CITY OF BARTOW
NOTICE OF INTENT TO SOLE SOURCE
SOLE SOURCE (SS)# 26-11
November, 21,2025
Notice is hereby given that the City of Bartow intents to waiver the solicitation process and
approve a sole/single source with Team Dynamix for the purchase of TeamDynamic Work
Management Software Platform for a 5-year period with per the reasons stated within this
document. The approximate purchase cost each fiscal year (FY2025 – FY2026) can vary and may
exceed $20,000 in a given fiscal year.
All related documents may be obtained by visiting the City of Bartow’s website at
https://www.cityofbartow.net/about-the-city/bid-information/review-current-bids
and/or
DemandStar. Also, please be advised, starting December 1, 2025, all solicitations will be managed
and advertised through OpenGov, which means Bid Opportunities will no longer but posted on
DemandStar. Interested parties should regularly check the City of Bartow’s website for instructions
accessing OpenGov and registering.
It is recommended that all companies wishing to receive notifications register with the City of
Bartow by visiting our Purchasing Page on our website (noted above). Click on the DemandStar
Symbol to register your Company. If further assistance is needed in regards to accessing the
documents, you may contact the Purchasing Department at 863-534-0141 or via email at
purchasing@cityofbartow.net.
Interested vendors that can provide the goods or services mentioned can respond with an alternate
solution that overcomes the sole/single source reasons stated on the sole/single source
documentation, along with sufficient detailed convincing documentation, regarding their ability to
supply equivalent commodities or services. The City of Bartow reserves the right to require the
responding Vendor to submit additional information as it may deem necessary and may consider
any evidence available to it of the financial, technical, and other qualifications and anilities of the
responding vendor/firm.
Questions seeking additional details regarding the procurement, specifications, terms, conditions,
requirements, etc. must be received in writing prior to the response deadline and must be sent to
Adaira Morales, Procurement Analyst via email at amorales@cityofbartow.net.
This is NOT a request for bids/proposals and there is no solicitation available. The City will not
consider any responses as a proposal, bid, or quote. Any response received as a result of this Notice
of Intent shall be considered solely for determining whether bona fide competition exist and will
be posted for a minimum of 5 days.
1|Page
If it is determined by City staff, after receiving & reviewing any information submitted from
responding vendors, that sole/single source justification stands and that the commodities or
contractual services are available only form a sole/single source, the City shall prepare a
recommendation to the City Manager and/or City Commission requesting approval to waive the
solicitation process and process with the sole/single source purchase.
RESPONSE DEADLINE:
All responses must be sent directly to the City of Purchasing Department via email or in person by
no later than November 26, 2025, BY 2:00 P.M. attention:
Adaira Morales, Procurement Analyst
City of Bartow Purchasing
450 N. Wilson Ave.
Bartow, FL 33830
Office Hours: 7:00 a.m. – 5:00 p.m. (Monday – Friday)
Email: amorales@cityofbartow.net
JUSTIFICATION:
TeamDynamix seems to be the only existing source which meets the needs of the user department,
as determined by a reasonably thorough analysis of the marketplace and based on the following:
The City of Bartow requires helpdesk ticketing software with highly specialized functionality that
our current system cannot provide. The required capabilities include change management, project
management, risk tracking and alerts, resource planning, end-user service portal, knowledge base,
Microsoft Teams integration, cloud-based deployment, in-depth reporting, event correlation,
release management, a professional service team, and single sign-on.
SCOPE/ DESCRIPTION:
The product is a cloud-based helpdesk ticketing software designed to replace the City of
Bartow’s existing system, which has been outgrown in terms of functionality, accessibility, and
scalability. This software is used by the IT Department to manage and track all service requests,
changes, projects, and IT resources in a centralized platform.
