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Home My WebLink AboutContract 52679-A6CSC No. 52679-A6 SIXTH AMENDMENT TO FORT WORTH CITY SECRETARY CONTRACT NO. 52679 This Sixth Amendment to Fort Worth City Secretary Contract No. 52679 ("Sixth Amendment") is made between the City of Fort Worth ("Fort Worth"), a municipal corporation and immixTechnology, Inc, ("Vendor"). WHEREAS, Fort Worth and Vendor entered into an Agreement identified as Fort Worth City Secretary Contract No. 52679 beginning August 19, 2019 (the "Agreement"); and WHEREAS, it is the collective desire of both Fort Worth and Vendor to amend the Agreement to add Exhibit F-5, two additional one-year terms and increase the total contract amount by $200,000.00 annually for a total contract amount of $650,000.00. NOW THEREFORE, known by all these present, Fort Worth and Vendor, acting herein by the through their duly authorized representatives, agree to the following terms, which amend the Agreement as follows: 1. The Agreement is hereby amended by adding Exhibit F-5, attached to this Sixth Amendment, as an exhibit to the Agreement. 2. The parties agree to further amend the agreement to include two additional one- year renewal options and to increase the total contract amount by $200,000.00 annually for a total contract amount of $650,000.00. 3. All other terms, provisions, conditions, covenants and recitals of the Agreement not expressly amended herein shall remain in full force and effect. [Signature Page Follows] OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Sixth Amendment to Fort Worth City Secretary Contract No. 52679 Page 1 of 2 Executed effective as of the date signed by the Assistant City Manager below. FORT WORTH: City of Fort Worth Mal-k Mc,DanieC By: Mark McDanie((Mar 5,202413:59 CST) Name: Mark McDaniel Title: Deputy City Manager Date: M a r 5 ) 2024 Approval Recommended: By: S.Trotter(for K.Gunn)TAar 5,2024X9:42 CST) Name: Kevin Gunn Title: Director, IT Solutions Attest: By: Name: Jannette S. Goodall Title: City Secretary VENDOR: immixTechnology, Inc. By: Name: Mea an Cohen Title: Sales Manager Date: 29 Feb 2024 4.dU94�q�� cp0� FORt�pC per" ao Vo 00, M a '= o paJI-o66p°5aaa Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: aG� Name: David Zellmer Title: Sr. IT Solutions Manager Approved as to Form and Legality: By: Name: Taylor C. Paris Title: Assistant City Attorney Contract Authorization: M&C: 24-0137 Approved: 2/27/24 1295:2023-1086843 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Sixth Amendment to Fort Worth City Secretary Contract No. 52679 Page 2 of 2 immixTechnology, Inc. a subsidiary of =* immixGroup Exhibit F-5 Sales Quotation Kevin Gunn City of Fort Worth THE FORT WORTH POLICE DEPARTMENT 505 W FELIX ST Fort Worth, TX 76115 PH: 817-392-2015 kPvin _ni inn0fortwnrthtexac_nnv uotNumber: QUO-1425049-W6XON9 uotee Date: 12/13/2023 xPiration Date: 3/8/2024 'Manufacturer Quote #: Project# 86782 anufacturer Ref #: PLEASE REFERENCE THE FULL QUOTE IMMIX NUMBER - QUO - ISSUED AGAINST THIS QUOTE Contract No.: DIR-TSO-4315 CAGE Code: 3CA29 DUNS No.: 09-869-2374 TAX ID#: 54-1912608 Terms: NET 30 FOB: Destination Order Address: immixTechnology, Inc. 8444 Westpark Drive, Suite 200 McLean, VA 22102 PH: 703-752-0610 FX: 703-752-0611 rmixTechnology, Inc. Contact: 770-625-7661 Manufacturer Contact: 515-360-6263 Stutts, Brian Brian. Stutts d,immixgroup.com Mackey, Michelle Michelle.Mackey(@kronos.com - AND GOVERNMENT CONTRACT NUMBER ON ALL PURCHASE ORDERS PLEASE DO NOT MAIL PURCHASE ORDERS VIA US POSTAL SERVICE. Please email purchase order to kronos@immixgroup.com. Please include any tax-exempt certificates, where applicable. Except as specifically amended by this Change Order, all other provisions of the relevant Service Work Order orStatement of Work (as applicable) remains un- amended and in full force and eff ect. Additional hours to cover project team testing activities through December 2024. Should additional