M&C Review


COUNCIL ACTION:  Approved on 3/21/2017 

DATE: 3/21/2017 REFERENCE NO.: P-12011 LOG NAME: 13P17-0137 PRELOADED GIFT CARD MJR POLICE
CODE: P TYPE: NON-CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize Purchase Agreement with IDT Payment Services, Inc., for a Total Amount Up to $157,000.00 for the First Year for Preloaded Expense Reimbursement Cards for the Police Department (ALL COUNCIL DISTRICTS)

RECOMMENDATION:

It is recommended that the City Council authorize a Purchase Agreement with IDT Payment Services, Inc., for a total amount up to $157,000.00 for the first year for Preloaded Expense Reimbursement Cards for Police Department Community and Code Blue Programs.

 
DISCUSSION:

The Police Department will use this Agreement to purchase preloaded expense reimbursement cards for the Community Programs Division/Code Blue Fuel Reimbursement Program to provide volunteer or baser operations and work to increase Code Blue volunteers.

The Invitation to Bid (ITB) consisted of detailed specifications describing the preloaded expense card requirements.  The Police Department certifies that the recommended bid meets the specifications required for the items that are being awarded.  No guarantees were made that a specific amount of cards would be purchased.  Cards will be ordered on an as-needed-basis.

BID ADVERTISEMENT - This bid was advertised in the Fort Worth Star-Telegram on December 28, 2016, January 4, 2017, January 11, 2017 and January 18, 2017.  Twenty-four vendors were solicited through the purchasing database system; two bids were received.

BID TABULATION - See attached Bid Tabulation.

PRICE ANALYSIS - There is an overall decrease of two percent in pricing compared to the previous Agreement awarded on June 28, 2016.  Police Department staff reviewed the proposed pricing and certified that the prices offered are fair and reasonable based on the bid received.

ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the amount up to $39,250.00 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 TERMS - Upon City Council approval, this Agreement shall begin on March 8, 2017 and end on March 7, 2018.

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 approval of this action provides purchasing authority up to $157,000.00, as specified.  The Director of Finance certifies that funds are available in the current operating budget, as appropriated, within the Police Department and that prior to an expenditure being made, the Police Department has the responsibility to validate the availability of funds.

BQN\\
TO
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

FROM
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

Submitted for City Manager's Office by:
Valerie Washington (6192)
Originating Department Head:
Aaron Bovos (8517)
Additional Information Contact:
Jack Dale (8357)
Jane Rogers (8385)

 
 
ATTACHMENTS
  17-0137 Preloaded Gift Card Program Bid Tab.pdf
  IDT 1295 Form.pdf