Loading...
HomeMy WebLinkAbout054773-R6 - General - Contract - Digital Markets, Inc. dba Vista ComCSC No. 54773-R6 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE June 22, 2026 Digital Markets, Inc. dba Vista Com Attn: Legal Department 9824 Whithorn Drive Houston, TX 77095 Re: Contract Renewal Notice City Secretary Contract No. 54773 (the "Contract") Renewal Term No. 6, July 1, 2026 to June 30, 2027 The above referenced Contract with the City of Fort Worth expires on June 30, 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. og v/departments/fmance/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 I Finance I Contracts 100 Fort Worth Trail, Fort Worth, TX 76102 zz IT Finance Contractsgfortworthtexas.gov 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: AAIIIVIW&— By: Dianna Giordano (Aug 11, 2026 10:16:26 CDT) Name: Dianna Giordano Title: Assistant City Manager Date: 08/11 /2026 Digital Market, Inc. dba Vista Com By: Name: ' g Title: t/t Date: "?!»Le CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: By: Name: Kevin Gunn Title: Director, IT Solutions Approved as to Form and Legality: Cc Y16000 Pcl lid By: Candace Pagliara (Aug 10, 20 08:17:22 CDT) Name: Candace Pagliara Title: Sr. 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: Title: DomALZ A ande (Aug 6, 2026 09:25:08 CDT) Dominic Casagrande Sr. IT Solutions Manager oaQ4 City Secretary: �s F F' 't oa v �'o 9.1 d a�a,�oe vo*� xn.ti zd da4 i 656ga By: Name: Jannette Goodall Title: City Secretary OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 I A are Houston, TX 9824 Whithorn Drive Houston, Texas77095 P: (800) 708-6423 www.vistacomtx.com Remit, Sales and Support Oklahoma City, OK 4200 Perimeter Center Drive, Suite 140 Oklahoma City, OK 73112 P: (800) 708-6423 www.vistacomtx.com Sales and Support City Of Fort Worth Thursday, July 23, 2026 City Of Fort Worth City of Fort Worth — IT Solutions Dominic Casagrande 100 Fort Worth Trail Fort Worth, TX 76102 zz—IT—Finance—Contracts@fortworthtexas.gov Dear City of Fort Worth — IT Solutions, This proposal is for the continuation of the maintenance contract in effect per agreement of your organization and Vista Cam. This quote is for the new period beginning midnight on 02/01/2027. 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 Corn Service 30 days prior to contract expiration if you wish to alter the terms of the contract. Amanda Leiker Operations and Marketing Manager Vista Com -- Page 2 of 4 Quote 4H©u006345 v1 City of Fort Worth Maintenance Quote 2027 Prepared by: Vista Com Amanda Leiker (800) 708-6423 ext. 209 Fax (281) 518-7056 Amanda.Leiker@vistacomtx.com Budgetary Quote 2027 Prepared for: City Of Fort Worth 100 Fort Worth Trail Fort Worth, TX 76102 City of Fort Worth - IT Solutions Dominic Casagrande zz-IT-Finance-Contracts@fortworthtexas.gov 18173927889 Quote Information: Quote #: H00006345 Version: 1 Delivery Date: 07/23/2026 Expiration Date: 01/31/2027 DiscountedDiscountedPart Number Services Qty List Price List Price .-.(Extendecl)'cl Below is the maintenance agreement 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 2/1/2027-1/31/2028. The quote references City Secretary Contract 54773. The list price is $67,720.23 and VIP 3% discount applied for a new total of 66,209.23. Annual Recording Solution Support Annual 1 $67,720.23 $67,720.23 $63,888.00 $63,888.00 Maintenance Maintenance Contract Contract Recording Solution Support Bundle Annual Maintenance Contract There are two separate support components: • Manufacturer (OEM) Support Fee - Covers Tier 3 and Tier 4 OEM technical support provided to the dealer via EventideAssure after the expiration of the OEM materials warranty. • Service Provider Support Fee (Vista Com) - Covers Vista Com software support, system configuration support, on -site maintenance, and associated time and materials. Maintenance Maintenance Contract 1 $50,361.00 $50,361.00 Contracts Support Contract Covering Your Recording Solution EventideAssur EventideAssure 1 $17,359.23 $17,359.23 e Manufacture annual fee to obtain license updates, critical patches, break fixes, and tier 3 and 4 support assistance to the Certified Dealer. Page 3 of 4 Quote #H00006345 v1 Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors. uianna uior Signature 08/11 /2026 Date Page 4 of 4 Quote #H00006345 v1 VistaCOM Eventidt Eventide Advanced Security and Data Protection Features "`N. Vista Com and Eventide recognize the importance of security and data protection. All Vista Com • r technical, training and sales personnel that could