time be neededbeyond this budget,an additional change order will be provided. Item Part Number Contract Trans Product Description Qty Price Extended Type Price 1 9990057-PRO-SC DIR-TSO-4315 SVC PROFESSIONAL SERVICES - TELESTAFF - Solution 500 $180.0000 $90,000.00 Consultant (per hour)** TRUSTED PRODUCT ** 2 I9990057-PRO-PM I DIR-TSO-4315 I SVC I Manager (per AL ER RUSTED PRODUCT **Project I 50 SERVICES Grand Total Subject to the Terms and Conditions of Contract Number DIR-TSO-4315. Taxes: Sales tax shall be added at the time of an invoice, unless a copy of a valid tax exemption or resale certificate is provided. $180.0000I $9,000.00 $99,000.00 $99,000.00 All Purchase Orders must include: End User Name, Phone Number, Email Address, Purchase Order Number, Government Contract Number and Our Quote Number, Bill -To and Ship -To Address (Cannot ship to a PO Box), Period of Performance (if applicable), and a Signature of a duly Authorized Representative. The identified line items are Trusted Products under the immixGroup Trusted Supplier Program. immixGroup Trusted Supplier Program Policies, Commitments and Guarantees/Warranties can be obtained at: http://www.immixgroup.com/uploadedFiles/Trusted-Supplier-Program_Guarantee-and-Warranty.pdf All Pricing information is confidential Paae 1 of 1 Quote # QUO-1425049-W6XON9 immixTechnology, Inc. a subsidiary of =* immixGroup Sales Quotation Kevin Gunn City of Fort Worth THE FORT WORTH FIRE DEPARTMENT 505 W FELIX ST Fort Worth, TX 76115 PH: 817-392-2015 kPvin _ni mn0fortwnrthtexas_nnv uotNumber: QUO-1425194-C1NOL9 uotee Date: 12/13/2023 xPiration Date: 3/8/2024 'Manufacturer Quote #: Project# 71746 anufacturer Ref #: Contract No.: DIR-TSO-4315 CAGE Code: 3CA29 DUNS No.: 09-869-2374 TAX ID#: 54-1912608 Terms: NET 30 FOB: Destination Order Address: immixTechnology, Inc. 8444 Westpark Drive, Suite 200 McLean, VA 22102 PH: 703-752-0610 FX: 703-752-0611 rmixTechnology, Inc. Contact: 770-625-7661 ranufacturer Contact: 515-360-6263 PLEASE REFERENCE: ** THE FULL QUOTE IMMIX NUMBER - QUO- AND ** THE GOVERNMENT CONTRACT NUMER ON ALL PURCHASE ORDERS ISSUED AGAINST THIS QUOTE Stutts, Brian Brian. Stutts d,immixgroup.com Mackey, Michelle Michelle.Mackey(@kronos.com PLEASE DO NOT MAIL PURCHASE ORDERS VIA US POSTAL SERVICE. Please email purchase order to kronor@immixgroup.com. Please include any tax-exempt certificates, where applicable. Except as specifically amended by this Change Order, all other provisions of the relevant Service Work Order orStatement of Work (as applicable) remains un- amended and in full force and eff ect. Additional hours to cover project team testing activities through December 2024. Should additional time be needed beyond this budget an additional change order will be provided. Item Part Number Contract Trans Product Description Qty Price Extended Type Price 1 9990057-PRO-SC DIR-TSO-4315 SVC PROFESSIONAL SERVICES TELESTAFF Solution 500 $180.0000 $90,000.00 Consultant (per hour)** TRUSTED PRODUCT ** 2 I9990057-PRO-PM I DIR-TSO-4315 I SVC I PROFgEeS IION(per�AL ourSERVICES - TER DUCT STAFF -*Project Mana Subject to the Terms and Conditions of Contract Number DIR-TSO-4315. 50 I $180.00OOI $9,000.00 SERVICES $99,000.00 Grand Total $99,000.00 Taxes: Sales tax shall be added at the time of an invoice, unless a copy of a valid tax exemption or resale certificate is provided. All Purchase Orders must include: End User Name, Phone Number, Email Address, Purchase Order Number, Government Contract Number and Our Quote Number, Bill -To and Ship -To Address (Cannot ship to a PO Box), Period of Performance (if applicable), and a Signature of a duly Authorized Representative. The identified line items are Trusted Products under the immixGroup Trusted Supplier Program. immixGroup Trusted Supplier Program Policies, Commitments and Guarantees/Warranties can be obtained at: http://www.immixgroup.com/uploadedFiles/Trusted-Supplier-Program_Guarantee-and-Warranty.pdf All Pricing