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HomeMy WebLinkAbout064077-R1 - General - Contract - Sigma Surveillance, Inc. dba STS360CSC No. 64077-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE September 9, 2026 Sigma Surveillance, Inc. dba STS360 Attn: Legal Department 14229 Proton Road Dallas, TX 75244 Re: Contract Renewal Notice City Secretary Contract No. 64077 (the "Contract") Renewal Term No. 1 of 1, December 1, 2026 to November 30, 2027 The above referenced Contract with the City of Fort Worth expires on November 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. gov/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: Sigma Surveillance, Inc. dba STS360: By: Dianna Giordano (Sep 10, 2026 10:01:34 CDT) By: Name: Dianna Giordano Name: Title: Assistant City Manager Title: Date: 09/10/2026 ohn Hoffman Executive Vice President Date: 09/09/2026 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: By: Name: Title: Kevin Gunn Director, IT Solutions Approved as to Form and Legality: By: Candace Pagliara (Sep 10, 026 0 0:04 CDT) Name: Candace Pagliara Title: Sr. Assistant City Attorney Contract Authorization: M&C: 25-0915 Approval Date: 09/30/2025 Form 1295: 2025-1351096 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: Domi i Casagrande (Sep 9, 2026 16:04:02 CDT) Name: Dominic Casagrande Title: Sr. IT Solutions Manager City Secretary: aa, p»,� fOBto9aaP Ovi 120 °`-ee By: V aaa�d�uag'a44p Name: Jannette Goodall Title: City Secretary OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 Sigma Surveillance LLC dba STS360 Powered by Cobalt Service Partners CITY OF FORT WORTH Service Level Agreement Renewal Security Implementation Maintenance — 1 Year Coordinated Care Plan Quote #: COFWMAINT20260826 Performance Period: October 1, 2026 —September 30, 2027 Purchase on BuyBoard Contract # 751-24 Prepared by STS360 14229 Proton Road Dallas, TX 75244 sales@sts360.com SERVICE LEVEL AGREEMENT CITY OF FORT WORTH SECURITY IMPLEMENTATION MAINTENANCE I. SUMMARY MISSION STATEMENT STS360, or CONTRACTOR, will provide the City of Fort Worth, hereby and here on referenced to as the OWNER, the establishment of procedures in which to successfully fulfill Surveillance and Security Systems maintenance services via improvement of existing support processes, scheduling of implementations, and expedient fulfillment. SERVICES OVERVIEW STS360 will renew and provide a 1 -Year Onsite hardware and services warranty in conjunction with Project RFO 19-0020 Surveillance and Security Systems. STS360 agrees to service and support all security related products, material and work done for City of Fort Worth under this Surveillance and Security Systems project. All warranty replacement, installation, integration, maintenance, and required testing will be provided within this 1 -Year period unless outside of the terms specified below. STS360 is offering a 24/7 — 365 technical support toll free number for service. STS360 will provide all response times per the Tiered Response Matrix provided below as part of this agreement. This maintenance agreement covers all calls for service during business hours, after hours and holidays at no additional cost outside of the agreement amount. II. STATEMENT OF WORK STS360 is proud to offer the below managed services and ongoing support to the City of Fort Worth (OWNER): DESCRIPTION OF SERVICES Beginning upon final acceptance of project, STS360 will provide to OWNER the following services (collectively, the "Services"): 1. STS360 will provide 1 -Year onsite service and support warranty on all provided hardware and labor and integration services are warranted through STS360 from the date of final acceptance. It will not include the cost of parts and labor for OWNER not adhering to the standard terms or outside of the specified terms and conditions of this contract. Existing parts installed by STS360 will be serviced according to their existing manufacturer's warranty; components not installed by STS360 and outside the terms of Manufacturer warranty will be quoted via DIR Line -Item pricing and subject to Purchase Order. Service calls will be billed when these incidents are approved by both parties. The proposed and accepted response terms of this warranty contract are: All service response times will be based on attached Tiered Response Levels. Approved working hours for this maintenance agreement will be 24/7 — 365 days. 2. All hardware, software, material and other warranties past this 1 -Year contract term, and not renewed in an additional warranty contract year through STS360, will be the sole responsibility of the OWNER to contact the manufacturer directly to obtain replacement, repair or technical support. ACCESS TO DATA AND COMPUTERS On request, OWNER agrees to provide Contractor with evidence of a programming error, if the Contractor is unable to replicate the issues reported in