have access to your system have completed CJIS Security and Awareness Training and Certification. These certificates are available, by request, to the customer. Nexlog Communications Recorders additionally offer the following security and protection features: • Multi -tier security system that controls each user's access based on role and channel (or talk group) assignments. • NexLog software has been designed to enhance security by encouraging users to employ strong passwords and to use them properly. Password policy options include complexity enforcement, automatic aging, change reminders, expiration, and lock -out. +! • Nexlog systems provide an audit trail on the activity, and access, of every recording for the life of the file. This audit trail is searchable and reportable. • Nexlog systems provide an audit trail on the activity, and access, of every user listed in the system. This audit trail is searchable and reportable. 1— Eventide records in a protected format that provides AES 256 bit encryption for files at rest. This is also applied n10 to archived files (removable media, NAS, etc.) Optional SSL provides for encryption of files in transit (for remote playback). V+�•/ • Improved HTTPS network security, including TLS (Transport Layer Security). "Terms "Accept" • Custom of Service" can be enabled to force user to before proceeding at log in. • Media Access Blocking is an optional feature that allows supervisors to restrict the playback of individual recorded media to certain users only. The call record and its metadata (notes, time, duration, etc.) will still be visible for all users, but only specified users will be able to play it. This is useful when a call, or screen recording contains sensitive information. This functionality allows administration to limit who can listen to or view the files. The call record and its metadata would still be visible but only specific users would be able to play the files. • The Packaged Player Incident Export add -on license allows for Incidents to be saved to the desktop as a .exe 0 file that will launch into a standalone incident player. Once the license is added in Configuration Manager, an option for "Package Player with Incident" will appear in the Download tab of the Save Incident As dialog. • Redaction allows for the masking of sensitive information, when exporting a file. Redaction can apply silence, tone or obfuscation to the redacted portion. Although redaction may be applied to the file, the original file, n ` with complete content, remains intact on the recorder. ry Page 1 1 (800) 708-6423 (P) 1 (832) 674-8021 (F) I www.vistacomtx.com 1 9824 Whithorn Drive Houston, TX 77095 M&C Review Page I of 3 r_I Official site of the City of Fort Worth, Texas CITY COUNCIL AGEND FORT 11 Create New From This M&C DATE: 8/8/2023 REFERENCE **M&C 23- LOG NAME: 04VISTACOM EVENTIDE NO.: 0615 RECORDER UPGRADE CODE: C TYPE: CONSENT PUBLIC NO HEARING: 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_packet/mc_review.asp?ID=31242&councildate=8/8/2023 8/9/2023 M&C Review Page 2 of 3 Funding is budgeted in the Other Contractual Services account of the Police Communications Department's 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 21 Submitted for City Manager's Office by: http://apps.cfwnet.org/council_packet/mc_review.asp?ID=31242&councildate=8/8/2023 8/9/2023 M&C Review Page 3 of 3 Originating Department Head: Additional Information Contact: ATTACHMENTS Valerie Washington (6192) Kevin Gunn (2015) Donlen Ruffin (2017) 04 Vista Com Eventide Recorder Upgrade.docx (CFW Internal) FID Table VistaCom Eventide upgrade.XLSX (CFW Internal) Form 1295 2023-1047335.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc_review.asp?ID=31242&councildate=8/8/2023 8/9/2023 FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Digital Markets, Inc. dba Vista Corn Subject of the Agreement: Sixth Renewal to CSC 54773 of Digital Markets, Inc. dba Vista Corn M&C Approved by the Council? * Yes 0 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No 0 54773-R6 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 0 If unsure, see backpage for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 0 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: If different from the approval date. Expiration Date: June 30, 2027 If applicable. Is a 1295 Form required? * Yes 0 No ❑ *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes 0 No ❑ Contracts need to be routed for CSO processing in the followingorder: rder: 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.