information is confidential Paae 1 of 1 Quote # QUO-1425194-C1 NOL9 immixTechnology, Inc. a subsidiary of =* immixGroup Sales Quotation Kevin Gunn City of Fort Worth THE FORT WORTH POLICE DEPARTMENT 505 W FELIX ST Fort Worth, TX 76115 PH: 817-392-2015 kevin.gunn@fortworthtexas.gov uote Number: QUO-1396974-S8Q8K3 uote Date: 8/29/2023 Expiration Date: 3/8/2024 Contract No. CAGE Code: DUNS No.: TAX ID#: Terms: FOB: DIR-TSO-4315 3CA29 09-869-2374 54-1912608 NET 30 Destination Order Address: immixTechnology, Inc. 8444 Westpark Drive, Suite 200 McLean, VA 22102 PH:703-752-0610 FX:703-752-0611 rmmixTechnology, Inc. Contact: Chanthakhoune, Eric 1 571-384-3751 Eric.Chanthakhoune@immixgroup.com Manufacturer Quote #: anufacturer Contact: Kelly, Jennifer anufacturer Ref M I '978-947-2843 jennifer.kelly@kronos.com Please reference ImmixTechnology's "QUO" quote number and Government Contract number on any purchase orders issued against this quote Licenses for COFW Police **For a period of 36 Months from the date of Award, Customer may purchase additional employee capacity for the Applications set forth herein at the following prices** Item Part Number Contract Trans Product Description Qty Price Extended Type Price 1 8604488-000- DIR-TSO-4315 XAAS WF TeleStaff Enterprise v7 BUNDLE (includes TSG 27000 $3.1000 $83,700.00 BUNDLE-SAAS Enterprise, Global Access, Gateway Manager, Institution Focus, and Contact Manager) - per Employee per Month - NOTE: ONLY AVAILABLE TO NET NEW TELESTAFF CUSTOMERS (2,250 lic x 12 months @ $3.10)** TRUSTED PRODUCT ** Period of Performance: 7/18/2023 to 7/17/2024. ANYTHING AS A SERVICE $83,700.00 Grand Total $83,700.00 IM01546 - SID 6151715 7/18/23 - 7/17/24 Subject to the Terms and Conditions of Contract Number DIR-TSO-4315. Taxes: Sales tax shall be added at the time of an invoice, unless a copy of a valid tax exemption or resale certificate is provided. All Purchase Orders must include: End User Name, Phone Number, Email Address, Purchase Order Number, Government Contract Number and Our Quote Number, Bill -To and Ship -To Address (Cannot ship to a PO Box), Period of Performance (if applicable), and a Signature of a duly Authorized Representative. The identified line items are Trusted Products under the immixGroup Trusted Supplier Program. immixGroup Trusted Supplier Program Policies, Commitments and Guarantees/Warranties can be obtained at: http://www.immixgroup.com/uploadedFiles/Trusted-Supplier-Program_Guarantee-and-Warranty.pdf All Pricing information is confidential Paae 1 of 1 Quote # QUO-1396974-S8Q8K3 immixTechnology, Inc. a subsidiary of =* immixGroup Sales Quotation Kevin Gunn City of Fort Worth THE FORT WORTH POLICE DEPARTMENT 505 W FELIX ST Fort Worth, TX 76115 PH: 817-392-2015 kevin.gunn@fortworthtexas.gov uote Number: QUO-1383288-L2T7D7 uote Date: 8/29/2023 Expiration Date: 3/8/2024 Contract No.: DIR-TSO-4315 CAGE Code: 3CA29 DUNS No.: 09-869-2374 TAX ID#: 54-1912608 Terms: NET 30 FOB: Destination Order Address: immixTechnology, Inc. 8444 Westpark Drive, Suite 200 McLean, VA 22102 PH: 703-752-0610 FX: 703-752-0611 rmmixTechnology, Inc. Contact: Chanthakhoune, Eric 1 571-384-3751 Eric.Chanthakhoune@immixgroup.com Manufacturer Quote #: anufacturer Contact: Kelly, Jennifer anufacturer Ref M I '978-947-2843 jennifer.kelly@kronos.com Please reference ImmixTechnology's "QUO" quote number and Government Contract number on any purchase orders issued against this quote. Please include any tax-exempt certificates, where applicable. Workforce Dimensions for COFW Police INCLUDED AT NO CHARGE:UKG DIMENSIONS BUNDLE & UKG DIMENSIONS TELESTAFF INTEGRATION *`For a period of 36 Months from the date of Award, Customer may purchase additional employee capacity for the Applications set forth herein at the following prices** Item Part Number Contract Trans Product Description Qty Price Extended Type Price 1 8604538-000A DIR-TSO-4315 XAAS WORKFORCE DIMENSIONS TIMEKEEPING 25800 $6.4300 $165,894.00 HOURLY - STANDARD LIC, PEPM (2,150 LICENSES X 12 MONTHS)** TRUSTED PRODUCT ** Period of Performance: 6/29/2023 to 6/28/2024. 