a work order. The recipient further agrees to provide Contractor with access to OWNER computers, servers, networks, view stations, cameras and sufficient computer time to enable Contractor to duplicate the problem, determine that it results from a warrantable cause and, after corrective action or replacement has taken place, and determine that the problem has been alleviated. STS360 also requires that OWNER allow access to stored data, upon notification, and the ability to remove data that is causing conflicts and/or inhibit the ability to repair system to its full functionality. MODIFICATIONS EXCLUDED Contractor shall not be obligated to provide support services pursuant to this Contract with respect to any modifications of the Software, configurations of the systems, new applications, additional hardware outside of scope, operating systems, and other adjustments made for any reason during the service contract by OWNER or to any computer program incorporating all or any part of this system. COSTS AND EXPENSES If terms in this contract for warranty / maintenance and services are determined to not be met by owner, when technician is on site, all work on the service will be put on hold until a purchase order is issued for the work needed to be performed to correct the issue. TERM PERIOD This Contract will remain in effect for a period of (12) Months or (1) -Years from the date of final acceptance, covering the Performance Period of October 1, 2026 through September 30, 2027. CONFIDENTIALITY STS, and its employees, agents, or representatives will not at any time or in any manner, either directly or indirectly, use for the personal benefit of STS, or divulge, disclose, or communicate in any manner, any information that is proprietary to Owner. STS360 and its employees, agents, and representatives will protect such information and treat it as strictly confidential. This provision will continue to be effective after the termination of this Contract. GENERAL WARRANTY STS360 shall provide its services and meet its obligations under this Contract in a timely and workmanlike manner, using knowledge and recommendations for performing the services which meet generally acceptable standards in STS's community and region, and will provide a standard of care equal to, or superior to, care provided by Contractors similar to STS360 on similar projects. Contractor shall not be liable for any delay in performance directly or indirectly resulting from acts of Owner, its agents, employees, or subcontractors. ENTIRE AGREEMENT See original purchase order contract & proposed documents for 'entire agreement.' III. SERVICE LEVEL AGREEMENT MANAGED CARE PLAN STS360 offers the Managed Care Plan which stands as a break/fix agreement between the OWNER and STS360. STS360 will provide 1 -Year onsite labor warranty on all STS360 provided hardware and labor and integration services are warranted through STS360 from the date of final acceptance. It will not include the cost of parts and labor for OWNER not adhering to the standard terms or outside of specified terms and conditions of this contract. Existing parts installed by STS360 will be serviced according to their existing manufacturer's warranty; components not installed by STS360 and outside the terms of Manufacturer warranty will be quoted via DIR Line Item pricing and subject to Purchase Order. Service calls will be billed when these incidents are approved by both parties. In the situation a technician is required for servicing the existing systems, the OWNER may contact STS360 24/7/365 by calling the STS360 Technical Support Group. Technicians will be dispatched during Normal Business Hours 8AM-5PM Monday through Friday; Weekends, Holidays, and After -Hours per the terms of this agreement. In acceptance of the Managed Care Plan, OWNER receives (2) Dedicated Security Specialists, (1) Dedicated STS360 Service Coordinator. When OWNER enrolls in the Managed Care Plan, STS360 Service Coordinators oversee, direct, and schedule work for the Dedicated Security Specialists (SEE EXAMPLE: HARDWARE SUPPORT/PROCESS FLOW). STS360 Service Coordinator's main role is to interact with the OWNER PoC that manages the Total Maintenance and Warranty Schedule of Security Systems throughout the Organization. The STS360 Service Coordinator provides daily reports and updates on the Dedicated Technician's progress and findings while ensuring Ticket Systems for OWNER and STS360 Internal are actively updated. STS360 will adhere to the following Service Response Matrix, to follow in unnumbered page. CITY OF FORT WORTH - SLA RESPONSE MATRIX INCIDENT RESPONSE LEVELS 0 More than 50% of system down, Server completely down, Public Safety emergency, CAS Camera/Access Control Server down, Public Safety High Priority Door not working, no power to entire door system Mon -Sun 8:00a -5:00p Exterior Priority Door not