HomeMy WebLinkAboutContract 56419-R2CSC No. 56419-R2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
August 17, 2023
Assima, Inc.
Attn: Legal Dept
3348 Peachtree Rd. NE Ste 778
Atlanta, GA. 30326
Re: Contract Renewal Notice
Contract No. CSC No. 56419 (the "Contract")
Renewal Term No. 2: October 4, 2023 to October 3, 2024
The above referenced Contract with the City of Fort Worth expires on October 3, 2023.
Pursuant to the Contract, contract renewals are at the sole option of the City. This letter is to inform
you that the City is exercising its right to renew the Contract for an additional one (1) year period,
which will begin immediately after the Expiration Date. All other terms and conditions of the
Contract remain unchanged. Please return this signed acknowledgement letter, along with your
quote for charges for the new renewal term, and current insurance certificate, to the address
set forth below, acknowledging receipt of the Contract Renewal Notice.
To ensure that your company information is correct and up-to-date, please log onto PeopleSoft
Purchasing at httns://www.fortworthtexas.aov/departments/fmance/`Durchasini�.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
Katie May
Administrative Assistant
200 Texas Street
Fort Worth, TX, 76102
katherine.mavna,fortworthtexas. I;ov
(817) 392-8894
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
Valerie Washington (Aug 31, 2023 16:39 CDT)
By:
Name: Valerie Washington
Title: Assistant City Manager
Date: Aug 31, 2023
Assima, Inc.
By: A4"'
Name: MkV-e. "03ra '-ro
Title: :su�j+r
Date: Au Z-r) ';-a23
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended:
Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
4
of this contract, including ensuring all
By:
performance and reporting requirements.
Name: Kevin Gunn
Title: Director, IT Solutions
By:
Approved as to Form and Legality:
Name: David Zellmer
Title: Sr. IT Solutions Manager
�—
/
4.�'d�OUqQ�
ao FoRr 4a
'* "00e d
By:
City Secretary: t000
Name: Taylor Paris
Title: Assistant City Attorney
_ A °�1 °" 0. °
Im-aL�
aEXA?o4
By:
Contract Authorization:
Name: Jannette Goodall
M&C: 21-0659
Title: City Secretary
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
assima (&
Assima USA LLC
871 Marlborough Ave, Suite 100
Riverside, CA 92507 US
Sold INFORMATION TECHNOLOGY SOLUTIONS
To: IT Solutions - ERP
275 W. 13th Street
Fort Worth TX 76102
United States
(Customer No.: INFTS01
Quote Number: QU_01_FW
Page: 1
Date: 08/08/2023
Ship INFORMATION TECHNOLOGY SOLUTIONS
To: IT Solutions - Zipper Building
275 W. 13th St. (2nd Floor)
Fort Worth TX 76102
United States
Quantity Description/Comments Unit Price Amount
1.00 Subscription Assima Train 70,000.00 $ 70,000.00
Period: November 15, 2023 to November 14, 2024
Remit To: Assima USA LLC
871 Marlborough Ave, Suite 100 Subtotal $ 70,000.00
Sales Tax $ 0.00
Riverside, CA 92507 US
Total Amount Due $ 70,000.00
Payment Wires:
Terms ABA/Routing #: 071025661
Account #: 4835145631
Swift Code: HATRUS44
Bank: BMO Harris Bank N.A
M&C Review
Page 1 of 2
ACITY COUNCIL AGEND
Create New From This M&C
DATE: 9/14/2021 REFERENCE **M&C 21- LOG NAME
NO.: 0659
CODE: P TYPE: CONSENT PUBLIC
HEARING:
Official site of the City of Fort Worth, Texas
Fo H
13P RFP 21-0108 FY 20 ERP
UPK TRAINING
REPLACEMENT ITS ADK
NO
SUBJECT: (ALL) Authorize an Agreement for the Purchase of a Training Content Development
System with Assima, Inc. for a First Year Cost of $105,000.00 and Authorize Unlimited
One -Year Renewals for the Life of the Software in an Annual Amount of $70,000.00 for
the Information Technology Solutions (ITS) Department
RECOMMENDATION:
It is recommended that the City Council authorize an agreement for the purchase of a Training
Content Development System with Assima, Inc. for a first year cost of $105,000.00 and authorize
unlimited one-year renewals for the Life of the Software in an annual amount of $70,000.00 for the
Information Technology Solutions (ITS) Department
DISCUSSION:
The Information Technology Department (ITS) approached the Purchasing Division with the intent to
establish an agreement to replace our current training content system. Currently, the City uses Oracle
User Productivity Kit (UPK) as the training content system to provide training to employees. This
system is now at the end of its life and becoming obsolete, therefore, the system needs replacement.
