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Home My WebLink AboutContract 52679-R3 CSC No.52679-R3 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE September 15, 2022 Immix Technology, Inc. Attn: Legal Dept 8444 Westpark Drive, Suite 200 McLean,VA.22102 Re: Contract Renewal Notice Contract No. CSC No. 52679 (the "Contract") Renewal Term No. 3: January 1, 2023 to December 31, 2023 The above referenced Contract with the City of Fort Worth expires on December 31,2022. 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 hgps://www.fortworthtexas. og v/departments/finance/purchasing 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.mav@fortworthtexas.gov (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: Immix Technology,Inc. Yoh.,we—, %e D6eed-�� By: Valerie,Washington(Nov 28,202214:35CST) By. Name: Valerie Washington Name: To y Outsama Title: Assistant City Manager Title: Supplier Manager Date: Nov 28,2022 Date: 09/19/22 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 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.povopp�� G_ 0,FCRr Oda By: City Secretary: Title °Q : Assistant City Attorney ae: Taylor Paris �� 4� zAgba d add" By; 4affiette S.Goodall(Nov 29,202216• CST) Contract Authorization: Name: Jannette Goodall M&C: 21-0732 Title: City Secretary Approval Date: 09/28/2021 Form 1295: 2021-803327 OFFICIAL RECORD CITY SECRETARY FT.WORTH,TX Contract Renewal Page 2 of 2 M&C Review Page 1 of 3 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FoRTWORRT11 Create New From This M&C DATE: 9/28/2021 REFERENCE **M&C 21- LOG NAME: 13P IMMIXTECHNOLOGY NO.: 0732 UKG SOFTWARE MG CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize an Amendment to the Purchase Agreement with ImmixTechnology Inc. Using Cooperative Contract DIR-TSO-4315 To Both Purchase and Implement UKG Software Workforce Dimensions and to Consolidate UKG Software Telestaff Enterprises for an Amount of $740,326.40 and with the Annual Licensing and Maintenance Cost of $490,284.60, and the Right to Renew for Two Years for the Same Annual Amount, for a Public Safety Payroll Solution for the Police and Fire Department RECOMMENDATION: It is recommended that the City Council authorize an amendment to the purchase agreement with ImmixTechnology Inc. using cooperative contract DIR-TSO-4315 to both purchase and implement UKG software Workforce Dimensions and to consolidate UKG software Telestaff Enterprises for an amount of$740,326.40 and with the annual licensing and maintenance cost of$490,284.60, and the right to renew for two years for the same annual amount, for the Police and Fire Department DISCUSSION: The purpose of this Mayor and Council Communication (M&C) is to approve the technology elements of a proposed public safety payroll solution. On August 3, 2021, Informal Report (IR)21-10625 was presented to City Council regarding the challenges of an accurate payroll for Police and Fire due to a variety of reasons. On September 28, 2021, the City Council received an informal report outlining the City's Payroll Taskforce (PTF) recommendation to address payroll challenges for both the Police and Fire Department personnel along with a recommended software solution. After conducting an informal Request for Information to identify a payroll system solution, staff determined that the UKG (Ultimate Kronos Group) Workforce Dimensions System, working in conjunction with UKG's Telestaff Enterprise (scheduling software currently used by Police and Fire), will provide the solution needed to ensure accurate payroll. UKG's Workforce Dimensions Systems was determined to be the best solution since Police and Fire already use UKG's TeleStaff Enterprise as their scheduling software. The Fire Department began using UKG's Telestaff Enterprises as a scheduling software in the early 2000s using Omnia Cooperative Contract 18220, with a yearly license fee proposed for Fiscal Year(FY)22 of $50,214.79. The Police Department began using Telestaff Enterprise in 2019, (M&C P-12339). The annual ongoing license cost of$68,868.52 increases between five to seven percent a year. ImmixTechnology is able to provide UKG's Telestaff Enterprise and UKG's Workforce Dimensions through Cooperative Contract DIR-TSO-4315 Staff recommends amending the current agreement with ImmixTechnology to purchase UKG's Workforce Dimensions for Police and Fire and to consolidate Police's and Fire's Telestaff licenses under one agreement. UKG Telestaff and Workforce Dimensions solutions will manage resource scheduling and complex payroll related calculations for the departments and provide the resulting information to the Enterprise Resource Planning system (ERP)to generate accurate payroll information. The implementation cost and annual licensing costs are as follows: http://apps.cfwnet.org/council_packet/mc review.asp?ID=29280&councildate=9/28/2021 11/14/2022 M&C Review Page 2 of 3 Software Program Implementation Cost Ongoing Annual Cost UKG's Workforce Dimensions $558,640.40 $365,478.60 Consolidated UKG's Te/estaffEnterprise $181,686.00 $124,806.00 Total $740,326.40 $490,284.60 Upon execution of the agreement, the implementation should take between six to nine months. In addition, the Fire Department's agreement under the Omnia Cooperative Agreement 18220 will be canceled so that the consolidation of UKG's Telestaff Enterprise can be consolidated under DIR-TSO- 4315. Cooperative Agreement DIR-TSO-4315 Request for Offer(RFO) DIR-TSO-TMP-416 was issued on 02/26/2018 for Software Products, Software as a Service, and Enterprise Resource Planning Software Modules Products and Services and responses were opened on 04/09/2018. ImmixTechnology was awarded a contract under DIR- TSO-4315 RENEWAL OPTIONS -The Agreement may be renewed for two one-year renewal options in accordance with DIR-TSO-4315. The renewals do not require specific City Council approval as long as sufficient funds have been appropriated. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies any state law requiring that the local government seek competitive bids for the purchase of the item. The contract was competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. BUSINESS EQUITY-An M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity. 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. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the recommendation, funds will be available in a project to be determined, to support the contract amendment. Prior to an expenditure, Financial Management Services Department will ensure that all funds are appropriated correctly. BQN\\ 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 City Manager's Office by. Jay Chapa (5804) Valerie Washington (6192) Originating Department Head: Reginald Zeno (8517) Kevin Gunn (2015) Additional Information Contact: Cynthia Garcia (8525) http://apps.cfwnet.org/council_packet/mc review.asp?ID=29280&councildate=9/28/2021 11/14/2022 M&C Review Page 3 of 3 Michelle Green (2058) ATTACHMENTS IMMIXTechnology Inc.pdf (CFW Internal) ImmixTechnology.pdf (CFW Internal) http://apps.cfwnet.org/council_packet/mc review.asp?ID=29280&councildate=9/28/2021 11/14/2022