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HomeMy WebLinkAbout061021-R2 - General - Contract - Graybar Electric Company, Inc.61021-R2 CSC No. CITY OF FORT WORTH CONTRACT RENEWAL NOTICE January 13, 2026 Graybar Electric Company, Inc. Attn: Legal Department 4601 Cambridge Road Fort Worth, TX 76155-2233 Re: Contract Renewal Notice City Secretary Contract No. 61021 (the "Contract") Renewal Term No. 2 of 4, February 1, 2026 to January 31, 2027 The above referenced Contract with the City of Fort Worth eXpires on January 31, 2026 (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 https://www.fortworthtexas.�ov/departments/finance/purchasin�. 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(a�fortworthtexas.�ov C�]�yCy/_I�:�X�%]:��, C+� � i'�'� Xy:� � ��1:�'1 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: G�AN��� B�7; DiannaGlordano(Jan22,20260&33:02CST) Name: Dianna Giordano Title: Assistant City Manager Graybar Electric Company, Inc. BY� �"`�_ O Name: Shannon Greaory Tit1e: nnr.nR Date: O1/22/2026 Date: 1-14-26 CITY OF FORT WORTH 1NTERNAL ROUTING PROCESS: Approval Recommended: /-� � By: Name: Kevin Gunn Title: Director, IT Solutions Approved as to Form and Legality: 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: (� /�✓ �%%"'�/ i Name: Jason Lyssy Title: Sr. IT Solutions Manager ����.��,�_ P,�����. By. Ca�daceFaglia�a(Jan20,2026�9�.26�.33GST' Name: Candace Pagliara Title: Sr. Assistant City Attorney Contract Authorization: M&C: 23-1030 Approval Date: 11/28/2023 Form 1295:2023-1085480 City Secretary: � � ���'� � By: � Name: Jannette Goodall Title: City Secretary oa Il � FORr�Ba q�Q00000000 �L 0� d �'° �'p�d l.g pVo o°=d ppp'f °�o °° �`o p�n� nE4A54 � Contract Renewal Page 2 of 2 1/6/25, 10:34 AM ACITY COUNCIL AGEND Create New From This M&C F�1RT�'�'URTH -�� 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 apps.cfwnet.org/cou ncil_packet/mc_review.asp? I D=31655&cou ncildate=12/12/2023 1/3 1/6/25, 10:34 AM M&C Review 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. apps.cfwnet.org/council_packet/mc_review.asp?ID=31655&councildate=12/12/2023 2/3 1/6/25, 10:34 AM M&C Review 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. TO Fund � FROM I Fund Department ID Department ID Account I Project Program Activity Budget Reference # Amount ID ' Year ' (Chartfield 2) Account Project Program Activity Budget Reference # Amount ID , Year i(Chartfield 2) i Submitted for City Manaqer's Office by_ Originating Department Head: Additional Information Contact: ATTACHMENTS Valerie Washington (6192) Kevin Gunn (2015) Sallie Trotter (8442) 04GRAYBAR ELECTRIC STRUCTURED CABLING AND SERVICES funds availabilit�i.pdf (CFW Internal) Citv of Ft Worth - Form 1295.pdf (CFW Internal) FID Table Gravbar Structured Cablina.XLSX (CFW Internal) apps.cfwnet.org/council_packet/mc_review.asp?ID=31655&councildate=12/12/2023 3/3 FORT ��RTH� City Secretary's Office Contract Routing & Transmittal Slip COnti'aCtOr'S Name: Graybar Electric Company, Inc. Sub�eCt Of the Agreement: Second Renewal to CSC No. 61021 with Graybar Electric Company, Inc. M&C Approved by the Council? * Yes 8 No ❑ If �so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No 8 6�o2�-R2 If �so, provide the original contract number and the amendment number. Is the Contract "PermanenY'? *Yes ❑ No 8 If �unsure, see back page for pernianent contract listing. Is this entire contract Confidential? *Yes ❑ No 8 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: February 1, 2026 Expiration Date: January 31, 2027 If different from the approval date. If applicable. Is a 1295 Form required? * Yes 8 No ❑ *If �so, please ensure it is attached to the approving M&C or attached to the contract. Proj ect Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes 8 No ❑ Contracts need to be routed for CSO processin� in the followin� order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.