STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: September 22, 2021
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year cooperative purchasing agreement in the amount of $2,523,826.92, with two one-year renewal options in a total amount of $1,484,572.44, as detailed in the Fiscal Information section, for software, equipment, maintenance, and support for an automated shift management and scheduling system for public safety employees and a timekeeping system for non-exempt workers across the City for the Department of Information and Technology and Services with immixTechnology, Inc. through the Texas Department of Information Resources cooperative agreement - Total not to exceed $4,008,399.36 - Financing: General Fund ($1,948,564.54), Information Technology Equipment Fund ($308,948.60) and Data Services Fund ($1,750,886.22) (subject to annual appropriations)
Body
BACKGROUND
This cooperative purchasing agreement will provide for software, equipment, maintenance, and support for an automated shift management and scheduling system for public safety employees and a timekeeping system for non-exempt workers. The public safety system is being deployed and integrated with Workday to provide dynamic shift scheduling and time records for all uniformed employees. The City leverages Kronos Timekeeping supports for its non-exempt civilian population of workers through an established distributed system of time clocks. Workers and managers enter time for employees on these clocks, those time records combine in a hosted server into a record that is sent to Workday payroll for processing. The system is being deployed to provide dynamic shift scheduling and time records for 3,700 uniformed employees. This contract encompasses all licensing, clock equipment maintenance, support services, and training. This contract action will renew, combine, and co-term existing Kronos contracts and services into one.
The Texas Department of Information Resources cooperative agreement is authorized by Chapter 791 of the Texas Government Code and Subchapter F, Chapter 271, Texas Local Government Code. Section 271.102 of the Texas Local Government Code which authorizes a local government to participate in a Cooperative Purchasing Program with another local government or a local cooperative organization.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On November 8, 2017, City Council authorized a one-year maintenance contract for maintenance and support of existing Kronos licenses, and hardware maintenance; and three-year contract, with a one-year renewal option, for upgraded Kronos timekeeping system using web-access software as a service with hosted cloud storage, data conversion, maintenance, and support for the Department of Information Resources with immixTechnology, Inc. through Texas Department of Information Resources cooperative agreement by Resolution No. 17-1739.
On September 25, 2019, City Council authorized a two-year cooperative purchasing agreement, with a one-year renewal option, for software, maintenance and support for an automated shift management and scheduling software for public safety employees for the Department of Communications and Information Services with immixTechnology, Inc. through the Department of Information Resources cooperative agreement by Resolution No. 19-1515.
On August 26, 2020, City Council authorized Supplemental Agreement No. 1, one-year renewal option to the service contract with immixTechnology, Inc. for additional software licenses for automated shift management and scheduling software for public safety employees for the Department of Communications and Information Services through the Department of Information Resources cooperative agreement by Resolution No. 20-1257.
FISCAL INFORMATION
Initial Term: $2,523,826.92
Renewal Option: Year 1 $ 727,935.44
Renewal Option: Year 2 $ 756,637.00
Total $4,008,399.36
|
Fund |
FY 2021 |
FY 2022 |
Future Years |
|
General Fund |
$28,618.92 |
$323,043.68 |
$1,596,901.94 |
|
Information Technology Equipment Fund |
$ 0.00 |
$163,439.40 |
$ 145,509.20 |
|
Data Services Fund |
$48,987.48 |
$329,088.83 |
$1,372,809.91 |
|
Total |
$77,606.40 |
$815,571.91 |
$3,115,221.05 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$2,523,826.92 |
Other Services |
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Other Service contracts. |
|
• ImmixTechnology, Inc. - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Cooperative Purchasing Agreement |
• Cooperative purchasing agreements enable the City to associate with State agencies, other local governments, or local cooperative organizations comprised of other state and local governments, to leverage market buying power and enable the City to purchase goods or services at lower prices |
|
|
• The cooperative purchasing agreement is an alternative method of meeting the requirements for competitive bidding or competitive sealed proposals, not an exception from that requirement |
OWNER
ImmixTechnology, Inc.
8444 Westpark Drive, Suite 200
McLean, VA 22102
Davis Johnson, Vice President
Vaughn Harman, Senior Director