Authorize Execution of Professional Services Agreements with ABLe Communications and Superior Fiber & Data Services, Inc., to Provide Structured Cabling Parts and Services in an Amount Not To Exceed $2,800,000.00 Over Three Years, and Not to Exceed $1,600,000.00 for the First Year and Adopt Appropriation Ordinance and Authorize Transfer from the Information Technology Systems Fund to the IT Capital Projects Funds in the Amount of $752,000.00 for the Information Technology Solutions Department (ALL COUNCIL DISTRICTS)

It is recommended that the City Council:

1. Authorize the execution of Professional Services Agreements with ABLe Communications and Superior Fiber & Data Services, Inc., to provide structured cabling parts and services in an amount not to exceed $2,800,000.00, cumulatively between the two contracts, for three years, and not to exceed $1,600,000.00 for the first year of both contracts for the Information Technology Department.

2.  Authorize a transfer from the Information Technology Systems Fund to the IT Capital Projects Funds in the amount of $752,000.00 for the Information Technology Solutions Department.

3. Adopt a supplemental appropriation ordinance increasing the appropriations in the Information Technology  Systems Fund in the amount of $752,000.00 and decreasing the available cash balance in the Information Technology Systems Fund by the same amount;  

4. Adopt a supplemental appropriation ordinance increasing estimated receipts and appropriations in the Information Technology Systems Capital Projects Fund in the amount of $752,000.00 to provide structured cabling services.

The Information Technology Solutions Department (ITS) will use these Agreements with communication infrastructure providers for work to be performed including furnishing equipment, materials, labor and personnel for network cabling services and parts. The execution of  Agreements with ABLe Communications and Superior Fiber & Data Services, Inc., will allow the City to create work orders for various cabling projects citywide. The vendors will provide all materials and labor in accordance with the work orders.

ITS purchases all cabling materials for City-wide projects and the professional services vendors provide labor only. Currently, the City has Agreements with two vendors to provide private fiber/structured cabling services and indoor/in-plant low voltage cabling services.

ITS is requesting authorization to execute respective Agreements with an initial term of one year and at the City's option, two additional one-year renewals. Due to significant cabling projects scheduled for the remainder of Fiscal Year 2017 and Fiscal Year 2018, ITS anticipates spending $1,600,000.00 for the first year of these Agreements and is capping the not to exceed amount at $1,600,000.000. The contracts, cumulatively will have a not to exceed amount of $2,800,000 for the life of the Agreements which is three years if the renewal options are exercised.  If any one-year renewal options are exercised, ITS estimates the annual expenditures for City-wide cabling projects not to exceed a total amount of $600,000.00 annually.

BID ADVERTISEMENT - A Request for Proposals (RFP) was advertised in the Fort Worth Star-Telegram on Wednesdays between January 4, 2017, January 11, 2017, January 18, 2017, January 25, 2017 and February 1, 2017.  The evaluation factors included Manufacturer Certifications, Overall Price of Solution, GEM Experience/References, M/WBE Participation, Financial Stability and Ability to Obtain Insurance and Bonding, and Value Added Services. One hundred-six vendors were solicited from the purchasing vendors database system and seven vendors, non-registered vendors, via email; six responses were received.  The proposals received were reviewed by an evaluation committee consisting of staff from Information Technology Solutions Departments. The proposals from ABLe Communications and Superior Fiber & Data Services, Inc., was found to present the best value to the City.  

PRICE ANALYSIS - The Information Technology Solutions Department conducted a comparable market analysis for similar products, parts and  installation and found that the City has no comparable purchase history. Staff reviewed the prices and determined the flat fee pricing  for parts and installation offed by ABLe Communications and Superior Fiber & Data Services, Inc., to be fair and reasonable.

ADMINISTRATIVE AMENDMENT - An administrative change order or increase may be made by the City Manager to this Agreement for an amount up to $100,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

CONTRACT TERMS - Upon City Council's approval, the initial term of each Agreement shall be one-year from date of execution.

RENEWAL OPTIONS - Each Agreement may be renewed for up to two additional 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.

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.