HomeMy WebLinkAboutContract 61021-R1CSC No. ___________
Contract Renewal Page 1 of 2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
January 6, 2025
Graybar Electric Company, Inc.
Attn: Legal Department
4601 Cambridge Road
Fort Worth, TX 76155-2233
Re:Contract Renewal Notice
Contract No. CSC No. 61021 (the
Renewal Term No. 1 of 4, February 1, 2025 to January 31, 2026
The above referenced Contract with the City of Fort Worth expires on January 31, 2025
. 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 https://www.fortworthtexas.gov/departments/finance/purchasing.
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 | Finance | Contracts
100 Fort Worth Trail
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 City Manager below.] /
[ACCEPTED AND AGREED:]
City:
By: ___________________________
Name:
Title:City Manager
Date: ___________________________
GRAYBAR ELECTRIC COMPANY, INC.
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: ___________________________
Title: Assistant City Attorney
Contract Authorization:
M&C: 23-1030
Approval Date: 11/28/2023
Form 1295: 2023-1085480
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: Bobby Lee
Title: Sr. IT Solutions Manager
City Secretary:
By: ___________________________
Name: Jannette Goodall
Title: City Secretary
Shannon Gregory
MCDB
2-11-25
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CITY COUNCIL AGENDA
Create New From This M8�C
F�RT�'�ORTI�
-�~-
REFERENCE **M&C 23- 04GRAYBAR ELECTRIC
DATE: 12/12/2023 NO.: 1030 LOG NAME: STRUCTURED CABLING AND
SERVICES
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Execution of a Cooperative Purchase Agreement with Graybar Electric
Company, Inc. to Provide Structured Cabling and Services in an Amount Up to
$1,500,000.00 Annually with Renewal Options for the Information Technology Solutions
Department
RECOMMENDATION:
It is recommended that City Council authorize execution of a cooperative purchase agreement with
Graybar Electric Company, Inc. to provide structured cabling and services in an amount up to
$1,500,000.00 annually with up to five (5) renewal options for the Information Technology Solutions
Department.
DISCUSSION:
This Mayor and Council Communication (M&C) requests authorization to execute a cooperative
purchase agreement with Graybar Electric Company, Inc. (Graybar) to provide structured cabling
equipment, materials, parts, and labor for projects throughout the City. Graybar holds Omnia Partners
contract EV2370 which will provide discounts for all communication infrastructure parts, materials,
labor, and services. This request is for authorization up to an amount of $1,500,000.00 annually for
structured cabling projects citywide.
Large structured cabling projects that will use this authorization include:
New Clifford Library
New Police Department Storefront Northeast
New Fire Station 43
New Fire Station 26
New Fire Station 37
New Fire Station 16
New North Library
New North Police Department Division
Present City Hall remodel for Police Department
Meadowbrook Golf Club remodel
Fort Worth Convention Center expansion/remodel
New City Hall
Fire Station 15 remodel
Northwest Community Center
M&C Review
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The Water Department has fiber and data cabling projects below scheduled within the next five years.
Holly Water Treatment Plant
Westside Water Treatment Plant
Eagle Mountain Water Treatment Plant
Rolling Hills Water Treatment Plant
Village Creek Waste Water Reclamation Plant
New Mary's Creek Waste Water Reclamation
Plant
The Water Department (Water) projects do not account for break/fix or other office configuration
needs. Water estimates these projects will cost $280,000.00 per year. Fiber and data cabling projects
for the Water Department will be funded by a combination of Capital projects and Operating funds.
Other construction or retrofit/remodel projects will be funded by a combination of Capital projects and
Operating funds.
BACKGROUND: In 2017, the Information Technology Solutions Department (ITS) together with the
Purchasing Division conducted a Request For Proposal process for structured cabling. As a result,
ABLe Communications, Inc. and Superior Fiber & Data Services, Inc. were selected to provide
structured cabling parts and services Citywide. On June 20, 2017, City Council authorized M&C P-
12065 for the execution of professional services agreements with ABLe Communications, Inc. and
Superior Fiber & Data Services, Inc. to provide structured cabling parts and services through ITS.
Since that time, the City has spent over $5,000,000.00 for structured cabling materials, parts, and
services through September 2023.
Upon Council approval of this M&C, the executed new Cooperative Purchase Agreement with Graybar
will replace the existing ABLe Communications, Inc. and Superior Fiber & Data Services, Inc. City
Secretary Contracts and their respective remaining authorization. Graybar Omnia cooperative
agreement will provide discounted pricing for all structured cabling materials, parts, and services to
ITS.
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: In the event the Omnia Partners (Omnia) agreement is not renewed,
staff would cease purchasing at the time of the last purchase agreement coinciding with a valid Omnia
agreement. 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 Omnia contract to make purchases authorized by this M&C. The
Cooperative Contract is set to expire January 31, 2024 with options to renew through January 31,
2029. If Graybar Omnia EV2370 is extended, this M&C authorizes the City to purchase similar
equipment and services under the extended contract. If Omnia EV2370 is not extended but Omnia
executes a new cooperative contract with Graybar and with substantially similar terms, this M&C
authorizes the City to purchase the equipment and services under the new Omnia contract. If this
occurs, in no event with the City continue to purchase goods and services under the new agreement
for more than three (3) years without seeking Council approval.
BUSINESS EQUITY: The City's Diversity and Inclusion Department (DVIN) does not require Business
Equity Goals when purchasing goods and services under a cooperative agreement such as Graybar's
Omnia contract. However, Graybar has agreed, in good faith, to subcontract with certified Minority
Business Enterprise (MBE) firms ABLe Communications, Inc. (ABLe) and Superior Fiber & Data, Inc.
(Superior) to provide services for the City's structured cabling needs. Graybar will report subcontract
dollars spent with ABLe and Superior in the DVIN contracting database for tracking purposes only.
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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 a sufficient funds have been appropriated.
AGREEMENT TERM: Upon City Council's approval, the initial term of the agreement will become
effective once executed by the Assistant City Manager and will expire on January 31, 2024. The
Agreement may be renewed through January 31, 2025, with the option for Omnia to renew through
January 31, 2029. If the Omnia contract is extended through January 31, 2029, this agreement may
be renewed in accordance with its terms through January 31, 2029.
RENEWAL OPTIONS: This agreement may be renewed for up to five (5) one-year renewal terms, in
accordance with the underlying Omnia 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 capital budget, as previously
appropriated, in the ITS Capital Fund for the FY21 AV/DS, FY22 AV/DS, FY23 ITS Audio Visual, FY22
PD P2P Camera Expansion, and FY22 FD Locution Refresh projects, and the Technology
Infrastructure-IT programmable project. Other planned projects listed above and future projects are
funded in the budgets of the respective capital project or the departments' Operating Funds to support
the approval of the above recommendation and execution of the agreement. Prior to an expenditure
being incurred, the Information Technology Solutions Department and participating departments
have the responsibility to validate the availability of funds.
Fund Department
ID
Fund Department
ID
Account Project Program I Activity I Budget Reference # Amount
ID Year (Chartfield 2) �
Account Project
ID
Submitted for City Manager's Office by_
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Program I Activity I Budget Reference #
Year (Chartfield 2;
Valerie Washington (6192)
Kevin Gunn (2015)
Sallie Trotter (8442)
Amount
04GRAYBAR ELECTRIC STRUCTURED CABLING AND SERVICES funds availability_.pdf (CFW Internal)
City of Ft Worth - Form 1295.pdf (CFW Internal)
FID Table Graybar Structured Cabling.XLSX (CFW Internal)
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