Posting Language
Title
Authorize negotiation and execution of a contract for an information technology asset management platform to provide a comprehensive view of information technology assets for Communications and Technology Management with Escape Velocity Holdings, Inc. d/b/a Trace3, LLC, for an initial term of two years with one one-year extension option, for a total contract amount not to exceed $1,830,000. Funding: $557,773 is available in the Fiscal Year 2024-2025 Operating Budget of Communications and Technology Management. Funding for the remaining contract term is contingent upon available funding in future budgets.
Body
Lead Department
Financial Services Department.
Client Department(s)
Communications and Technology Management.
Fiscal Note
Funding in the amount of $557,773 is available in the Fiscal Year 2024-2025 Operating Budget of Communications and Technology Management.
Funding for the remaining contract term is contingent upon available funding in future budgets.
Purchasing Language:
Multiple contractors within this cooperative purchasing program were reviewed for these services. The Financial Services Department and Communications and Technology Management have determined this contractor best meets the needs of Communications and Technology Management to provide these services required for the City.
MBE/WBE:
Cooperative Agreement contracts are exempt from the City Code Chapter 2-9B (Minority-Owned and Women-Owned Business Enterprise Procurement Program); therefore, no subcontracting goals were established.
For More Information:
Direct questions regarding this Recommendation for Council Action to the Financial Services Department - Central Procurement at FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500.
Additional Backup Information:
The contract will provide an information technology (IT) asset management software platform that compiles data from multiple sources across the City network to provide a comprehensive view of IT assets allowing for more informed decisions on hardware lifecycle management and software license optimization. The IT asset management platform provides a complete IT asset inventory which helps the City improve compliance, reduce risk, eliminate manual repetitive tasks, and improves the operational health of its technology portfolio.
This contract will replace the existing contract which expires March 10, 2025. The requested authorization amount was determined using departmental estimates based on historical spend and anticipated future usage. The recommended contractor is not the current provider for these services.
Omnia Partners is a cooperative purchasing association recognized under Texas procurement statutes. Cooperative associations, themselves or using a lead government, competitively solicit and award contracts that are eligible for use by other qualified state and local governments. Due to their substantial volumes, larger than any one government could achieve independently, cooperative contracts routinely include superior terms, conditions, and pricing. Use of cooperative contracts also results in lower administrative costs and time savings.
If this contract is not approved, Communications and Technology Management will lose visibility into the IT asset management system which will result in process delays and negative performance impacts.