working, LP Intelligent Controllers, multiple expansion 1 30% of system down or Controller controllers, software issues, exterior doors, Mon -Sun 8:00a -5:00p Down intrusion alarm issues Interior door, high priority cameras Interior readers, CJIS doors, access control 2 not working software issues, alarm components, camera Mon -Sun 8:00a -5:00p archiving 3 Low priority doors not working Readers, single door, door contacts Mon -Sun 8:OOa-5:00p 4 Cameras not working, basic 1 camera down Mon -Sun S:ooa-5:00p software changes, low priority door SERVICE REQUEST LEVELS Mon -Sun 5:00p- 8:00a 30 Min 4 Hours Mon -Sun 5:00p- 30 Min 8 Hours 8:00a Mon -Sun 5:OOp- 4 Hour 1 Business Day 8:00a Mon -Sun 5:OOp- 4 Hour 3 Business Days 8:00a Mon -Sun 5:00p- 4-8 Hour 5 Business Days 8:00a . High 3d High Priority Issues, system is working but not Badge access, multiple doors, quotes, alarm 4h 30m 1 day ld 4h 30m compliant components/codes Medium 10d 5% of system down or end -user request, production Camera footage, monitor points, glass breaks, id 2h 15m 2d 4h 30m 3d 6h 45m system working door contacts, minor hardware issues Alarm components, batteries, maintenance Low 20d Low priority —maintenance issues 3d 6h 45m 7d 4h 30m lid 2h 15m hardware, low priority wiring PENALTIES IMPOSED ON STS360 FOR NOT MEETING RESPONSE LEVELS SET FORTH IN SLA 0 More than 50% of system down, Public Safety emergency, CAS Report to STS360 24/7 Helpdesk, case generated and technician dispatched STS360 failed to meet outlined response and resolution time SLA extended by 1 day — no additional cost to COFW 1 Exterior priority door not working, 30% of system Report to STS360 24/7 Helpdesk, case STS360 failed to meet outlined response SLA extended by .5 day — no down or controller down generated and technician dispatched and resolution time additional cost to COFW 2 Interior door, high priority cameras not working Report to STS360 24/7 Helpdesk, case STS360 failed to meet outlined response SLA extended by .5 day — no generated and technician dispatched and resolution time additional cost to COFW 3 Low priority doors not working Report to STS360 24/7 Helpdesk, case STS360 failed to meet outlined response SLA extended by .5 day — no generated and technician dispatched and resolution time additional cost to COFW Cameras not working, basic software changes, Report to STS360 24/7 Helpdesk, case STS360 failed to meet outlined response SLA extended by .5 day — no 4 low priority door generated and technician dispatched and resolution time additional cost to COFW IV. HARDWARE & SOFTWARE SUPPORT PROCESSES HARDWARE SUPPORT STS360 warrants to the original purchaser (PURCHASER) that each product of its manufacture (PRODUCT) is covered by this warranty from the date of delivery if properly installed, serviced, and operated under normal conditions. Any part or parts thereof replaced during the base warranty period assumes the remainder of that warranty period or the parts warranty period, whichever is greater. The warranty coverage for the PRODUCT is continual from the original date of purchase and does not restart upon the replacement of any part or complete unit. Parts and service labor will be covered by STS360 for any failure that is proven to be a failure in material or workmanship under normal use during the applicable warranty period. This coverage is limited to parts and labor. The warranty for replacement parts is limited to direct replacement only with no allowance for freight or transportation charges. STS360 reserves the right to repair or replace any part, component, or assembly at its option. STS360 may request defective parts be returned for examination before the issuance of credit. Any item that is replaced under warranty becomes property of STS360. PROCESS FLOW — Managed Care Plan Example OWNER experiences issue with Security Equipment. 1. OWNER submits a ticket describing the following: OWNER/Department/Site Name; Point of Contact (OWNER PoC) Information and Title; Pertinent Information relating to service request; if available, Device IP Number/Camera Number/Reader Number; Device Location; Description of issue/concern. 2. STS360 Service Coordinator reviews ticket and schedules site visit with provided PoC. 3. STS360 Service Coordinator assigns the ticket to STS360 Security Specialist and schedules visit. 4. STS360 Security Specialist calls OWNER PoC to inform of arrival time range. 5. STS360 Security Specialist evaluates location, troubleshoots issue — if troubleshooting fixes the issue, the Specialist gets OWNER sign -off, updates and closes the ticket. If hardware is the issue, STS360 identifies whether the component is STS360-provided or existing OWNER equipment and processes warranty, proposes a replacement quote, or prepares a quote accordingly. 6. If OWNER cannot verify existing component is under warranty, OWNER may provide a Purchase Order to procure and install equipment. 