The Information Technology Solutions Department (ITS) will use this Master Purchase Agreement with Data Transfer Solutions LLC (DTS) to implement an enterprise asset management system that will be used by multiple city departments. DTS will also perform a condition assessment for the Property Management Department.
The need to acquire this cross-departmental asset management system resulted from several City work sessions to determine if an enterprise asset management system could be used to track and maintain assets that require periodic reactive or routine maintenance to keep them in a good state of repair. The system will help departments assess, evaluate and assist with planning and maintaining alignment with departmental goals and provide efficient, cost-effective utilization of limited resources between multiple departments. This is critical to effectively maintain the departments' infrastructure and assets in a sustainable state of good repair.
The software will be deployed in the Transportation Public Works Department (Streets/Traffic), Property Management Department (Facilities) and the Park and Recreation Department. The following activities will be performed for each department as part of this effort:
- Property Management Condition Assessment (Condition, Risk and Evaluation for each facility) Departmental Needs Assessment
- System, Module, and Form Configurations (Example: Streets, Curb/Gutter, Bridges, and Sidewalks)
- Data Connection (GIS)
- Data Conversion/Migration
- Asset Power-user Training
- End-user Training
- System Testing
- Configuration Adjustments
- Post Go-Live Evaluation
There will be an annual impact on the operating budgets in the amount of $50,000.00 to support the maintenance of the software system. Departments will be responsible for planning resources for continued inventory of assets.
PRICE ANALYSIS - Staff certifies the cost is fair and reasonable.
COOPERATIVE PURCHASE - The Purchasing Division will use the North Central Texas Council of Governments( NCTCOG) Contract No. NCTCOG RFP NCT-2016-14 to purchase the enterprise asset management system. State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies state law requiring that the local government seek competitive bids for purchase of the item. The NCTCOG contract has been competitively bid to increase and simplify the purchasing power of government entities that elect to participate in the cooperative purchase.
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.
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.
AGREEMENT TERMS - With City Council's approval, the Agreement began on December 14, 2016 and will end on December 31, 2017 to correspond with the terms of the cooperative contract.
RENEWAL OPTIONS - This Agreement may be renewed for up to five additional one-year terms at the City's option providing the North Central Texas Council of Governments renews its cooperative 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.