STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: October 23, 2019
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a one-year cooperative purchasing agreement for the installation and service of the audio-visual system enhancements for the Office of Emergency Management with Audio Fidelity Communications Corporation dba Whitlock through the Texas Department of Information Resources cooperative agreement - Estimated amount of $251,757.26 - Financing: 2018 U.S. Department of Homeland Security Grant Funds
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 enhance the existing audio-visual system in the Emergency Operation Center (EOC), replacing dated equipment, and improving situational awareness capabilities. The EOC is the coordination point for the City’s departmental leadership during large scale emergencies or planned events. The enhancements will ensure the EOC is at optimal operational readiness for emergencies or disasters that affect any part of the City.
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 authorizes a local government to participate in a Cooperative Purchasing Program with another local government or a local cooperative organization.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The current calculated living wage during the solicitation process of this contract is $11.15; the selected vendor meets this requirement.
FISCAL INFORMATION
2018 U.S. Department of Homeland Security Grant Funds - $251,757.26
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$251,757.26 |
Other Services |
23.80% |
23.83% |
$60,000.00 |
|
• This contract exceeds the M/WBE goal. |
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
Audio Fidelity Communications Corporation dba Whitlock
Douglas Hall, President
Roger Patrick, Vice President
Mark C. Baker, Secretary