7-12. STS360 orders and warehouses equipment, schedules the return visit, replaces the component, verifies functionality with OWNER, obtains sign -off, and closes the ticket. SOFTWARE SUPPORT PROCESS FLOW, Managed Care Plan Example OWNER experiences issue with Security Software. The same ticket submission, Service Coordinator review, Security Specialist/Engineer assignment, remote-in/onsite session, troubleshooting, and hardware -or -software determination process described above applies, substituting Remote-In/Onsite Sessions for site visits where appropriate. V. ASSET MANAGEMENT LIFECYCLE MAINTENANCE MANAGEMENT STRATEGY Upon initiating a partnership with OWNER, STS360 builds an Account Hierarchy into our ERP for the Primary OWNER, the OWNER's Divisions, and each corresponding OWNER Facility/Location. All new implementations and maintenance work performed at each location are recorded internally. Any maintenance work is entered as a Service Case and all pertinent information is attached to that Case including OWNER Ticket System Data when applicable. The transactions for each Case are recorded by Date, Sales Order, Distributor, Manufacturer and Part #, providing for accurate, detailed views into the hardware components used in each Case. This allows us to research coverage dates by manufacturer warranty on products that were installed by STS360. LONG TERM ASSET PLANNING STS360 has worked with a wide variety of Public Sector Clientele over 15 years and, as such, has a seasoned understanding of the costs and risks associated with implementing or deferring enterprise enhancements and expansions. Our suggestion to Clientele is to prioritize capital projects over a (5) to (10) -year period, forecast capital renewal, expansion and replacement costs over a (10) to (15) -year period, and forecast and budget infrastructure funding requirements for long-term revenue and cost. WAREHOUSING EQUIPMENT STS360 tracks all orders from the Purchase Order to the delivery receipt in-house and out. Each shipment is stored, corralled, and tagged in the warehouse first by Client, then Project, then Product. Service Department and Project Management Department must both get clearance from Purchasing and Warehouse prior to dispatching product to Field Operations. RECYCLING MAINTENANCE STS360 will recycle defective irreplaceable electronic components at OWNER designated locations OR STS360 provides recycling services through E -Cycle Enterprises, an Ethical Electronics Disposal service in the DFW Area, which holds NAID AAA Certified Data Destruction status. SHIPMENT The warranty for replacement parts is limited to direct replacement only with no allowance for freight or transportation charges. VI. PARTY COMMUNICATIONS PLACING A WORK ORDER REQUEST Call Toll Free: (866) 506-7446 Email: technicalsupport@sts360.com Our Technical Support Group (TSG) is there for you 24x7x365 and is just a phone call away. A live person will answer immediately, do some basic troubleshooting, and generate a work order while the OWNER is on the phone with a TSG representative. STS360 requests the following information to expedite service: OWNER/Site Name; Contact Information and Title; Sales Invoice/Work Order/PO Number (if available); Pertinent Information relating to the service request; Device IP Number/Camera Number; Device Location; Description of issue/concern. STS360 PLAN CONTACT Service Project Manager (SPM) — Managed Care Plan Req. (972) 300-1088 techsupport@sts360.com Service Coordinator (SC) — Coordinated Care Plan Req. (972) 300-1089 techsupport@sts360.com Security Specialist (SS) — Dedicated Care Plan Provided at Dedication techsupport@sts360.com Technical Support Group (24/7/365) — Standard Care Plan (866) 506-7446 technicalsupport@sts360.com OWNER POINT OF CONTACT 1. OWNER agrees to provide STS360 a Project Manager as the Primary Point of Contact. 2. OWNER's Primary POC will be responsible for resolving financial or business issues outstanding and assist in facilitating final acceptances. 3. OWNER agrees to provide all STS360 necessary system documentation for access to existing systems. 4. OWNER agrees to provide logins or access to any Ticketing or ERP system used by the OWNER at no charge to STS360. 