STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: November 10, 2021
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a five-year service contract for maintenance and support of Orion Communications software applications for the Police Department and Court & Detention Services - Orion Communications, Inc., sole source - Not to exceed $790,569.30 - Financing: Data Services Fund ($438,942.15) and Technology Fund ($351,627.15) (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service contract is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This service contract will provide ongoing maintenance and support for Orion Communications software applications. Maintenance and support include software upgrades to current releases of software and ongoing technical support. Orion Communications software applications provide efficient data management that allows the City to:
• Manage the daily operations and personnel files of uniform officers, which includes tracking planned work time versus actual time worked
• Notify officers of subpoena notifications and City and County court date alerts.
• Track evidence related to criminal cases
• Provide automation of tow company processing, which allows field officers to dispatch towing companies based on queue status
• Track vehicles impounded by the City
This software allows City agencies to share data in real-time with different applications systems, which is critical to the administrative management of the Police Department and Court & Detention Services personnel.
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 $15.21; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 12, 2011, City Council authorized a three-year service contract for maintenance and support of Orion Communications software applications for Police with Orion Communications, Inc. by Resolution No. 11-0156.
On June 27, 2012, City Council authorized Supplemental Agreement No. 1 to increase the maintenance and support service contract to provide enhancements to the Orion Communications software applications utilized by Police and Court and Detention Services for court case scheduling and to extend the term through January 31, 2015 with Orion Communications, Inc. by Resolution No. 12-1715.
On September 22, 2015, City Council authorized Supplemental Agreement No. 7 for a service contract for maintenance and support of the Orion Communications software applications with Orion Communications, Inc. by Resolution No. 15-1735.
On December 12, 2018, City Council authorized a three-year service contract for maintenance and support of Orion Communications software applications for Police with Orion Communications, Inc. by Resolution No. 18-1802.
FISCAL INFORMATION
|
Fund |
FY 2022 |
FY 2023 |
Future Years |
|
Data Services Fund |
$ 87,788.43 |
$ 87,788.43 |
$263,365.29 |
|
Technology Fund |
$ 67,685.43 |
$ 70,985.43 |
$212,956.29 |
|
Total |
$155,473.86 |
$158,773.86 |
$476,321.58 |
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 |
M/WBE % |
M/WBE $ |
|
$790,569.30 |
Other Services |
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Other Service contracts. |
|
• Orion Communications, Inc. - Local; Workforce - 100.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Sole Source |
• Utilized for procurements where functional requirements can only be satisfied by one vendor, such as those where patents, copyrights or monopolies exists |
|
|
• Exempted from competitive bidding process |
|
|
• Reviewed by Procurement Services to ensure the procurement meets at least one general exception as stated in the Texas Local Government Code |
OWNER
Orion Communications, Inc.
8350 North Central Expressway
Suite 700
Dallas, TX 75206
Leslie DeLatte, President