M&C Review


COUNCIL ACTION:  Approved on 9/11/2018 

DATE: 9/11/2018 REFERENCE NO.: **P-12248 LOG NAME: 13P18-00435722 TECHNOLOGY EQUIPMENT SB ITS
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Purchase Agreements for Technology Equipment, Network and Communication Equipment, Software, Maintenance and Related Services with Future Com, LTD., for the Information Technology Solutions Department Using Cooperative Agreements in an Amount Up to $650,000.00 for each Term and Authorize Four One-Year Options to Renew (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council authorize the following Agreements with Future COM, LTD:

1.       Agreement for technology equipment, network and communication equipment, software, maintenance and related services for the Information Technology Solutions Department using The Interlocal Purchasing System Contract No.170306 or its successors  for a combined amount up to $650,000.00 for each term with four annual options to renew;

2.        Agreement for technology equipment, network and communication equipment, software, maintenance and related services for the Information Technology Solutions Department using The Interlocal Purchasing System Contract No.180306 or its successors for a combined amount up to $650,000.00 for each term with four annual options to renew.

3.        Agreement for technology equipment, network and communication equipment, software, maintenance and related services for the Information Technology Solutions Department using the Texas Department of Information Resources Contract No. DIR-TSO-3926 or its successors  for a combined amount up to $650,000.00 for each term with four annual options to renew.

 
DISCUSSION:

The Information Technology Solutions (ITS) Department will utilize this Agreement to purchase information technology equipment, network and communication equipment, software and hardware, maintenance and related professional services for all City Departments as itemized below.

IP Flex Horn speakers: Many City locations have been using analog overhead paging systems which are no longer interoperable with the City's new IP-based phone system. IP speakers must be purchased to accommodate Department needs, especially City fire stations. These speakers will be used at fire stations to ensure all fire personnel hear the alert to respond. Also, they will be used at other City of Fort Worth locations to provide public safety alerts/warnings. Therefore, this procurement has a direct impact on public safety.

Aruba AP-305 Access Points: Currently, a large number of access points are going to be end of support in two years. Therefore, ITS will systematically replace them beginning this year with Aruba AP-305 equipment already purchased. ITS will need to purchase 155 additional access points to upgrade all access points before they go end of support.  To avoid negatively impacting network connectivity for countless City employees and patrons at many City locations.

F5 BIG-IP: The devices the City owns are currently end of new software support and end of software development. ITS must purchase the replacement devices to replace the devices in the City Hall Data Center. This upgrade will ensure equipment stability and provide the critical functionality that the current devices are providing. This functionality provides access to applications that are critical to the day-to-day operations of all Departments within the City of Fort Worth as well as those publicly accessible websites that are used by City of Fort Worth patrons on a day-to-day basis.

All associated licenses/maintenance: ITS must continue without interruption, all maintenance and support of F5 and Aruba licenses/maintenance for devices owned by the City, including critical devices such as load balancers, controllers, and outdoor access points used by Police surveillance units.

The Information Technology Department originally sought guidance from the Purchasing Division to assist with the procurement. Two cooperative quotes and three non-cooperative quote were obtained for cost comparison between vendors. Below is a summary of the quotes received:

VENDOR

CO-OP CONTRACT

EQUIPMENT

EQUIPMENT COST

FUTURE COMTIPS 180306ARUBA AP,IP FLEXHORN$163,345.95
SHIDIR-TSO-3359ARUBA AP,BIG IP$281,601.00
FUTURE COMTIPS 170306BIG IP,F5-FIELD UPGRADE$161,110.30
KUDELSKI SECURITYNON-COOPBIG IP,F5 -FIELD UPGRADE$237,469.10
ANIXERNON-COOPIP HORN,ARUBA AP$204,269.00
PRESIDIONON-COOPIP HORN$127,400
FUTURE COMDIR-TSO-3926F5-SVC$67,287.70


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 Interlocal Purchasing System (TIPS) and Texas Department of Information Resources (DIR)  Contracts have been competitively bid to increase and simplify the purchasing power of  government entities across the State of Texas.

PRICE ANALYSIS - The DIR contract and the TIPS contract offer fixed discounts. Staff reviewed pricing and determined it to be fair and reasonable.

M/WBE - 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 and DIR Agreements are out of alignment with the City's Fiscal Year and the current terms of TIPS Contract 107306 will expire on May 22, 2020, TIPs Contract 180306 will expire on May 31, 2121 and DIR-TSO-3926 will expire on June 28, 2022. 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 TIPS and DIR, Agreements 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. 170306, TIPS Contract No. 180306, and DIR-TSO-3926  to make purchases authorized by this M&C. As noted, TIPS Contract No.170306 expires on May 22, 2020, TIPS Contract No. 180306 expires May 31,2121 and DIR-TSO-3926 expires June 22, 2022. If TIPS Contracts and DIR Contract , is extended, this M&C authorizes the City to purchase similar equipment and supplies under the extended contracts. If TIPS contracts and DIR Contract, is not extended, but TIPS or DIR  execute new cooperative contracts with Future Com, LTD with substantially similar terms as TIPS Contract No. 170306, 180306 and DIR-TSO-3926, this M&C authorizes the City to purchase the equipment and supplies under the new TIPS and DIR  contracts.

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

AGREEMENT TERM - Upon City Council's approval, the initial term of this Agreement shall commence on September 11, 2018 and shall expire on September 30, 2019. The initial term will be slightly longer than one year to accommodate the need to have the terms line up with the fiscal year.  

RENEWAL OPTIONS -This Agreement may be renewed for additional  terms according to the cooperative agreements at the City's option up to a maximum of four annual options to renew. 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.


 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current operating budget and capital budget, as appropriated, and that prior to an expenditure being made, the Information Technology Solutions Department has the responsibility to validate the availability of funds.

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Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Cynthia B. Garcia (8525)
Additional Information Contact:
Cynthia B. Garcia (8525)
Sheila Baker (8356)

 
 
ATTACHMENTS
  Future Com 1295s 18-09-05 Signed.pdf
  FUTURECOM 1295 Signed.pdf