PRESENTER: Presenter
Julie Gohlke, Assistant Purchasing Manager
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SUBJECT: Title
Approval to renew the following annual contracts, as allowed for by their contract language and in accordance with City Charter Section 9.17: National CineMedia, Insight Public Sector-Avolve, Landscape Commander, Bio-West, FleetCor Technologies-Fuel Cards, Cingl Telecommunications, Pristine Rivers, Spillman Technologies/Motorola
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DEPARTMENT: Citywide
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COUNCIL DISTRICTS IMPACTED: All
BACKGROUND INFORMATION:
On November 14, 2016, the City Council provided consent for a quarterly review and approval of renewals for various annual contracts that occur throughout the course of a fiscal year which are routine in nature and in accordance with the terms and conditions of the associated awarded contracts (which were originally approved by City Council).
Quarterly approvals manage staff resources more efficiently as well as ensure compliance with the contracts’ terms and conditions. Contract renewals that have any requested modifications, such as a significant increase or decrease in services or costs, will continue to be presented to City Council for individual consideration as needed.
The City Council has previously reviewed and approved the following annual contracts for various goods and services utilized for City operations; the contracts described below require Council authorization for contract renewal. All goods and services have been competitively vetted, and contracts have subsequently been executed on various dates in previous years. All awarded contractors have provided satisfactory performance during the term of their associated contracts.
Renewal of Annual Contract NB 23-022 for Advertising at local movie theaters
City Department: Citywide
Awarded Contractor: National CineMedia, LLC
Contract Term: November 21, 2025, renewed annually
Modified Contract Expiration Date: November 20, 2026
Approximate Annual Cost of Services During Renewal Period: $25,000.00 but the contract has a total Not To Exceed Value of $150,000.00 over 5 years.
Renewal of Annual Contract NB 23-006 for electronic plan review software
City Department: Building
Awarded Contractor: Insight Public Sector/Avolve Project Dox
Contract Term: December 6, 2025, renewed annually
Modified Contract Expiration Date: December 5, 2026
Approximate Annual Cost of Services During Renewal Period: $250,000.00
Renewal of Annual Contract NB 25-142 for Landscape Maintenance Services
City Department: Parks
Awarded Contractor: Landscape Commander
Contract Term: October 1, 2025, renewed annually
Modified Contract Expiration Date: September 30, 2026
Approximate Annual Cost of Services During Renewal Period: $150,000.00
Renewal of Annual Contract NB 20-040 for Comal River/Landa Lake Aquatic Vegetation Restoration & Maintenance
City Department: Public Works-Watershed
Awarded Contractor: Bio-West
Contract Term: January 1, 2026, renewed annually
Modified Contract Expiration Date: December 31, 2026
Approximate Annual Cost of Services During Renewal Period: $100,000.00
Renewal of Annual Contract NB 22-138 for Fleet Fuel Card Services
City Department: Citywide
Awarded Contractor: FleetCor Technologies
Contract Term: January 1, 2026, renewed annually
Modified Contract Expiration Date: December 31, 2026
Approximate Annual Cost of Services During Renewal Period: $1,700,000.00
Renewal of Annual Contract NB 23-047 for Structured Cabling Services
City Department: Information Technology (IT)
Awarded Contractor: Cingl Telecommunications LLC
Contract Term: January 26, 2026, renewed annually
Modified Contract Expiration Date: January 25, 2027
Approximate Annual Cost of Services During Renewal Period: $150,000.00
Renewal of Annual Contract NB 22-060 for Litter Removal Services
City Department: Public Works-River
Awarded Contractor: Pristine Rivers
Contract Term: January 1, 2026, renewed annually
Modified Contract Expiration Date: December 31, 2027
Approximate Annual Cost of Services During Renewal Period: $150,000.00
Renewal of Annual Contract NB 13-048 for Maintenance CAD/RMS Spillman
City Department: Police
Awarded Contractor: Spillman Technologies/Motorola
Contract Term: November 1, 2025, renewed annually
Modified Contract Expiration Date: October 31, 2026
Approximate Annual Cost of Services During Renewal Period: $190,000.00
ISSUE:
Strategic Priorities: Maintain fiscal stability of City operations.
STRATEGIC PLAN REFERENCE:
☐Economic Mobility ☐Enhanced Connectivity ☐Community Identity
☒Organizational Excellence ☒Community Well-Being ☐N/A
FISCAL IMPACT:
Funding for all expenditures and contracts described above have been incorporated into the appropriate departmental/fund budgets. Therefore, sufficient funds are available.
Recommendation
RECOMMENDATION:
• Staff recommends approval to renew the following annual contracts, as allowed for by their contract language and in accordance with City Charter Section 9.17: National CineMedia, Insight Public Sector-Avolve, Landscape Commander, Bio-West, FleetCor Technologies-Fuel Cards, Cingl Telecommunications, Pristine Rivers, Spillman Technologies/Motorola