The Information Technology Solutions (ITS) Department will use these Purchase Agreements to purchase new and replacement hardware, technology, maintenance and support services, software and asset recovery and support services from the specified vendors for all City departments on an as-needed basis. These Agreements will also be utilized for installing Audio/Visual equipment including projectors, screens, displays, digital signage equipment, sound and amplification equipment, and audio visual controller equipment for installation in all City-owned or leased facilities. ITS has been tasked with consolidating support services for all audio-visual services to include conference room support, digital signage, paging and displays. ITS will work with each City department to manage new installations, support and maintenance of this equipment. PRICE ANALYSIS - The Interlocal Purchasing System (TIPS) , Texas Department of Information Resources (DIR), The Texas Association of School Boards(TASB) and U.S. General Services Administration(GSA) contracts offer fixed discounts. Staff reviewed the pricing and found pricing to be fair and reasonable. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies any state law requiring that the local government seek competitive bids for purchase of the item. The TIPS, DIR, TASB and GSA contracts were competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. M/WBE OFFICE - A MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. SUCCESSOR CONTRACTS - To facilitate planning and budgeting, Staff would prefer to have annual Agreements that align with the Fiscal Year. However, the TIPS, DIR and TASB Agreements are out of alignment with the City's Fiscal Year and the current terms will expire on the dates included above. In order for these Agreements to align with the City's Fiscal Year, adoption of this Mayor and Council Communication (M&C) technically authorizes (i) a series of Purchase Agreements, each of which will align to a term of the DIR, TIPS, TASB or GSA Agreement to ensure legal authority exists for the contract, and (ii) an annual spend amount, future years of which would be subject to City Council appropriation. In the event that a Cooperative Agreement is not renewed, Staff would cease purchasing at the end of the last Purchase Agreement coinciding with the valid Cooperative Agreements. If the City Council were to not appropriate funds for a future year, Staff would stop making purchases when the last appropriation expires, regardless of whether the then-current Purchase Agreement has expired. The City will initially use TIPS Contract No. 1082715 and TASB Contract No. 497-15 to make purchases authorized by this M&C. As noted, TIPS Contract No. 1082715 expires on August 23, 2018 and TASB Contract No. 497-15 expires November 30, 2018. If TIPS Contract No. 1082715 and TASB Contract No. 497-15 are extended, this M&C authorizes the City to purchase similar equipment and supplies under the extended contracts. If TIPS Contract No. 1082715 and TASB Contract No. 497-15 are not extended, but TIPS and TASB execute new cooperative contracts with Anixter and Infinity Sound and with substantially similar terms as TIPS Contract No. 1082715 and TASB Contract No. 497-15, this M&C authorizes the City to purchase the equipment and supplies under the new TIPS and TASB contracts. 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 TERM - Upon City Council's approval, these Agreements will commence upon execution by both parties and continue, in accordance with the terms and conditions of respective cooperative contracts or applicable successive contracts for the same services RENEWAL OPTIONS - This Agreement may be renewed for up to two additional one-year terms for a combined annual amount of $931,000.00 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. Staff anticipates the cost for renewal years will be the same as for the first year. |
