STRATEGIC PRIORITY: Fiscally Sound
AGENDA DATE: September 10, 2025
COUNCIL DISTRICT(S): N/A
DEPARTMENT: City Secretary’s Office
EXECUTIVE: Bilierae Johnson
______________________________________________________________________
SUBJECT
Title
Authorize a cooperative purchasing agreement for a boards and commissions solution, and a GovQA Public Records Request Management Software with Carahsoft Technology Corporation through the Department of Information Resources cooperative agreement, which is necessary to comply with the Freedom of Information Act for the period October 1, 2025 through December 31, 2026 - Not to exceed $244,941.97 - Financing: General Fund
Body
BACKGROUND
In 2015, the City of Dallas implemented the GovQA Public Records Request Management Software, in compliance with the Freedom of Information Act (FOIA), to comply with the Texas Public Information Act. Additionally, the use of this software has allowed enhancements in efficiency, transparency, and customer service to citizens requesting public information from the City of Dallas.
GovQA Public Records Request Management Software, in compliance with the FOIA, allows for the sharing of open records with the public via the City's web portal. Access to the open records portal is free to the public. Citizens can easily submit requests for public information, check the status of their public records requests, as well as retrieve their responsive documents electronically.
Benefits experienced by the City since the implementation and use of the GovQA Public Records Request Management Software, in compliance with the FOIA, include, but are not limited to the following:
• Ability to receive and respond to public information requests received via email, in person, postal mail, and online form;
• Monitor multiple public information requests in one database and create a centralized system for processing public information requests;
• Internal workflow that allows requests to be automatically routed to the appropriate department and open records request coordinator; and
• Ability to deliver responsive documents electronically.
• Ability for requesters to electronically pay for responsive records.
Within the last year, the City has processed over 60,000 open record requests.
In 2025, the City Secretary’s Office added a boards and commissions module, that allows for board member tracking, to this platform.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 27, 2017, the City Council authorized a two-year contract though the U.S. Communities Cooperative with INSIGHT PUBLIC SECTOR, INC. to provide GovQA Public Records Request Management Software, in compliance with the Freedom of Information Act for the period October 1, 2017 through September 30, 2019, Resolution No. 17-1549.
On August 28, 2019, the City Council authorized a five-year contract through the State of Texas Department of Information Resources cooperative agreement for maintenance and support of the public records request management software for the period October 1, 2019 through September 30, 2024, Resolution No. 19-1266.
On September 25, 2024, the City Council authorized a one-year contract for maintenance and support of the SHI Government Solutions Inc. for the GovQA Public Records Request Management Software through the State of Texas Department of Information Resources, in compliance with the Public Information Act (PIA) for the period October 1, 2024 through September 30, 2025, Resolution No. 24-1369.
FISCAL INFORMATION
|
Fund |
FY 2026 |
FY 2027 |
Future Years |
|
General Fund |
$244,941.97 |
$0.00 |
$0.00 |
OWNER/EXECUTIVE
Carashoft Technology Corporation
11493 Sunset Hills Road, Suite 100
Reston, VA 20190
Danielle Edwards, Account Representative