Request for Proposal (RFP) 21-0108 was issued on April 14, 2021, and was advertised in the Fort
Worth Star -Telegram for four (4) consecutive Wednesdays beginning on April 14, 2021, through May
5, 2021. Eight (8) vendors were solicited with seven (7) responses. All bids were evaluated based on
who would be the best value to the City by a seven (7) person team consisting of representatives from
the ITS and Human Resources (HR) Departments. Each bid was evaluated on the product description
and its features, the implementation process and updates, and the training and support that will be
provided. Once the initial evaluations had been completed, the three highest -scoring bidders were
asked to demonstrate their products. After the demonstrations, those three were scored again, with
Assima, Inc. being the highest -scoring bidder. Therefore, purchasing staff recommends awarding an
agreement to Assima, Inc. The product, service, and price are determined to be fair and reasonable.
The first year of the contract includes all costs associated with acquiring and implenting the software.
The subsequent renewals include costs for the maintenance and support offered by the vendor for the
life of the software.
OFFICE OF BUSINESS DIVERSITY (OBD): A waiver of the goal for M/WBE subcontracting
requirements is approved by the OBD, in accordance with the BDE Ordinance, because the
applications of the purchase of goods or services is from sources where sub -contracting or supplier
opportunities are negligible.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by
the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does
not require specific City Council approval as long as sufficient funds have been appropriated.
AGREEMENT TERMS: Upon City Council's approval, this agreement shall begin upon execution and
expire one year from that date.
http://apps.cfwnet.org/council_packet/mc review.asp?ID=29207&councildate=9/14/2021 8/28/2023
M&C Review
Page 2 of 2
RENEWAL TERMS: This agreement may be renewed for an unlimited amount of renewals for the life
of the software. This action does not require specific City Council approval provided that the City
Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current capital budget, as previously
appropriated, in the ITS Capital Fund for the UPK Training Replacement project to support the
approval of the above recommendation and execution of the agreement. Prior to any expenditure
being incurred, the Information Technology Solutions Department has the responsibility to validate
the availability of funds.
BQN\\
TO
Fund Department Account Project Program I Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project I Program Activity Budget Reference # Amount
ID ID I Year (Chartfield 2)
Submitted for Citv Manager's Office bv: Jay Chapa (5804)
Valerie Washington (6192)
Oriqinatinq Department Head: Reginald Zeno (8517)
Kevin Gunn (2015)
Additional Information Contact: Cynthia Garcia (8525)
Ashley Kadva (2047)
ATTACHMENTS
1295.Ddf (CFW Internal)
13P RFP 21-0108 FY 20 ERP UPK TRAINING REPLACEMENT ITS ADK funds availabilitv.docx
13P RFP 21-0108 FY 20 ERP UPK TRAINING REPLACEMENT ITS ADK Updated FID table.xlsx
FID Table.xlsx (CFW Internal)
MBE waiver.gdf (CFW Internal)
SAMs.Ddf (CFW Internal)
(CFW Internal)
(CFW Internal)
http://apps.cfwnet.org/council_packet/mc review.asp?ID=29207&councildate=9/14/2021 8/28/2023