STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: February 12, 2025
COUNCIL DISTRICT(S): All
DEPARTMENT: Department of Information and Technology Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a three-year cooperative purchasing agreement for the continuation of a subscription and maintenance contract for Adobe Enterprise Licenses for the Department of Information and Technology Services with SHI Government Solutions, Inc through the Texas Department of Information Resources cooperative agreement - in the estimated amount of $4,545,660.09 - 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 according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This cooperative purchasing agreement will provide for the continuation of subscription and maintenance contract for Adobe Enterprise Licenses for the Department of Information Technology Services. The subscription is essential because it allows multiple City departments the ability to view, create, manipulate, print, and manage files in portable document format. The maintenance service will provide technical support to users experiencing issues with Adobe products 24/7. Essential daily functions that require Adobe products throughout City departments include, but are not limited to, the following:
• Develop and design City managed websites
• Redaction of sensitive information from documents
• Routing documents for electronic signatures
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 September 23, 2020, the City Council authorized Supplemental Agreement No. 2 to the subscription and maintenance contract for Adobe enterprise licenses with SHI Government Solutions, Inc. through the BuyBoard purchasing agreement in an amount not to exceed $674,534, by Resolution No. 20-1482.
On June 23, 2021, the City Council authorized the acceptance of grant funds from the U.S. Department of Treasury for the Coronavirus Local Fiscal Recovery Fund to provide relief during the ongoing COVID-19 pandemic by Resolution No. 21-1149.
On September 22, 2021, the City Council authorized the final reading and adoption of the appropriation ordinance for the FY 2021-22 City of Dallas Operating, Capital, and Grant & Trust Budgets, which included the ARPA funds from the U.S. Department of Treasury for the Coronavirus Local Fiscal Recovery Funds by Resolution No. 21-1590.
On January 26, 2022, the City Council authorized a three-year subscription and maintenance contract for Adobe enterprise licenses with SHI Government Solutions, Inc through the BuyBoard purchasing agreement, in the estimated amount of $2,914,232.48, by Resolution No. 22-0241.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
Data Services |
$1,515,220.03 |
$1,515,220.03 |
$1,515,220.03 |
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 |
|
$4,545,660.09 |
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. |
|
• SHI Government Solutions, Inc. - Non-local; Workforce - 0.00% 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/EXECUTIVE
SHI Government Solutions, Inc
3828 Pecana Trail
Austin, TX 78749
Paul Rayburn, Account Executive
Thai Lee, President/Chief Executive Officer