STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: April 10, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service contract, with one three-year renewal option, for a secondary job management system for the Police Department - RollKall Technologies, LLC, most advantageous proposer of three - Estimated Annual Net Revenue: General Fund $815,181
Body
BACKGROUND
This service contract will provide for a secondary job management system for the Police Department (DPD). This system will be utilized by DPD to facilitate the scheduling, managing, and tracking of secondary jobs worked by off-duty Police Officers.
The system’s functionality provides:
• A secure vendor-hosted, cloud-based platform that allows private businesses to submit electronic service requests to DPD
• The ability for DPD to review, approve, and schedule off-duty Officers to work secondary jobs within the cloud-based platform
• Electronic invoice processing and payments for DPD-owned equipment (businesses will pay Officers directly for their time worked)
• Built in safeguards for effective and efficient tracking of hours worked on secondary jobs to ensure compliance with DPD’s General Orders and to address the City Auditor’s Office audit findings and recommendations
This service contract will be paid for through a small administrative fee added to an invoice to requesting businesses only when there is a request for the use of City equipment as part of the secondary job service request. When a business only requests an Officer’s time and no Department-owned equipment there is no additional fee assessed. The revenue collected and paid to DPD through this revenue contract represents dollars traditionally billed and collected by DPD employees for the use of DPD equipment. The awarded vendor will, through this contract, perform the invoicing and payment collection activities and transferring the money paid to DPD.
Additionally, there will be no fee assessed for any Expanded Neighborhood Patrol, Public Improvement District, or Non-Profit business or organization even when Department-owned equipment is requested.
DPD estimates there are approximately 135,294 jobs, amounting to over 714,000 hours worked annually.
A six-member committee from the following departments reviewed and evaluated the qualifications:
• City Marshal Office (2)
• Department of Informaiton and Technology Services (1)
• Police Department (2)
• Small Business Center Department (1)
The committee selected the successful respondents on the basis of demonstrated competence and qualifications under the following criteria:
• Functional capabilities 30 points
• Technical capabilities 30 points
• Fees assessed to requesting businesses 30 points
• Experience and expertise 10 points
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
The Public Safety Committee was briefed on "Off-Duty Software Implementation Update" on January 9, 2023.
The Public Safety Committee will be briefed by memorandum regarding this matter on April 8, 2024.
FISCAL INFORMATION
Estimated Annual Net Revenue: General Fund $815,181
Note: This revenue does not represent new revenue to the City. Revenue collected and paid to DPD through this revenue contract represents dollars traditionally billed and collected by DPD employees for the use of DPD equipment.
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 |
|
$815,181.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This item is Other Services which does not have an availability and disparity participation goal. |
|
• RollKall Technologies, LLC - Local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Request for Competitive |
• Utilized for high technology procurements, insurance procurements, and other goods and services |
|
Sealed Proposal |
• Recommended offeror whose proposal is most advantageous to the City, considering the relative importance of price, and other evaluation factors stated in the specifications |
|
|
• Always involves a team evaluation |
|
|
• Allows for negotiation on contract terms, including price |
The Office of Procurement Services received the following proposals from solicitation number BQZ23-0022386. We opened them on September 8, 2023. We recommend the City Council award this service contract to the most advantageous proposer.
*Denotes successful proposer
Proposer Address Score
*Rollkall Technologies, LLC 600 East Las Colinas Blvd. 76.50
Suite 900
Irving, TX 75039
Extra Duty Solutions 1 Waterview Dr. 69.00
Suite 101
Shelton, CT 06484
Blue Benefits Strategies, LLC 5100 West Eldorado Pkwy. 52.75
Suite 102 #106
McKinney, TX 75072
OWNER
RollKall Technologies, LLC
Chris White, Chief Executive Officer
Ben Poch, Founder