HomeMy WebLinkAboutContract 56419-R4CSC No. 56419-R4
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
May 30, 2025
Assima, Inc.
Attn: Legal Dept
3348 Peachtree Rd. NE Ste 778
Atlanta, GA 30326
Re: Contract Renewal Notice
City Secretary Contract No. 56419 (the "Contract")
Renewal Term No. 4 of Unlimited, October 4, 2025 to October 3, 2026
The above referenced Contract with the City of Fort Worth expires on October 3, 2025 (the
"Expiration Date"). 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 htti)s://www.fortworthtexas.2ov/departments/finance/purchasing.
If you have any questions concerning this Contract Renewal Notice, please contact us at
the email address listed below.
Sincerely,
City of Fort Worth
IT Solutions I Finance I Contracts
100 Fort Worth Trail
Fort Worth, TX, 76102
zz IT Finance Contracts(afortworthtexas.Rov
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:
By:
Dianna Giordano (Jun 17, 202517:26 CDT)
Naive: Dianna Giordano
Title: Assistant City Manager
Date:
Assima, Inc.
By:
Name: r Rrid e(25
Title: _ i cc�'t2"r
Date: �% Z 2 �2
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 performance
By: and reporting requirements.
Name: Kevin Gunn
Title: Director, IT Solutions
By:
a�
Approved as to Form and Legality:
Name:
David Zellmer
Title:
Sr. IT Solutions Manager
By:
City Secretary:
doFFORTdd
od
Name: Hye Kim
off° Sao
Title: Assistant City Attorney
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Contract Authorization:
Naive:
Jannette Goodall
M&C: 21-0659
Title:
City Secretary
Approval Date: 09/14/2021
Form 1295:2021-781634
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
ssim
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Assima renewal price quote City of Ft Worth May 2025
Strictly confidential
Assima Train - Renewal
Option I
One Year Subscription Term'
• Application cost/year $70,000
• all applications must be reviewed and approved by Assima
assima a
A
9/16/2021
M&C Review
CITY COUNCIL AGENDA
Official site of the City of Fort Worth, Texas
FR H
DATE: 9/14/2021 REFERENCE **M&C 21- LOG 13P RFP 21-0108 FY 20 ERP UPK
NO.: 0659 NAME: TRAINING REPLACEMENT ITS ADK
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
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.
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.
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9/16/2021 M&C Review
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\\
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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:
Additional Information Contact:
ATTACHMENTS
Reginald Zeno (8517)
Kevin Gunn (2015)
Cynthia Garcia (8525)
Ashley Kadva (2047)
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