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: Southwest Tx Regional Advisory Council (STRAC), Diamond R, Stripe it Up, Roadway Striping Inc, Cartegraph-OpenGov, Crowe, LLP and Tyler Technologies.
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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 23-143 for Electronic Records Management System
City Department: Fire
Awarded Contractor: Southwest Texas Regional Advisory Council (STRAC)
Contract Term: June 8, 2025, renewed annually
Modified Contract Expiration Date: June 7, 2026
Approximate Annual Cost of Services During Renewal Period: $43,500.00
Renewal of Annual Contract NB 23-149 for traffic signage and installation
City Department: Public Works
Awarded Contractor: Diamond R
Contract Term: June 25, 2025, renewed annually
Modified Contract Expiration Date: June 24, 2026
Approximate Annual Cost of Services During Renewal Period: $100,000.00
Renewal of Annual Contract NB 23-150 for traffic signage and installation
City Department: Public Works
Awarded Contractor: Stripe It Up
Contract Term: June 25, 2025, renewed annually
Modified Contract Expiration Date: June 24, 2026
Approximate Annual Cost of Services During Renewal Period: $100,000.00
Renewal of Annual Contract NB 23-151 for traffic signage and installation
City Department: Public Works
Awarded Contractor: Roadway Striping, Inc
Contract Term: June 25, 2025, renewed annually
Modified Contract Expiration Date: June 24, 2026
Approximate Annual Cost of Services During Renewal Period: $100,000.00
Renewal of Annual Contract NB 21-088 for asset management software license module
City Department: GIS
Awarded Contractor: Cartegraph-OpenGov
Contract Term: July 1, 2025, renewed annually
Modified Contract Expiration Date: June 30, 2027
Approximate Annual Cost of Services During Renewal Period: $176,563.13
Renewal of Annual Contract NB 24-166 for financial audit services
City Department: Finance
Awarded Contractor: Crowe, LLP
Contract Term: June 1, 2025, renewed annually
Modified Contract Expiration Date: May 3, 2026
Approximate Annual Cost of Services During Renewal Period: $87,000.00
Renewal of Annual Contract NB 14-053 for Incode
City Department: Municipal Court
Awarded Contractor: Tyler Technologies
Contract Term: July 16, 2025, renewed annually
Modified Contract Expiration Date: July 15, 2026
Approximate Annual Cost of Services During Renewal Period: $40,000.00
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: Southwest Tx Regional Advisory Council (STRAC), Diamond R, Stripe it Up, Roadway Striping Inc, Cartegraph-OpenGov, Crowe, LLP.