPS Refresh project, as appropriated. AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and expire one year from that date. RENEWAL TERMS: This agreement may be renewed for four additional, automatic, one-year terms. 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. DVIN-BE: A waiver of the goal for Business Equity subcontracting is approved by the DVIN-BE, in accordance with the Business Equity Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. 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. 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 FY23 UPS Refresh project to support the approval of the above recommendation and execution of the agreement. Prior to any expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. BQN\\ TO Fund Department Account ' Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) d:TglJA■ Fund Department I Account Project ID ID Submitted for Citv Manager's Office bv: Oriqinatinq Department Head: Additional Information Contact: I_'%Ikf_TII:IJiI4ik&I Program Activity Budget Reference # Amount Year (Chartfield 2) Reginald Zeno (8517) Valerie Washington (6192) Reginald Zeno (8517) Kevin Gunn (2015) Jo Ann Gunn (8525) Christen Pacheco (6159) 13PITB 23-0082 UPS UNIT REPLACEMENT AND MAINTENANCE CP IT.docx (CFW Internal) 13PITB 23-0082 UPS UNIT REPLACEMENT AND MAINTENANCE CP IT.XLSX (CFW Internal) Data Span Holdings INC 1295 form.Ddf (CFW Internal) ITB 23-0082UPS Unit Replacement-AI.Ddf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=31630&councildate=11/28/2023 12/13/2023 M&C Review Page 3 of 3 Sam.Gov-DataSgan Holidna INC.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=31630&councildate=11/28/2023 12/13/2023