5. OWNER agrees to provide assistance in coordination of departmental resources necessary for successful fulfillment. VII. COST PROPOSAL CITY OF FORT WORTH 19-0020 -1 YEAR MAINTENANCE AGREEMENT RENEWAL QUOTE: COFWMAINT20260826 I PURCHASE ON BUYBOARD CONTRACT: 751-24 1 DATE: 08/26/2026 1 YEAR COORDINATED CARE PLAN - 2 TECHS 1 Year Coordinated Care Plan — Includes dedicated in-house Service WAR0001 STS360 Coordinator, (2) Dedicated Service Technicians. See SLA for exact terms and 1 $840,000.00 50% $420,000.00 $420,000.00 response times. Coverage encompasses 24/7-365 days a year with no additional billing for after hours. Blanket Amount for Hardware Required to be Replaced During Service — all BLANKET STS360 hardware will be billed at BuyBoard pricing. Hardware purchases under this 1 $20,000.00 50% $10,000.00 $10,000.00 blanket agreement can only be approved by COFW Directors. Performance Period October 1st 2026 to September 30th 2027 VIII. ASSUMPTIONS AND EXCEPTIONS Services or Work Product will be deemed acceptable to OWNER if it conforms in all material respects with Services described in this project or Bill of Materials. STS360 will have full responsibility for the deliverables and the tasks listed in each project or Bill of Materials. OWNER will complete a review of each submitted deliverable within five workdays from the date of delivery. OWNER feedback which indicates revisions to a deliverable are required will be addressed and re -submitted by STS360 within five workdays unless approval (in writing) for a different length of time is obtained from the OWNER or designate. OWNER will either accept or reject STS360's Services or Work Product within a reasonable number of days from performance. For this Project, Services or Work Product will be accepted or rejected within 5 days from delivery completion date. Failure to provide acceptance or rejection within 5 days will be considered acceptance of the deliverable. If OWNER gives notice of rejection, then STS360 will have an additional five days, within which to cure any deficiencies identified in writing by OWNER. STS360 reserves the right to accept or reject OWNER requested tasks that may result in STS360's incurring of legal liability beyond the scope of STS360's offered Services. STS360 is required to respond with reason for objection and propose an alternative solution when available. TERMS AND CONDITIONS STS360 complies with the related Terms and Conditions put forth on the Texas Department of Information Resources website. For services rendered by STS360, compliance under this Statement of Work is met by Contract #: DIR-CPO-4770 and DIR-CPO-4697 or its successive renewal by ST5360 with the State of Texas Department of Information Resources. STANDARD MAINTENANCE AND SERVICE TERMS AND CONDITIONS 1. This is a warranty and not an insurance policy. This warranty does not take the place of the client's general liability insurance. 2. All warranties exclude remedy for damage or defect caused by abuse, tampering, vandalism, improper or insufficient maintenance, improper operation. 3. The client is responsible for any damage to any improvement, fixture or property not constructed, installed or included in maintenance contract scope by STS360 that may cause the need for repair to the STS360 installed equipment, materials, hardware, etc. 4. The client will be required prior to repair of unwarranted issue to hold STS360 free of any liability from the cause of the original problem. 5. Warranty does not include drainage deficiencies at the job location / location of equipment / material. 6. Warranty does not include any landscaping issues that cause loss of effectiveness of security after project acceptance. 7. Warranty does not include any defects or deficiency caused by materials, design, construction, or work supplied by other than the STS360 outside of the contract scope. 8. Warranty does not include changes, alterations or additions made to the installation by anyone other than those performed under obligations of this warranty. 9. Warranty does not include deficiency or defects caused or made worse by the Client's, employees, patrons, or any other party than STS360 during the service contract. 10. Warranty does not cover any deficiencies or defects in workmanship, materials or structural portions normally covered by another warranty or insurance policy whether or not paid by such warranty or insurance policy. 11. Warranty does not cover deficiency or defects resulting from accidents, riot, civil commotion, terror attacks, war, or Acts of God, including but not limited to fire, explosion, smoke, water escape, windstorm, mudslide, erosion, hail, lightning, hurricanes, tsunamis, falling trees, aircraft, vehicles, flood, earthquakes, sink holes, underground springs, volcanic eruptions, saturated soils or change in the level of the underground water table. 12. Warranty does not cover any contamination caused or created by natural or man-made chemicals, compounds, or substances used by the client or breakdown or adverse effects of chemicals, compounds, or substances used. 13. Warranty does not cover pest damage including but not limited to termites, rodents, cockroaches and ants. 14. Warranty does not cover any damage caused by water intrusion, including but not limited to roof leaks, window sealants, plumbing. 15. Warranty does not cover heat damage, damage caused from dust build up, dampness or condensation due to clients' failure to maintain adequate ventilation. 