2 �8604541-OOOA �DIR-TSO-4315 �XAAS WORKFORCE DIMENSIONS ABSENCE (Inc 25800 Attendance, Leave and Accruals) - STANDARD LIC, PEPM (2,150 LICENSES X 12 MONTHS)** TRUSTED PRODUCT** Period of Performance: 6/29/2023 to 6/28/2024. 3 18604543-OOOA IDIR-TSO-4315 JXAAS WORKFORCE DIMENSIONS ANALYTICS - I MONTHS)" LIC, PEPM (2,150 LIC TRUSTED PRODUCTENSES X 12 I 25800 Period of Performance: 6/29/2023 to 6/28/2024. 4 18604956-OOOSAAS1 IDIR-TSO-4315 JXAAS IWORKFORCEOUOOK PUGIN 1- 2PER MONTH (12 TRUSTED PRODUCT Period of Performance: 6/29/2023 to 6/28/2024. IM01547 - SID 6104761 03/29/23 - 03/28/2024 $1.61001 $41,538.00 $1.29001 $33,282.00 12 I $67.0200I $804.24 ANYTHING AS A SERVICE $241,518.241 Grand Total $241,518.241 All Pricing information is confidential Paae 1 of 2 Quote # QUO-1383288-L2T7D7 Subject to the Terms and Conditions of Contract Number DIR-TSO-4315. Taxes: Sales tax shall be added at the time of an invoice, unless a copy of a valid tax exemption or resale certificate is provided. All Purchase Orders must include: End User Name, Phone Number, Email Address, Purchase Order Number, Government Contract Number and Our Quote Number, Bill -To and Ship -To Address (Cannot ship to a PO Box), Period of Performance (if applicable), and a Signature of a duly Authorized Representative. The identified line items are Trusted Products under the immixGroup Trusted Supplier Program. immixGroup Trusted Supplier Program Policies, Commitments and Guarantees/Warranties can be obtained at: http://www.immixgroup.com/uploadedFiles/Trusted-Supplier-Program_Guarantee-and-Warranty.pdf All Pricing information is confidential Paae 2 of 2 Quote # QUO-1383288-L2T7D7 immixTechnology, Inc. a subsidiary of =* immixGroup Sales Quotation Kevin Gunn City of Fort Worth FORT WORTH FIRE 200 TEXAS STREET Fort Worth, TX 76102 PH: 817-392-2015 kevin.gunn@fortworthtexas.gov Contract No. CAGE Code: DUNS No.: TAX ID#: Terms: FOB: DIR-TSO-4315 3CA29 09-869-2374 54-1912608 NET 30 Destination uote Number: QUO-1396934-B8M8Z6 Order Address: uote Date: 8/29/2023 immixTechnology, Inc. Expiration Date: 3/8/2024 8444 Westpark Drive, Suite 200 McLean, VA 22102 PH:703-752-0610 FX:703-752-0611 rmmixTechnology, Inc. Contact: Chanthakhoune, Eric 1 571-384-3751 Eric.Chanthakhoune@immixgroup.com Quote #: anufacturer Contact: Kelly, Jennifer Manufacturer anufacturer Ref M I '978-947-2843 jennifer.kelly@kronos.com Please reference ImmixTechnology's "QUO" quote number and Government Contract number on any purchase orders issued against this quote. Please include any tax-exempt certificates, where applicable. Workforce Dimensions for COFW Fire INCLUDED AT NO CHARGE: UKG DIMENSIONS BUNDLE & UKG DIMENSIONS TELESTAFF INTEGRATION **For a period of 36 Months from the date of Award, Customer may purchase additional employee capacity for the Applications set forth herein at the following prices** Item Part Number Contract Trans Product Description Qty Price Extended Type Price 1 8604538-000A DIR-TSO-4315 XAAS WORKFORCE DIMENSIONS TIMEKEEPING 13200 $6.4300 $84,876.00 HOURLY - STANDARD LIC, PEPM (1,100 LICENSES X 12 MONTHS)"* TRUSTED PRODUCT ** Period of Performance: 3/29/2023 to 3/28/2024. 2 �8604541-OOOA �DIR-TSO-4315 �XAAS WORKFORCE DIMENSIONS ABSENCE (Inc 13200 $1.6100 $21,252.00 Attendance, Leave and Accruals) - STANDARD LIC, PEPM (1,100 LICENSES X 12 MONTHS)** TRUSTED PRODUCT** Period of Performance: 3/29/2023 to 3/28/2024. 3 I8604543-000A IDIR-TSO-4315 JXAAS WORKFORCE DIMENSIONS ANALYTICS - I MONTHS)** LIC, PEPM (1,100 LIC RUSTED PRODUCTENSES X 12 I 13200 I $1.2900I $17,028.00 Period of Performance: 3/29/2023 to 3/28/2024. 