STRATEGIC PRIORITY: Safe
AGENDA DATE: September 24, 2025
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Dallas Police Department
EXECUTIVE: Dominique Artis
______________________________________________________________________
SUBJECT
Title
Authorize a five-year cooperative purchasing agreement in the amount of $22,575,728.69, with one five-year renewal option in the amount of $24,614,697.56, for a vendor-hosted Computer Aided Dispatching and Records Management System for the Dallas Police Department, Dallas Fire-Rescue Department, and the Marshal’s Office with Freeit Data Solutions, Inc. through the Texas Department of Information Resources cooperative agreement - Total not to exceed $47,190,426.25 - Financing: 911 System Operations Fund ($20,848,160.40), Data Services Fund ($25,407,265.85) and FY23 COPS Technology and Equipment Program Grant Fund ($935,000.00) (subject to annual appropriations) (see Fiscal Information)
Body
BACKGROUND
This action does not encumber funds; the purpose of a cooperative purchasing agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This cooperative purchasing agreement will provide a vendor-hosted Computer Aided Dispatch (CAD) and Records Management System (RMS). This solution offers a comprehensive system that addresses both CAD and RMS needs, enhancing efficiency and effectiveness for the Dallas Police Department (DPD), Dallas Fire-Rescue Department (DFR), and the Marshal’s Office (MSH). Moreover, this combined system will add functionality for the departments using it, thereby minimizing the need to access multiple platforms for data entry and retrieval. This increased functionality will also reduce the number of stand-alone applications the City must maintain in order to perform day-to-day tasks.
The proposed solution is a cloud-based system that will replace on-premises servers, which will no longer be supported by Microsoft after January 2027. Once support ends, the current system will not comply with Criminal Justice Information System (CJIS) standards. Being out of CJIS compliance could lead to enforcement actions against the City, including the potential shutdown of the system by the Texas Department of Public Safety. Additionally, operating on unsupported systems poses significant cybersecurity risks, increasing vulnerability to ransomware and other cyberattacks.
As part of the selection process, DPD collaborated with subject matter experts from Information Technology Services (DSV), DFR, and the MSH to develop a list of requirements. This list was reviewed by a technology consultant contracted with ITS and DPD to ensure it would secure the best solution for the City. The requirements were then distributed to leading suppliers of CAD and RMS platforms. Proposals were received from six providers, and their responses were assessed by members of DPD, DFR, DSV, and the MSH. Through this evaluation, the recommended vendor emerged as the most advantageous solution for the City. The proposal from the top proposer was subsequently sent to the technology consultant for further review and validation, ensuring that it met industry standards and the City’s requirements.
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 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 May 12, 2021, the City Council authorized a five-year service price agreement for maintenance and support of the City’s existing record management and field-based reporting system with Intergraph Corporation dba Hexagon Safety & Infrastructure by Resolution No. 21-0762.
On June 25, 2025, the City Council authorized Supplemental Agreement No.24 to increase the service contract with Tritech Software Systems for continued turnkey delivery, installation, warranty, and maintenance of the Computer Aided Dispatch System and extend the contract period from August 1, 2025 through July 31, 2028 by resolution No. 25-1070
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
911 Systems Operations Fund |
$0.00 |
$2,102,022.97 |
$18,746,137.43 |
|
Data Services Fund |
$0.00 |
$1,431,863.82 |
$23,975,402.03 |
|
FY23 COPS Technology and Equipment Program Grant Fund |
$0.00 |
$ 935,000.00 |
$ 0.00 |
|
Total |
$0.00 |
$4,468,886.79 |
$42,721,539.46 |
Initial Term: $22,575,728.69
Renewal Option 1: $24,614,697.56
LOCAL PARTICIPATION
|
Prime |
Status |
Workforce % |
|
Freeit Data Solutions, Inc. |
Non-local |
0.00% |
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 |
|
|
• 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 |
OWNER/EXECUTIVE
Freeit Data Solutions, Inc.
900 East 6th Street, Suite. 102
Austin, TX 75702
Wayne Orchid, President
Dulari von Christierson, Chief Operating Officer