M&C Review


COUNCIL ACTION:  Approved on 6/11/2019 

DATE: 6/11/2019 REFERENCE NO.: **P-12339 LOG NAME: 04PTELESTAFF SOFTWARE AD ITS
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Purchase Agreements with immixTechonology, Inc. for KRONOS Workforce TeleStaff On-Premise Software Licensing, Professional Services, Support and Maintenance Using a Cooperative Agreement with immixTechnology, Inc. in an Amount Not to Exceed $462,120.19 for the First Year and Four Renewal Options in an Annual Amount of $60,540.00 for the Information Technology Solutions Department (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council authorize the execution of Purchase Agreements with immixTechonology, Inc. for KRONOS Workforce TeleStaff On-Premise software licensing, professional services, support and maintenance using State of Texas Department of Information Resources cooperative agreement DIR-TS0-4315 with immixTechnology, Inc. in a first year amount not to exceed $462,120.19 and four renewal options in an amount of $60,540.00 for the Information Technology Solutions Department.

 
DISCUSSION:

The InforThe Information Technology Solutions (ITS) Department will use the Purchase Agreements with immixTechnology, Inc. to purchase KRONOS Workforce TeleStaff software for the City of Fort Worth Police Department. The software will provide an automated scheduling solution to optimize communications and deployment of public safety personnel and other critical resources. The first-year cost for the software licenses is $242,227.50 and maintenance is $60,540.00. The first-year costs for services and training will not exceed $159,352.69. Total first year costs are $462,120.19.

The project is expected to take 36 weeks for implementation using onsite and remote resources. Maintenance and support costs will increase by approximately four percent annually, each renewal.

Pricing for KRONOS Workforce TeleStaff software and professional services is provided under State of Texas Department of Information Resources cooperative agreement DIR-TS0-4315 (" DIR Contract" ). Staff reviewed pricing and found it to be fair and reasonable.

Texas DIR is authorized to offer the Cooperative Purchasing Program to state agencies, public institutions of higher learning, public school districts and local governments. Pursuant to state law, a local government that purchases goods or services under the lnterlocal Cooperation Act satisfies otherwise applicable competitive bidding requirements.

M/WBE - A MBW/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.

SUCCESSOR CONTRACTS: To facilitate planning and budgeting, Staff would prefer to have annual Agreements that align with the Fiscal Year. However, the DIR Contract is out of alignment with the City' s Fiscal Year.

In order for these Agreements to align with the City' s Fiscal Year, adoption of this Mayor and Council Communication (M& C) technically authorizes (i) a series of Purchase Agreements, each of which will align to the terms of the respective cooperative contract to ensure legal authority exists for the contract, and (ii) an annual spend amount, future years of which would be subject to City Council appropriation.

In the event that the DIR Contract is not renewed, Staff would cease purchasing at the end of the last Purchase Agreement coinciding with the valid cooperative contract. If the City Council were to not appropriate funds for a future year, Staff would stop making purchases when the last appropriation expires, regardless of whether the then-current Purchase Agreement has expired. The City will initially use the DIR Contract to make purchases authorized by this M& C. The DIR Contract expires February 28, 2021. If the DIR Contract is renewed, this M& C authorizes the City to purchase similar products and services under the extended contract. If the DIR Contract is not extended, but a new cooperative contract is executed with immixTechnology, Inc. with substantially similar terms as the previous cooperative contract, this M& C authorizes the City to purchase the products and services under the new cooperative contract.

AGREEMENT TERM: Upon City Council' s approval, the initial term of these Agreements shall commence upon final execution of the contract documents and expire in accordance with the terms and conditions of the cooperative agreement.

RENEWAL OPTIONS: The DIR Contract may be renewed for two (2) additional two-year terms, per the conditions established in the DIR contract with immixTechnology, Inc. The maintenance and support cost for the first year of this agreement is $60,540.00 and is expected to increase at a rate of four percent annually for each renewal.

ADMINISTRATIVE CHANGE ORDER - Administrative change order or increase may be made by the City Manager for an amount up to $100,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.
 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current operating budget, as appropriated, of the Grants Operating Federal Fund, Police Public Safety Justice Assistance Grant (JAG). The Information Technology Solutions Department has the responsibility to validate the availability of funds prior to the expenditure of funds.

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Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Kevin Gunn (2015)
Additional Information Contact:
Cynthia Garcia (8525)
Anabelle Dunn (7648)

 
 
ATTACHMENTS
  DIR-TSO-4315, Contract Detail.pdf
  SAMs Report immix 5.8.19.pdf