4 I8604956-OOOSAAS1 IDIR-TSO-4315 (XAAS IUK m I ENSION STES OUTLOOK INTEGRATION 1-2499I 12 I $67.0200I $804.24 Period of Performance: 3/29/2023 to 3/28/2024. ANYTHING AS A SERVICE $123,960.24 Grand Total $123,960.24 IM01547 - SID 6104761 03/29/23 - 03/28/2024 All Pricing information is confidential Paae 1 of 2 Quote # QUO-1396934-B8M8Z6 Subject to the Terms and Conditions of Contract Number DIR-TSO-4315. Taxes: Sales tax shall be added at the time of an invoice, unless a copy of a valid tax exemption or resale certificate is provided. All Purchase Orders must include: End User Name, Phone Number, Email Address, Purchase Order Number, Government Contract Number and Our Quote Number, Bill -To and Ship -To Address (Cannot ship to a PO Box), Period of Performance (if applicable), and a Signature of a duly Authorized Representative. The identified line items are Trusted Products under the immixGroup Trusted Supplier Program. immixGroup Trusted Supplier Program Policies, Commitments and Guarantees/Warranties can be obtained at: http://www.immixgroup.com/uploadedFiles/Trusted-Supplier-Program_Guarantee-and-Warranty.pdf All Pricing information is confidential Paae 2 of 2 Quote # QUO-1396934-B8M8Z6 M&C Review Page 1 of 3 A CITY COUNCIL AGEND Create New From This M&C Official site of the City of Fort Worth, Texas FoRT WORTH REFERENCE **M&C 24- 041MMIXTECHNOLOGY UKG DATE: 2/27/2024 NO.: 0137 LOG NAME: ENTERPRISE SOFTWARE LICENSES AND MAINT CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize an Amendment to City Secretary Contract No. 52679 with ImmixTechnology Inc. to Authorize Two Additional One -Year Terms and Increase the Contract Amount for Professional Services by $200,000.00 Annually for the Information Technology Solutions Department RECOMMENDATION: It is recommended that the City Council authorize an amendment to city secretary contract no. 52679, a purchase agreement with immixTechnology Inc. using cooperative contract Texas Department of Information Resources DIR-TSO-4315 for the Information Technology Solutions Department. The amendment will renew the contract for an additional one-year term and include an option for one additional one-year renewal term. The amendment will also increase the authorization amount for the associated professional services in an annual amount up to $200,000.00, for a total annual contract amount of $650,000.00. This authorization ensures continued service of the technology licenses while the Public Safety Payroll Solution project continues. DISCUSSION: This Mayor and Council Communication (M&C) requests authorization to execute a contract amendment to City Secretary Contract (CSC) 52679, a purchase agreement with immixTechnology Inc., using cooperative contract Texas Department of Information Resources DIR-TSO-4315. The purpose of the amendment is to renew the contract for an additional one-year term and include an option for one additional one-year renewal term. The amendment will also increase the authorization amount for the associated professional services in an annual amount up to $200,000.00, for a total annual contract amount of $650,000.00. This authorization ensures continued service of the technology licenses while the Public Safety Payroll Solution project continues. BACKGROUND: On June 11, 2019, City Council approved M&C P-12339 authorizing a purchase agreement with immixTechnology Inc. for Kronos Workforce TeleStaff software, professional services, support, and maintenance using cooperative agreement Texas Department of Information Resources DIR-TSO- 4315 for a first -year amount of $462,120.19 and four renewal options for maintenance for $60,540.00 each year. CSC 52679 was executed August 19, 2019. On September 28, 2021, City Council approved M&C 21-0732, authorizing a third amendment to CSC 52679. The purpose of the third amendment was to purchase and implement UKG Workforce Dimensions software and to consolidate UKG Telestaff Enterprise software for the City's Police and Fire Departments in the amount of $740,326.40 for implementation. Licensing and maintenance costs were authorized for $490,284.60 annually, including two additional renewal terms for the same annual