16. Warranty does not cover any loss, damages or other condition which is not a deficiency or defect of the systems functionality. 17. Warranty does not cover consequential damage: any property damage or bodily injury which follows as a result of structural damage, or other defects covered under this warranty including defects in workmanship that was not originally installed by STS360. 18. Warranty does not cover any loss or physically inflicted damage which is not a construction deficiency or defect, including but not limited to chips, scratches, and dents in materials, fixtures, appliances, or other types of equipment. 19. Warranty does not cover failure by the client to give notice to the Contractor regarding deficiencies or defects within a reasonable time or as specified in the clients' warranty contract. 20. Warranty does not cover negligence and/or improper maintenance, or improper operation of items warranted under this warranty. 21. Warranty does not cover failure of the clients or any client or third -party representative to comply with the warranty requirements of manufacturers of hardware, software, equipment, materials, or fixtures. 22. Warranty does not cover any loss or damage which the client(s) have not taken reasonable timely actions to minimize. 23. Warranty does not cover any dispute received by Contractor later than 30 days after the applicable Warranty Expiration Date for claimed items of deficiency or defect. 24. Warranty does not cover any alleged deficiency or defect for which there is no evidence of deficiency or defects at the time of the claims investigation; or which has been repaired prior to a claim. 25. Warranty does not cover any condition which does not result in actual physical or functional damage to the warranted equipment, materials, hardware, software, materials or fixtures. 26. Billable costs may occur if STS360 Technicians are denied entry to facility and/or when appointments are not cancelled within 24 hours of arrival. Should it be no fault of the client in the event of an unforeseen circumstance (act of God, serious incident/crime, or other unforeseen circumstance), STS360 will excuse the charge but requests to be contacted as soon as possible to cancel the appointment. 27. STS360 cannot be held liable for unresponsiveness to work orders that are not reported and/or escalated through the proper chain of communication by OWNER in this warranty agreement. AUTHORIZATION TO WORK Services or Work Product will be deemed acceptable to OWNER if it conforms in all material respects with Services described in this project or Bill of Materials. STS360 will have full responsibility for the deliverables and the tasks listed in this project or Bill of Materials. OWNER will complete a review of each submitted deliverable within five workdays from the date of delivery. OWNER feedback which indicates revisions to a deliverable are required will be addressed and re -submitted by STS360 within five workdays unless approval (in writing) for a different length of time is obtained from the OWNER or designate. OWNER will either accept or reject STS360's Services or Work Product within a reasonable number of days from performance. For this Project, Services or Work Product will be accepted or rejected within 5 days from delivery completion date. Failure to provide acceptance or rejection within 5 days will be considered acceptance of the deliverable. If OWNER gives notice of rejection, then STS360 will have an additional five days, within which to cure any deficiencies identified in writing by OWNER. 9/29/25, 1:08 PM M&C Review CITY COUNCIL AGENDA Create New From This M&C Official site of the City of Fort Worth, FRTORTI1 REFERENCE **M&C 25- 04SIGMA SURVEILLANCE DATE: 9/30/2025 NO.: 0915 LOG NAME: BUYBOARD CO-OP CONTRACT CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Execution of an Agreement with Sigma Surveillance, Inc. Using a Cooperative Contract at a First Year Amount of $3,050,000.00 with a 10% Annual Increase for City Departments through the Information Technology Solutions Department RECOMMENDATION: It is recommended that the City Council authorize execution of a Cooperative Purchase Agreement with Sigma Surveillance, Inc. dba STS360, utilizing BuyBoard Contract 751-24, at an annual amount of $3,050,000.00 with five one-year renewal options and a 10\% annual increase for physical security for City Departments through the Information Technology Solutions Department. DISCUSSION: On June 27, 2023, City Council authorized Mayor and Council Communication (M&C) 23-0524 for execution of a cooperative purchasing agreement using Texas Department of Information Resources (DIR), contract DIR-CPO-4770 with three options to renew with Sigma Surveillance, Inc. dba STS360 in the amount of $2,039,000.00 annually. On August 8, 2023 M&C City Council approved 23-0613 to execute an additional