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HomeMy WebLinkAbout058211-R4 - General - Contract - Locution Systems, Inc.CSC No. 58211-R4 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE September 30, 2026 Locution Systems, Inc. Attn: Legal Department 1626 Cole Boulevard, Suite 250 Golden, CO 80401 Re: Contract Renewal Notice City Secretary Contract No. 58211 (the "Contract") Renewal Term No. 4 of 4, November 1, 2026 to October 31, 2027 The above referenced Contract with the City of Fort Worth expires on October 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. 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 Contracts(a�fortworthtexas.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:1 City: By: Name: Title: Date: Dianna Giordano (Oct 6, 2026 15:15:23 CDT) Dianna Giordano Assistant City Manager 10/06/2026 Locution Systems, Inc.: By: Name: Title: , Date: 10/2/2k, CITY OF FORT WORTH INTERNAL 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. 4c1 By: Domin (Oct 5, 2026 11:56:43 CDT) Name: Dominic Casagrande Title: Sr. IT Solutions Manager Canaface ?atGiana Pagliara Candace , 2026 08:18:21 CDT) 44 n°qL By:(Oct( City Secretary: AoFFo"r.�aa Name: Candace Pagliara Title: Sr. Assistant City Attorney x %u__ °aan aeoas44d By: (vl Contract Authorization: Name: Jannette Goodall M&C: 24-0310 Title: City Secretary Approval Date: 04/23/2024 Form 1295: 2024-1 13 6499 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 Locution Systems, Inc. 1626 Cole Blvd Suite 250 Golden, CO 80401 Bill To: City of Fort Worth IT Solutions - ERP 100 Fort Worth Trail Fort Worth, TX 76102 Maintenance Services Renewal Quote Customer No.: FTWORTH Quote No.: 1260623 Ship To: Fort Worth Fire Department 100 Fort Worth Trail Fort Worth, TX 76102 Date Ship Via F.O.B. Terms 09/04/2026 Best Method Destination Net 30 Quote Date Sales Person Our Order Number Renewal _ 09/04/2026 Quantity Item Number Description Unit Price Amount Required Shipped Remaining Annual Maintenance & Services Ft Worth PrimeAlert/CADVoice Period: 11/01/26 - 10/31/27 Consists of Maintenance & Services for: Central System 1 1 CADVoice Audio DB (Basic) 616.00 616.00 1 1 CADVoice Server 1240.00 1240.00 1 1 CADVoice Supervisor 1547.00 1547.00 1 1 CADVoice Radio 2478.00 2478.00 1 1 CADVoice Audio DB (Adv) 11166.00 11166.00 1 1 Interface to CAD 1241.00 1241.00 Stations 51 51 PrimeAlert/CADVoice Fire Client SW 260.00 13260.00 8 8 PrimeAlert Station Software Add-on 256.00 2048.00 Module for Relay Switching and Adv. Zoned Audio/Lighting (up to 10 devices) 3 3 PrimeAlert Add-on Module for Zoned 132.00 396.00 Systems (1 Zone Tracker) 4 4 Control Panels: Core 418.00 1672.00 3 3 Control Panels: EZ-Zone 658.00 1974.00 44 44 Station Control Unit (SCU) 53.00 2332.00 52 52 Intelligent Audio Switch 39.00 2028.00 6 6 Radio Interface Unit 114.00 684.00 45 45 Relay PLC 86.00 3870.00 4 4 Door Bell 32.00 128.00 6 6 Day/Night Switch 18.50 111.00 1 1 Amplifier - Single 240W 242.00 242.00 4 4 Ampifier - Single 35W 49.00 196.00 46 46 Reader Board (H/W Only) 47.00 2162.00 Locution Systems, Inc. 1626 Cole Blvd Suite 250 Golden, CO 80401 Bill To: City of Fort Worth IT Solutions - ERP 100 Fort Worth Trail Fort Worth, TX 76102 Maintenance Services Renewal Quote Customer No.: FTWORTH Quote No.: 1260623 Ship To: Fort Worth Fire Department 100 Fort Worth Trail Fort Worth, TX 76102 Date Ship Via F.O.B. Terms 09/04/2026 Best Method Destination Net 30 Quote Date Sales Person Our Order Number Renewal _ 09/04/2026 Quantity Item Number Description Unit Price Amount Required Shipped Remaining 15 15 Speaker -Ceiling 10.00 150.00 4 4 Speaker - Ceiling, Blind Mount 14.00 56.00 9 9 Speaker -Wall Baffle 18.00 162.00 11 11 Speaker - Horn 23.00 253.00 4 4 Speaker - Ceiling Tile 17.00 68.00 9 9 Speaker - Ceiling Tile, Device Ready 19.50 175.50 15 15 Volume Control 8.00 120.00 1 1 Volume Control 100W 8.00 8.00 5 5 Night Vision Illuminator (LNVI) 20.50 102.50 24 24 Night Vision Illuminator, EZ-Zone 91.00 2184.00 12 12 Night Vision Recessed - Ceiling (LNVR) 27.50 330.00 7 7 Strobe Light 12.00 84.00 2 2 Multi -Unit Indicator, 3 -Position 58.00 116.00 5 5 Thermal Printer 148.00 740.00 1 1 Annual Escrow Fee 2500.00 2500.00 Locution hardware is designed to run for 15 years and many times longer. PC's, however, are an exception given their complexity and historic wear -out rates. As such, Locution purchases 3 -year maintenance warranties for PC's that we provide, which are transferable to the customer. PC's are normally replaced between 3 and 7 years. The Zone Tracker is a PC -based platform and is included in this policy. Invoice Subtotal 56440.00 Invoice Total 56440.00 4/9/26, 11:26 AM M&C Review CITY COUNCIL AGENDA Create New From This M&C Official site of the City of Fort Worth, Te--s FORT WORT I I DATE: 4/23/2024 REFERENCE NO.: **M&C 24-0310 LOG NAME: 04LOCUTION REFRESH CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Execution of