STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: September 13, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
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SUBJECT
Title
Authorize a five-year cooperative purchasing agreement for the ongoing licensing, hosting, and technical support for the citywide enterprise asset management system for the Department of Information and Technology Services with International Business Machines Corporation through the Texas Department of Information Resources cooperative agreement - Not to exceed $11,000,353.59 - Financing: Data Services Fund (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a cooperative purchasing agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This cooperative purchasing agreement will provide for ongoing licensing, hosting, and technical support for the citywide enterprise asset management system (EAMS) for the Department of Information and Technology Services. This system provides the City with an efficient and fully integrated platform to monitor the operational use and sustainment of all capital assets. Examples of capital assets include City buildings, streets, pipelines, treatment plants, and facilities including their various subcomponents.
The consolidation of data, information, and reporting in the EAMS allows the City to make informed decisions on asset use, sustainment, and replacement. EAMS has fully integrated the following vital functions within two applications that support:
• Capital asset project management efforts including budgeting
• Work orders, scheduling, and capital asset maintenance efforts
• Capital asset sustainment and inventory management processes
• Determination of capital asset needs prioritization and replacement decisions
The Texas Department of Information Resources cooperative agreement is authorized by Chapter 791 of the Texas Government Code and Subchapter F, Chapter 271, Texas Local Government Code. Section 271.102 of the Texas Local Government Code which authorizes a local government to participate in a Cooperative Purchasing Program with another local government or a local cooperative organization.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 24, 2018, the City Council authorized a subscription contract for the licensing, hosting, and technical support of a citywide Enterprise Asset Management System for a term of five-years with International Business Machines Corporation for Information and Technology Services by Resolution No. 18-0206.
FISCAL INFORMATION
Fund |
FY 2023 |
FY 2024 |
Future Years |
Data Services Fund |
$2,040,880.00 |
$2,117,353.32 |
$2,196,883.19 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
Contract Amount |
Procurement Category |
M/WBE Goal |
$11,000,353.59 |
Other Services |
N/A |
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
N/A |
N/A |
N/A |
• The Business Inclusion and Development Policy does not apply to Cooperative Purchasing Agreements. |
• International Business Machines Corporation -Non-local; Workforce - 3.40% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
Cooperative Purchasing Agreement |
• Cooperative purchasing agreements enable the City to associate with State agencies, other local governments, or local cooperative organizations comprised of other state and local governments, to leverage market buying power and enable the City to purchase goods or services at lower prices |
|
• The cooperative purchasing agreement is an alternative method of meeting the requirements for competitive bidding or competitive sealed proposals, not an exception from that requirement |
OWNER
International Business Machines Corporation
One New Orchard Road
Armonk, NY 10006
Arvind Krishna, Chairman