cooperative purchase agreement with Sigma Surveillance, Inc. dba STS360 (STS360) using DIR contract DIR- CPO-4697 with three options to renew. The Cooperative Purchasing Agreements executed with STS360 using DIR-CPO-4770 and DIR-CPO-4697 share the total annual authorization of $2,039,000.00 approved under M&C 23-0524. In August 2025, the City executed City Secretary Contracts, (CSC), amendments to add an administrative increase of $100,000.00 for a new shared annual authority of $2,139,000.00. This M&C requests authorization to execute a new cooperative purchase agreement with Sigma Surveillance, Inc. dba STS360 (STS360) using BuyBoard Contract 751-24 with five annual renewal options for a total annual amount of $3,050,000.00 with a 10\% annual increase to provide new and replacement surveillance, access, intrusion, hardware, software, technology, maintenance and support services citywide, for City -owned and leased facilities. Funding is budgeted within the General Capital Projects Fund for the Downtown Library project, and the 2022 Bond Program Fund for the Far Northwest Library, PD Northwest Patrol Division, 2022 Bond Fire Station Community Center projects and will be budgeted in the Info Technology Fund and General Fund upon adoption of the Fiscal Year 2026 Budget. Other departments will provide separate funding when making a request for a purchase. A funds availability verification will be performed by the participating department prior to the request. Approval of this M&C will not eliminate prior spending approval authorized under M&C 23-0613. 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 BuyBoard Contract 751-24 is not renewed, staff would cease purchasing at the end of the last purchase agreement coinciding with the valid DIR agreement. If the City Council were to not appropriate funds for a future year, staff would stop making purchases apps.cfwnet.org/council_packet/mc_review.asp?ID=33775&councildate=9/30/2025 1/2 9/29/25, 1:08 PM M&C Review when the last appropriation expires, regardless of whether the then -current purchase agreement has expired. The City will initially use BuyBoard Contract 751-24 to make purchases authorized by this M&C. The cooperative agreement is set to expire November 30, 2025 with two one-year renewal options. If BuyBoard Contract 751-24 is extended, this M&C authorizes the City to purchase similar equipment and services under the extended contract. If BuyBoard Contract 751-24 is not extended but executes a new cooperative contract with STS360 with substantially similar terms, this M&C authorizes the City to purchase the equipment and services under the new BuyBoard 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. 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, the initial term of the agreement will be effective once executed by the Assistant City Manager and will expire on November 30, 2026 in accordance with BuyBoard contract 751-24 with four (4) one-year renewal options. RENEWAL OPTIONS: This Agreement may be renewed for four (4) additional one-year renewal terms, in accordance with the underlying or successive BuyBoard cooperative 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 General Capital Projects Fund for the Downtown Library project and in the 2022 Bond Program Fund for the Far NW Library, PD Northwest Patrol Division, 2022 Bond Fire Station CC projects and upon adoption of the Fiscal Year 2026 Budget by the City Council, funds will be available in the Fiscal Year 2026 Operating Budget, as appropriated, in the Info Technology Systems Fund and the General Fund, to support the approval of the above recommendation and execution of the agreement. 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 # y Amount ID ID Year i (Chartfield 2) FROM Fund Department Account Project ID ID Submitted for City Manager's Office by Originating Department Head: Additional Information Contact: ATTACHMENTS Program Activity Budget Year Dianna Giordano (7783) Kevin Gunn (2015) Bobby Lee (2310) Reference # Amount (Chartfield 2) 04SIGMA SURVEILLANCE REPLACEMENT CO-OP CONTRACT AND INCREASE funds avail.docx (CFW Internal) FID Table - Sigma 2025.xlsx (CFW Internal) Form 1295 Certificate 101413970v1.pdf (CFW Internal) apps.cfwnet.org/council_packet/mc_review.asp?ID=33775&councildate=9/30/2025 2/2 FORT WORTH® City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Sigma Surveillance, Inc. dba STS360 Subject of the Agreement: First Renewal to CSC 64077 of Sigma Surveillance, Inc. dba STS360 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 64077-R1 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 0 If unsure, see back page 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: November 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 O Contracts need to be routed for CSO processing in the following 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.