*Amend price agreement with Graybar Electric Company, Inc. to increase the annual not to exceed amount to $2 million for electrical, lighting, data communications, and security products and services (amend Contract No. 31001749)

The City of Portland ordains: Section 1. The Council finds: The Bureau of Revenue and Financial Services (BRFS) is responsible for the issuance and administration of certain citywide price agreements utilized by any/all City bureaus to facilitate their procurement of certain goods and services. In May 2020, BRFS entered into Participating Agreement No. 31001749 with Graybar Electric Company, Inc. for on-going supply of electrical, lighting, data communications and security products and services, to be purchased by various City bureaus on as-needed basis. The yearly citywide spend limit was limited to a not-to-exceed amount of $1 million for a total contract amount not to exceed of $2.75 million. The Bureau of Technology Services (BTS) is the largest user of Participating Agreement No. 31001749, providing technology services to all City bureaus, including the upgraded 100G network that requires hardware, installation, and support from Genetec Omnicast, Creston Audio Visual (AV) and Ciena infrastructure, all of which are available from Graybar using the agreement. Graybar also provides a consolidated purchasing vehicle for leading hardware manufacturers with the national OMNIA Partners cooperative purchasing organization. This model provides compliance, efficiency, and value to BTS purchasing. To create greater efficiencies in time and operating expenses BTS has started purchasing select systems with installation services included. In the past bureaus have not used the Graybar agreement this way so such professional services are not reflected in prior year expenditures. Upcoming expenditures include: $120,000 estimated: For a Genetec video archiver at the Brookwood Data Center. This is needed to support the City’s expanding security program. This amount does not include licensing or professional services to install or activate. $500,000 annual estimate for BTS Video/AV equipment to support of the new virtual AV environment and anticipated requests, from all Bureaus. Examples: (a) One (1) large, enhanced conference room installation $80,000+. BTS Video has two (2) of these requests in the system for quotes. City Network infrastructure items procured from Graybar includes the following: Ciena – est. annual support costs $75,000 Arista – est. annual support costs $45,000 Ciena – estimated hardware FY21/22 $100,000 Arista – estimated hardware FY21/22 $70,000 These estimates do not account for the City’s normal commodity supply purchases through Graybar. Supply purchases have been the majority of historic Graybar purchasing and will continue at a relatively flat rate for BTS. Other bureaus that utilize Participating Agreement No. 31001749 with Graybar, representing 27% of overall spend against the agreement, include Facilities, Bureau of Environmental Services, Portland Bureau of Transportation, Portland Bureau of Emergency Management, and Portland Parks & Recreation. Since Graybar is a distributor of a wide assortment of electrical, lighting, data communications and security products and services, bureaus have been consolidating more of their procurements with Graybar to take advantage of lower pricing, shipping costs, and ordering costs. This ordinance authorizes increasing the yearly not-to-exceed amount to $2 million for a total contract amount not to exceed $6 million through the Agreement’s expiration date. Expenditures against Participating Agreement No. 31001749 shall continue to be funded by each bureau’s approved budget appropriations, with no additional or new appropriations required. NOW, THEREFORE, the Council directs: The City’s Chief Procurement Officer is hereby authorized to execute an amendment to Participating Agreement No. 31001749 with Graybar Electric Company, Inc. to increase the yearly not-to-exceed amount to $2 million for a total contract amount not to exceed $6 million, provided the amendment is approved as to form by the Office of the City Attorney. Section 2. The Council declares that an emergency exists because a delay in proceeding with the amendment will interfere with City projects requiring electrical, lighting, data communications and security products and services necessary for safe and efficient operation of City buildings and infrastructure ; therefore, this Ordinance shall be in full force and effect from and after its passage by Council.