Project Information

Bid Title

TeamDynamix Product Solutions

Issuing Agency

City of Bartow, FL

Location

Florida

Published Date

Nov 21, 2025

Closing Date

Nov 26, 2025

Government Level

State & Local

Status

Closed

Ref. #

ISS 26-11

Original Source

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Bid Documents

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Project Description

Bid Number:	ISS 26-11
Bid Title:	TeamDynamix Product Solutions
Category:	Intent to Sole Source (ISS)
Status:	Open

Description: 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 Platformfor 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. 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 For security reasons, you must enable JavaScript to view this E-mail address. . 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. 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. Publication Date/Time: 11/21/2025 11:00 AM Closing Date/Time: 11/26/2025 2:00 PM Contact Person: 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 Related Documents: ISS 26-11, Sole Source Package ISS 26-11, Attachment A - TeamDynamix Product Solutions

Attachment Preview

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.

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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

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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.

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• 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.

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Commodity Codes

• NAICS 541519Other Computer Related Services

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