Amendment 2 to City Secretary Contract 58211 with Locution Systems Inc., for Firestations with a CADVOICE Alert System for Upgrades and Annual Maintenance to Increase the Authorized Amount Up to $541,375.00 Annually for a Contract Total Amount of $641,375.00 with Four Renewal Options RECOMMENDATION: It is recommended that the City Council authorize amendment 2 to City Secretary Contract 58211 with Locution Systems Inc., for fire stations with a CADVOICE Alert System for upgrades and annual maintenance, the amendment will increase the authorization amount up to $541,375.00, for a total contract amount of $641,375.00 with four renewal options. DISCUSSION: The Information Technology Solutions (ITS) Department will utilize this agreement with Locution Systems Inc. (Locution), to purchase upgrades to CADVOICE Alert Systems for Fire, spare parts on an as needed basis and annual support maintenance for all fire stations that have the CADVOICE Alert System. CADVOICE is an automated dispatching and fire station alerting system that interfaces with standard computer -aided dispatch (CAD) systems. This is the standard alerting technology used at all fire stations throughout the City. This technology separates the act of speaking the dispatch from the dispatcher, allowing them to handle more calls in the same amount of time, and providing first responders with a clear, consistent, accent -neutral voice that is easy to understand in stressful situations. The Chart Station below demonstrates the cost breakdown Address 120 N. Pecan 1000 Cherry Street 1101 12th Avenue F2737 Meadowbrook Drive [ 201 Portales Street (FY22 rTOi Forest Avenue per Station. Funding Fiscal Year (FY) 22 Fire Department (FD) Locution Refresh - 104548 i FY22 FD Locution Refresh - 104548 FY22 FD Locution Refresh - 104548 FY22 FD Locution Refresh - 104548 FD Locution Refresh - 104548 FY22 FD Locution Refresh - 104548 Estimated Costs $39,500.00 $39,500.00 $39,500.00 f39,500.00 $39,500.00 $39,500.00 1 i 2 8 14 23 24 31 4209 Longstraw Drive FY22 FD Locution Refresh - 104548 $39,500.00 38 13280 Park Vista Boulevard FY22 FD Locution Refresh - 104548 $39,500.00 16 5933 Geddes Ave FY23 FD Locution Refresh -104547 $60,000.00 15 3100 Azle Avenue Walsh Ranch Pkwy and Walsh Ave FY24 FD Station 15 -105400 P00038/FY24 FD Locution Refresh $50,000.00 $70,000.00 43 apps.cfwnet.org/council_packet/mc_review.asp?ID=32017&councildate=4/23/2024 1/3 4/9/26, 11:26 AM M&C Review Station Address Funding Estimated Costs Annual Maintenance Per Station (11, optional) $45,375.00 Total $541,375.00 Locution is the documented sole source vendor for the CADVOICE Alert System and support maintenance service because they are the only vendor that has access to information and programs required to maintain the CADVOICE Alert System. PRICE ANALYSIS - The City has purchasing history for the CADVOICE Alert System, spare parts and maintenance. The prices offered by Locution remain unchanged from the previous purchase prices. Staff reviewed the pricing and determined it to be fair and reasonable. BUSINESS EQUITY: A waiver of the goal for Business Equity subcontracting requirements was requested, and approved by the DVIN, in accordance with the applicable Ordinance, because the purchase of goods or services is from a sole source 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. AGREEMENT TERM - Upon City Council's approval, this Agreement will begin once executed by the Deputy City Manager and end October 31, 2027. RENEWAL OPTIONS - This agreement may be renewed for up to four successive one-year terms 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 and operating budget, as previously appropriated, in the ITS Capital Fund for the FY23 FD Locution refresh, FY24 FD Station 15 Refresh, FY24 FD Station 43 Refresh and the FY 22 FD Locution Refresh projects and in the Info Technology Systems Fund to support the approval of the above recommendation and execution of the amendment. Prior to any 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 2) Submitted for City Manager's Office by.. Originating Department Head: Additional Information Contact: ATTACHMENTS Mark McDaniel () Kevin Gunn (2015) Kevin Gunn (2015) 04LOCUTION REFRESH.docx (CFW Internal) apps.cfwnet.org/council_packet/mc_review.asp?ID=32017&counciIdate=4/23/2024 2/3 4/9/26, 11:26 AM M&C Review FID Table Locution 2024 revised.XLSX (CFW Internal) Form 1295 Certificate 101177214-1.pdf (CFW Internal) Waiver for FD Locution Refresh.pdf (CFW Internal) apps.cfwnet.org/council_packet/mc_review.asp?ID=32017&councildate=4/23/2024 3/3 FORT WORTH® City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Locution Systems, Inc. Subject of the Agreement: Fourth Renewal to CSC 58211 of Locution Systems, Inc. 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 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: October 31, 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.