M&C Review


COUNCIL ACTION:  Approved on 11/13/2018 

DATE: 11/13/2018 REFERENCE NO.: **P-12273 LOG NAME: 13PNETWORK AND COMMUNICATION EQUIPMENT SB ITS
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize Purchase Agreement with Anixter, Inc., for Information Technology Equipment, Network and Communication Equipment, Parts, Software, Maintenance and Related Services Using a Cooperative Agreement in an Amount Up to $200,000.00 (ALL COUNCIL DISTRICTS)

RECOMMENDATION:

It is recommended that the City Council authorize a Purchase Agreement with Anixter, Inc., for information technology equipment, network and communication equipment, parts, software, maintenance and related services using Texas Department of Information Resources Contract No. DIR-TSO-4247 in an Annual Amount up to $200,000.00, with annual renewal options in accordance with the DIR-TSO-4247 or applicable successive DIR contracts for the same services.

 
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 services for all City Departments. The Agreement will allow ITS to purchase items supporting individual networking and communication projects for all existing City facilities and future locations.

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. 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.

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 DIR Agreement is out of alignment with the City's Fiscal Year and the current term of DIR-TSO-4247 expires September 24, 2023. In order for this Agreement to align with the City's Fiscal Year, adoption of this Mayor and Council Communication (M&C) authorizes (i) a series of Purchase Agreements, each of which will align to a term of the DIR contract 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 the Cooperative Agreement is not renewed, staff would cease purchasing at the end of the last Purchase Agreement coinciding with the valid Cooperative Agreement. 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 use DIR-TSO-4247 to make purchases authorized by this M&C. As noted, DIR-TSO-4247 expires September 24, 2023. If the DIR contract is extended, this M&C authorizes the City to purchase similar equipment and supplies under the extended contract. If the DIR contract is not extended, but DIR executes a new cooperative contract with Anixter, Inc. with substantially similar terms as DIR-TSO-4247, this M&C authorizes the City to purchase the equipment and supplies under the new DIR contract.

ADMINISTRATIVE CHANGE ORDER:  An administrative change order or increase may be made by the City Manager in an 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, this Agreement will commence upon execution  by both parties and continue in accordance with the terms and conditions of DIR-Contract No. DIR-TSO-4247 or  applicable successive DIR contracts for the same services.

Terms shall be as follows:

Year 1 - November 14, 2018 - September 24, 2019

Year 2 - September 25, 2019 - September 24, 2020

Year 3 - September 25, 2020 - September 24, 2021

Year 4 - September 25, 2021 - September 24, 2022

Year 5 - September 25, 2022 - September 24, 2023

RENEWAL OPTIONS:  This Agreement may be renewed for in accordance with the DIR-TSO-4247 or applicable successive DIR contracts for the same services according to the cooperative agreement 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 Director of Finance certifies that funds are available in the current operating 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.  Future year appropriations are subject to Mayor and Council approval.

BQN\DIR-TSO-4247\SB
TO
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Program Activity Budget
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Amount

FROM
    Fund Department
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Account Project
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Program Activity Budget
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Reference #
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Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Kevin Gunn (8517)
Additional Information Contact:
Sheila Baker (8356)
Cynthia B. Garcia (8525)

 
 
ATTACHMENTS
  Anixter Form 1295.pdf