It is recommended that the City Council authorize a Purchase Agreement with ErgoFlex System, Inc. d/b/a Xybix Systems, Inc., in an amount up to $200,000.00 for the first year for the purchase of console furniture, using Houston-Galveston Area Council Cooperative Contract No. ECO7-16 for the Police Department and the Fire Department.

The Police Department (PD) and Fire Department (FD) will use the console furniture in the 911 Communications Center to provide dispatch of emergency services for the City of Fort Worth.  This project is to be paid for with funds from the Tarrant County 911 Public Safety Answering Point (PSAP) Assistance Program.

PRICE ANALYSIS - Pricing was obtained from four vendors awarded cooperative contracts through Texas Multiple Award Schedule (TXMAS), National Joint Powers Alliance (NJPA), and Houston- Galveston Area Council (HGAC). The City has no recent purchasing history for this type of console furniture.  Staff has determined the offer from ErgoFlex System, Inc. d/b/a Xybix Systems, Inc., presents the best value to the City.

COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies state laws requiring that the local government seek competitive bids for purchase of the item.  The HGAC contracts have been competitively bid to increase and simplify the purchasing power of government entities.

ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.

AGREEMENT TERM - Upon City Council's approval, the Agreement will begin on July 1, 2016 through June 30, 2017, to correspond with the HGAC Contract.

RENEWAL OPTIONS - This Agreement may be renewed for up to one additional one-year term at the City's option in accordance with the HGAC Contract.  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.