City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: APRIL 12, 2022 FROM: INNOVATION AND TECHNOLOGY DEPARTMENT WARDS: ALL
SUBJECT: FIRST CONTRACT AMENDMENT WITH TEAM DYNAMIX SOLUTIONS LLC, TO ADD TWENTY UNIVERSAL USER LICENSES IN THE AMOUNT OF $26,230.74, FOR A TOTAL CONTRACT AMOUNT OF $194,438.74; AND ADDITIONAL CHANGE ORDER AUTHORITY OF UP TO 15% OR $29,165 ISSUE:
Approve the first Contract Amendment with Team Dynamix Solutions, LLC to add twenty universal user licenses to the IT Help Desk Application for the remainder of the contract term in the total amount of $26,230.74, for a total contract amount of $194,438.74; and an additional change order authority of up to 15% or $29,165 of the amended contract amount.
RECOMMENDATIONS:
That the City Council:
Approve the First Contract Amendment with Team Dynamix Solutions, LLC to add twenty universal user licenses for the remainder of the contract term, ending June 30, 2025, in the amount of $26,230.74, for a total contract amount of $194,438.74; Approve additional change order authority of up to 15% of the amended total contract amount or $29,165; and Authorize the City Manager, or designee, to execute the Amendment and any additional documentation to effectuate this purchase and the ability to make minor non-substantial changes BACKGROUND:
On June 16, 2020, the City Council approved a License Agreement with Team Dynamix Solutions, LLC (Team Dynamix) in response to Request for Proposal No. 1832 for a new Help Desk Application for the Innovation and Technology Department in the amount of $173,208 for a five-year term. Additional per license costs were negotiated at that time in the anticipation of additional departments wanting to utilize the features of the new system.
DISCUSSION:
The Marketing Division would like to utilize the Innovation and Technology department’s Team Dynamix Help Desk application to create a service desk for accepting citywide requests such as marketing campaigns, graphics, photo, and video projects.
The per license cost has been established per year for the term of the five-year agreement.
Purchasing Resolution No 23812, Section 602(q) states that competitive procurement shall not be required “when the Procurement is for the renewal of, maintenance, license(s), support, or a similar need for existing technology systems, including hardware, and the items procured are from the owner/developer of the software/hardware or from a sole source provider, and the Manager is satisfied that the best price, terms and conditions have been negotiated.” The Purchasing Manager concurs that the recommended action to award complies with Purchasing Resolution 23812, Section 602(q).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 5 High Performing Government and Goal No. 5.2 - Utilize technology, data, and process improvement strategies to increase efficiencies, guide decision making, and ensure services are accessible and distributed equitably throughout all geographic areas of the City.
The item aligns with each of the five cross-cutting threads as follows:
Community Trust – The Team Dynamix Help Desk Application will help the Marketing Division create and track campaign projects, resource time, and will bring transparency in delivering quality services to the community and internal departments.
Equity – The Team Dynamix Help Desk Application can be used by all departments to request marketing services to improve internal or public facing services.
Fiscal Responsibility – Issuing Request for Proposal No. 1832 ensured the City received the most responsive and competitive application.
Innovation – This application provides out-of-the-box analytics providing insights into the volume of services provided along with staff time per project and cost allocations.
Sustainability & Resiliency – This application supports custom workflow creation and includes additional modules, such as Project Management, allowing the system to support current needs as well as future organizational needs. The application is also scalable if the future needs arise to create additional service desks.
FISCAL IMPACT:
The total fiscal impact of this action is $55,395.74, with $3,530.74 being charged to the FY 2021/22 budget. Funds for the current year are budgeted and available in the Grants and Restricted Programs Fund, CM-Communications, PEG Expenditure account number 1140001-450055 for the total of $3,530.74.
Additional funds for subsequent years will be identified and budgeted for during development of future fiscal year budget preparations. The change order authority is for other departments that may want to purchase licenses to utilize the Help Desk application in the future. A budget verification will be conducted prior to the licenses being added.
Prepared by: George Khalil, Chief Innovation Officer
Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/Treasurer Approved by: Lea Deesing, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Contract Amendment: CityofRiversideP00001.1
Team Dynamix Solutions, LLC Amendment No. 1 – Help Desk Application ● Page 3