The software performs multiple critical functions, including:
• Change Management
• Project Management
• Risk Tracking and Alerts
• Resource Planning
• End User Service Portal
• Knowledge Base
• Microsoft Teams Integration
• Release Management
• Event Correlation
• In-depth Reporting for Cost Centers
• Single Sign-On
• Support from a Professional Service Team
2|Page
This solution is unique because it combines all these capabilities into a single platform, which
ensures seamless integration with the City’s existing IT environment, improves operational
efficiency, and enhances service delivery. No other vendor provides a comparable product that
meets all of these specific requirements, making a sole source necessary to obtain the full
functionality needed by the City.
SPECIFICATIONS:
• Deployment Options:
o Cloud-based SaaS (multi-tenant)
o Private Cloud hosted on Microsoft Azure
o On-premises deployment available if required
• Access: Secure web portal with customizable URL (e.g.,
https://teamdynamix.clientdomain.com)
• Authentication & Security:
o Single Sign-On (SSO) support (SAML 2.0)
o Role-based access control and hierarchical user management
o Advanced security and compliance standards (Azure-hosted, private cloud
options)
• Modules Included:
o Work Management / Ticketing
o Change Management
o Project Management Essentials
o Risk Management and Tracking
o Resource Planning & Allocation
o Release Management
o Client / End-User Self-Service Portal
o Service Catalog & Knowledge Base
o Asset / Configuration Item (CI) Tracking with Discovery
o Reporting, Dashboards, and Custom Analytics
• Integrations: Native integrations with Workday, SAP, Oracle, Salesforce, MS Outlook;
standard interfaces to BOMGAR (remote access) and Kaseya (endpoint management);
Microsoft Teams, Slack, and email integrations.
Implementation & Professional Services
• All Resources Certified & In-House: No contract workers or outsourced implementation.
• Implementation Methodology:
1. Assess: Evaluate current processes, workflows, goals, and define success metrics;
deliver a detailed Implementation Plan.
2. Configure & Train: Tailor the platform without scripting or coding; provide
upfront Readiness Course training and consult on best practices.
3. Test & Train: Facilitate testing using User Acceptance Testing templates; provide
detailed training plans and materials.
4. Go-Live: Hands-on support during rollout, with at least one month of go-live
assistance.
5. Post Go-Live: Ongoing optimization and calibration to ensure adoption,
performance, and workflow effectiveness.
3|Page
• Project Tracking & Risk Management: All tasks, risks, and issues tracked in
TeamDynamix Project Portfolio Management (PPM) solution with centralized visibility.
• Dedicated Project Team: Implementation Consultant, Managing Consultants, Technical
Services Consultants, and Business Process Consultants, overseen by Director of
Implementation Services.
Customer Success & Ongoing Support
• Customer Success Team: Two dedicated team members assigned post-go-live for regular
check-ins, usage optimization, and best practices guidance.
• Support & Escalation: First-line assistance through TeamDynamix support, bridging
services and engineering.
• Community & Learning: Access to TeamDynamix Community, TeamDynamix Academy,
focus groups, and annual TDX Converge user conference.
• Process Consulting & Managed Services: Optional services include user administration,
dashboard/report creation, client portal build-outs, workflow configuration, and
operational optimization.
Unique Performance & Value
• Industry-Leading Customer Retention: >98% renewal rate.
• Best-in-Class NPS: NPS of 68 vs. 55 industry benchmark for B2B SaaS.
• Top-Ranked Vendor Support: Consistently ranked at the top in Info-Tech Software
Reviews and Gartner Peer Insights.
• Fully Configurable Without Coding: Reduces risk and cost, allows growth and workflow
evolution over time.
• Integration Expertise: Full integration with internal and external enterprise systems
ensures seamless adoption.
• Peer Networking & Knowledge Sharing: Advisory boards, focus groups, conferences,
and community engagement to continuously improve platform utilization.
Additional Notes
• Supports enterprise-scale user bases with configurable modules and dashboards.
• Continuous optimization ensures operational efficiency and productivity improvement.
• Proprietary solution requiring TeamDynamix certified personnel for configuration,
consulting, and implementation.
• Pricing, discounts, and travel costs subject to contractual terms, duration, and client
approval.
4|Page
This page summarizes the opportunity, including an overview and a preview of the attached documents.
