Request for Proposals received on July 21, 2022 for S93-T32307 - Approve an ORDINANCE authorizing the appropriation of $3,131,000.00 out of the Equipment Acquisition Consolidated Fund (1800) and $900,000.00 out of the Contributed Capital Project (4515); Approve an Ordinance awarding a contract to Versaterm Public Safety, Inc. in the amount not to exceed $31,164,011.34 for the Records Management System (RMS) for the Houston Police Department.
Specific Explanation:
The Chief of the Houston Police Department and the Chief Procurement Officer recommends that City Council approve an ordinance authorizing the appropriation of $3,131,000.00 out of the Equipment Acquisition Consolidated Fund and $900,000.00 out of the Contributed Capital Project Fund and award a seven-year (7) contract with three (3) one-year options to Versaterm Public Safety, Inc. in an amount not to exceed $31,164,011.34 for the Records Management System (RMS) for the Houston Police Department (HPD). $250,000.00 was previously appropriated out of the Equipment Acquisition Consolidated Fund on March 26, 2014, Ordinance 2014-233.
The maximum contract amount is $31,164,011.34, with $4,767,608.36 anticipated to be funded by available state grant funding established by Senate Bill 2101 and Senate Bill 2085 during the 88th legislative session. This legislation supports the implementation of an electronic notification systems for victims of crime. If state grant funds are awarded, the funds will be applied to this contract for the implementation of an electronic notification system for victims of crime.
The scope of work requires the Contractor to deliver and support a highly configurable, turnkey RMS for the Houston Police Department (HPD). HPD relies heavily on its RMS to facilitate core services like maintaining traffic safety, preventing crime, protecting lives and property, responding to calls-for-service in a timely manner, coordinating homeland security activities, investigating crimes, arresting persons suspected of committing those crimes, and monitoring the booking of arrested persons into the county jail.
This project was advertised in accordance with the requirements of the State of Texas bid law. Sixty-three (63) prospective proposers downloaded the solicitation document from SPD’s e-bidding website, and as a result, seven (7) proposals were received from CentralSquare Technologies, LLC, Eccentex, Inc., Freeit Data Solutions, Inc., Motorola Solutions, Niche Technology, Inc., Inc., Quickset Solutions, Inc. and Versaterm Public Safety, Inc.
The Evaluation Committee (EC) was comprised of five (5) voting members from the Houston Police Department and Houston Information Technology Services Department.
The proposals were evaluated based upon the following criteria:
1. Responsiveness
2. Responsibility
3. Financial Stability
4. M/WBE Participation
5. Technical Competence Requirements
6. Cost Proposal
7. Field Testing
Versaterm Public Safety, Inc. was deemed the best respondent.
*Quicket Solutions, Inc., Niche Technology, Inc., Central Square Technologies, Inc., Motorola Solutions, Inc. proposals were reviewed and evaluated and were deemed as not meeting the requirements of set forth in the RFP.
HPD presented the Records Management System before the Public Safety & Homeland Security (PSHS) committee on March 9, 2023 and the Transportation, Technology and Infrastructure (TTI) committee on March 2, 2023.
MWBE Participation:
The RFP was advertised with a 5% goal for MWBE participation. Versaterm Public Safety submitted a Good Faith Effort, and the Office of Business Opportunity (OBO) approved the Good Faith Effort. OBO approved the 0% goal on the contract, as the scope of work lacks divisibility and the services being procured are specialized and technical in nature.
Pay or Play Program:
The proposed contract requires compliance with the City’s ‘Pay or Play’ ordinance regarding health benefits for employees of City contractors. In this case, Versaterm Public Safety, Inc. has elected to provide health benefits for eligible employees in compliance with City Policy.
Hire Houston First:
The proposed contract requires compliance with the City’s “Hire Houston First” ordinance that promotes economic opportunity for Houston businesses and supports job creation. In this case Versaterm Public Safety, Inc. does not meet the requirements for HHF designation; no HHF firms were within three percent.
Fiscal Note:
- Funding for this item will be included in the FY2024 Budget. Therefore, no Fiscal Note is required as stated in the Financial Policies.
- No significant Fiscal Operating impact is anticipated as result of this project.
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Jedediah Greenfield, Chief Procurement Officer Finance/Strategic Procurement Division
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Department Approving Authority Signature
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Estimated Spending Table:
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| Department |
FY24 |
Out Years |
Total |
| Houston Police Department |
$4,382,350.00 |
$26,781,661.34
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$31,164,011.34
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