amount. M&C 21-0732 approved the technology elements of the proposed public safety payroll solution. In February 2023, the Information Technology Solutions Department ("IT Solutions") identified billing errors associated with immixTechnology, Inc.'s invoices to the City. IT Solutions worked with the vendor to resolve the identified billing issues and the parties mutually agreed to place any amounts http://apps.cfwnet.org/council_packet/mc review.asp?ID=31844&councildate=2/27/2024 2/27/2024 M&C Review Page 2 of 3 owed under the terms of the contract on hold ($450,000.00). The City and Vendor have since resolved the outstanding billing issues. However, concurrent with the investigation, CSC No. 52679 expired. With the contract expired, the City is unable to release funds for the amount in arrears. This M&C requests authorization to execute a contract amendment to CSC 52679 to renew the agreement for an additional one-year term so that the City may pay the $450,000.00 mutually placed on hold. Simultaneously, IT Solutions requests authorization to increase the contract amount by $200,000.00 annually for profesional services to support the ongoing public safety payroll solution.The total cost of the contract, including the UKG Workforce Dimensions and UKG Telestaff Enterprise software licenses ($450,000 in arrears) and professional services ($198,000), will not exceed $650,000.00 for Fiscal Year 2024. The one-year renewal term may increase by 3\% for the following year. COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under a cooperative purchase agreement satisfies State laws requiring that the local government seek competitive bids for purchase of the item. Cooperative contracts have been competitively bid to increase and simplify the purchasing power of local government entities across the State of Texas. SUCCESSOR CONTRACTS: In the event the DIR agreement is not renewed, staff would cease purchasing at the end of the last purchase agreement coinciding with a valid DIR agreement. 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 Cooperative Contract is set to expire February 28, 2025. If DIR-TSO-4315 is extended, this M&C authorizes the City to purchase similar equipment and services under the extended contract. If DIR- TSO-4315 is not extended but DIR executes a new cooperative contract with immixTechnology Inc. and with substantially similar terms, this M&C authorizes the City to purchase the equipment and services under the new DIR contract. If this occurs, in no event with the City continue to purchase goods and services under the new agreement for more than three (3) years without seeking Council approval. BUSINESS EQUITY: A goal is not assigned when purchasing from an approved purchasing cooperative or public entity. ADMINISTRATIVE CHANGE ORDER: An administrative change 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 TERM: Upon City Council's approval, the initial term of the agreement will become effective once executed by the Assistant City Manager and will expire on February 28, 2025, in accordance with the DIR contract. The Agreement may be renewed in accordance with the extended DIR-TSO-4315 cooperative agreement or its successor, but will not be renewed without seeking Council approval. RENEWAL OPTIONS: This agreement may be renewed for 1 year, in accordance with the underlying DIR, at the City's option. 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. Funding is budgeted in the Other Contractual Services account within the Info Technology Systems Fund for the Information Technology Solutions Department. