STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: December 14, 2022
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a five-year cooperative purchasing agreement for the acquisition and service maintenance and support of an electronic document management system for the Police Department managed by the Department of Information and Technology Services with RICOH U.S.A, Inc. through the Texas Department of Information Resources cooperative agreement - Not to exceed $217,632.50 - Financing: Data Services Fund (subject to annual appropriations)
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 for the acquisition and service maintenance and support of an electronic document management system for the Police Department. This electronic document system allows the Police Department to electronically capture, store, and organize images, and documents.
This in-house imaging allows for access to information from offense and arrest records not captured in the enterprise records management system.
Key Benefits
• This electronic document system is criminal justice information services compliant
• Offers added digital security tools that will enable end users to keep sensitive data safe
• This electronic document system offers workflow automation
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 a local government to participate in a Cooperative Purchasing Program with another local government or a local cooperative organization.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
This item has no prior action. The Public Safety Committee will be briefed by memorandum regarding this matter on December 12, 2022.
FISCAL INFORMATION
|
Fund |
FY 2023 |
FY 2024 |
Future Years |
|
Data Services Fund |
$100,014.86 |
$29,404.41 |
$88,213.23 |
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 |
|
$217,632.50 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Cooperative Purchasing Agreements. |
|
• Ricoh USA, Inc. -Non-local; Workforce - 0.00% Local |
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 |
OWNER
Ricoh USA, Inc.
300 Eagleview Blvd., Suite 200
Exton, PA. 19341
Karl Lamb, Vice President