STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: February 26, 2020
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year cooperative purchasing agreement for hardware, software maintenance, and support for the City's electronic data discovery system for the Department of Information and Technology Services distributed by Carahsoft Technology Corp. and sold through TEQSYS, Inc. through the Department of Information Resources cooperative agreement - Not to exceed $400,771.04 - Financing: Information Technology Services Funds (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 ongoing hardware, software maintenance, and support for the City's electronic data discovery system. This system is utilized by the City Attorney's Office, the Department of Information and Technology Services, and the Police Department to collect, analyze, and produce data used for pre-trial discovery, administrative hearings, and internal department investigations. This system is a key component in the City's ability to meet open records requests and litigation pre-trial discovery timelines. This system has proved to be an efficient tool in the management and processing of the large amounts of electronic data stored within the City. Attorneys are able to create cases, perform document redaction, and generate numbering to identify and label legal documents. The system also streamlines case reviews and provides automated legal hold notifications.
The 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.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The current calculated living wage during the solicitation process of this contract is $11.71; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On June 17, 2015, City Council authorized an acquisition contract to upgrade the City's Symantec eDiscovery Platform system with TEQSYS, Inc. through the Department of Information Resources, State of Texas Cooperative by Resolution No. 15-1140.
On August 10, 2016, City Council authorized a thirty-four-month service contract for hardware, software maintenance and support for the City’s Symantec electronically stored information discovery system with Symantec distributed by Carahsoft Technology Corp. and sold through TEQSYS, Inc., through the Department of Information Resources, State of Texas Cooperative by Resolution No. 16-1168.
FISCAL INFORMATION
|
Fund |
FY 2020 |
FY 2021 |
Future Years |
|
Information Technology Services Funds |
$174,196.10 |
$110,322.91 |
$116,252.03 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$400,771.04 |
CO-OP |
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Plan does not apply to Cooperative Purchasing Agreements (CO-OPs). |
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
TEQSYS, Inc.
Keri Ramirez, President
Timothy Cruise, Chief Technology Officer
Laura Cruise, Treasurer