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the above recommendation, funds are available in the current operating budget, as previously appropriated, in the Info Technology Systems Fund. Prior to an expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. http://apps.cfwnet.org/council_packet/mc review.asp?ID=31844&councildate=2/27/2024 2/27/2024 M&C Review Page 3 of 3 TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for Citv Manager's Office bv: Mark McDaniel () Oriciinatinci Department Head: Kevin Gunn (2015) Additional Information Contact: Donlen Ruffin (2017) ATTACHMENTS 041MMIXTECHNOLOGY UKG ENTERPRISE SOFTWARE LICENSES AND MAINT funds availabilitv.pdf (CFW Internal) FID Table Immix.XLSX (CFW Internal) Form 1295 Certificate 101121946.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=31844&councildate=2/27/2024 2/27/2024 M&C Review Page 1 of 3 ACITY COUNCIL AGEND Create New From This M&C Official site of the City of Fort Worth, Texas FORT WORTII '141� REFERENCE **M&C 24- 041MMIXTECHNOLOGY UKG DATE: 2/27/2024 NO.: 0137 LOG NAME: ENTERPRISE SOFTWARE LICENSES AND MAINT CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize an Amendment to City Secretary Contract No. 52679 with ImmixTechnology Inc. to Authorize Two Additional One -Year Terms and Increase the Contract Amount for Professional Services by $200,000.00 Annually for the Information Technology Solutions Department RECOMMENDATION: It is recommended that the City Council authorize an amendment to city secretary contract no. 52679, a purchase agreement with immixTechnology Inc. using cooperative contract Texas Department of Information Resources DIR-TSO-4315 for the Information Technology Solutions Department. The amendment will renew the contract for an additional one-year term and include an option for one additional one-year renewal term. The amendment will also increase the authorization amount for the associated professional services in an annual amount up to $200,000.00, for a total annual contract amount of $650,000.00. This authorization ensures continued service of the technology licenses while the Public Safety Payroll Solution project continues. DISCUSSION: This Mayor and Council Communication (M&C) requests authorization to execute a contract amendment to City Secretary Contract (CSC) 52679, a purchase agreement with immixTechnology Inc., using cooperative contract Texas Department of Information Resources DIR-TSO-4315. The purpose of the amendment is to renew the contract for an additional one-year term and include an option for one additional one-year renewal term. The amendment will also increase the authorization amount for the associated professional services in an annual amount up to $200,000.00, for a total annual contract amount of $650,000.00. This authorization ensures continued service of the technology licenses while the Public Safety Payroll Solution project continues. BACKGROUND: On June 11, 2019, City Council approved M&C P-12339 authorizing a purchase agreement with immixTechnology Inc. for Kronos Workforce TeleStaff software, professional services, support, and maintenance using cooperative agreement Texas Department of Information Resources DIR-TSO- 4315 for a first -year amount of $462,120.19 and four renewal options for maintenance for $60,540.00 each year. CSC 52679 was executed August 19, 2019. On September 28, 2021, City Council approved M&C 21-0732, authorizing a third amendment to CSC 52679. The purpose of the third amendment was to purchase and implement UKG Workforce Dimensions software and to consolidate UKG Telestaff Enterprise software for the City's Police and Fire Departments in the amount of $740,326.40 for implementation. Licensing and maintenance costs were authorized for $490,284.60 annually, including two additional renewal terms for the same annual amount. M&C 21-0732 approved the technology elements of the proposed public safety payroll solution. In February 2023, the Information Technology Solutions Department ("IT Solutions") identified billing errors associated with immixTechnology, Inc.'s invoices to the City. IT Solutions worked with the vendor to resolve the identified billing issues and the parties mutually agreed to place any amounts http://apps.cfwnet.org/council_packet/mc review.asp?ID=31844&councildate=2/27/2024 3/4/2024 M&C Review Page 2 of 3 owed under the terms of the contract on hold ($450,000.00). The City and Vendor have since resolved the outstanding billing issues. However, concurrent with the investigation, CSC No. 52679 expired. With the contract expired, the City is unable to release funds for the amount in arrears. This M&C requests authorization to execute a contract amendment to CSC 52679 to renew the agreement for an additional one-year term so that the City may pay the $450,000.00 mutually placed on hold. Simultaneously, IT Solutions requests authorization to increase the contract amount by $200,000.00 annually for profesional services to support the ongoing public safety payroll solution.The total cost of the contract, including the UKG Workforce Dimensions and UKG Telestaff Enterprise software licenses ($450,000 in arrears) and professional services ($198,000), will not exceed $650,000.00 for Fiscal Year 2024. The one-year renewal term may increase by 3\% for the following year. COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under a cooperative purchase agreement satisfies State laws requiring that the local government seek competitive bids for purchase of the item. Cooperative contracts have been competitively bid to increase and simplify the purchasing power of local government entities across the State of Texas. SUCCESSOR CONTRACTS: In the event the DIR agreement is not renewed, staff would cease purchasing at the end of the last purchase agreement coinciding with a valid DIR agreement. 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 Cooperative Contract is set to expire February 28, 2025. If DIR-TSO-4315 is extended, this M&C authorizes the City to purchase similar equipment and services under the extended contract. If DIR- TSO-4315 is not extended but DIR executes a new cooperative contract with immixTechnology Inc. and with substantially similar terms, this M&C authorizes the City to purchase the equipment and services under the new DIR contract. If this occurs, in no event with the City continue to purchase goods and services under the new agreement for more than three (3) years without seeking Council approval. BUSINESS EQUITY: A goal is not assigned when purchasing from an approved purchasing cooperative or public entity. ADMINISTRATIVE CHANGE ORDER: An administrative change 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 TERM: Upon City Council's approval, the initial term of the agreement will become effective once executed by the Assistant City Manager and will expire on February 28, 2025, in accordance with the DIR contract. The Agreement may be renewed in accordance with the extended DIR-TSO-4315 cooperative agreement or its successor, but will not be renewed without seeking Council approval. RENEWAL OPTIONS: This agreement may be renewed for 1 year, in accordance with the underlying DIR, at the City's option. 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. Funding is budgeted in the Other Contractual Services account within the Info Technology Systems Fund for the Information Technology Solutions Department. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the above recommendation, funds are available in the current operating budget, as previously appropriated, in the Info Technology Systems Fund. Prior to an expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the availability of funds. http://apps.cfwnet.org/council_packet/mc review.asp?ID=31844&councildate=2/27/2024 3/4/2024 M&C Review Page 3 of 3 TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for Citv Manager's Office bv: Mark McDaniel () Oriqinatinq Department Head: Kevin Gunn (2015) Additional Information Contact: Donlen Ruffin (2017) ATTACHMENTS 041MMIXTECHNOLOGY UKG ENTERPRISE SOFTWARE LICENSES AND MAINT funds availabilitv.Ddf (CFW Internal) FID Table Immix.XLSX (CFW Internal) Form 1295 Certificate 101121946.Ddf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=31844&councildate=2/27/2024 3/4/2024