T22086.A4 – Approve an Ordinance authorizing a Fourth Amendment to Contract No. 4600009630 between the City of Houston and CentralSquare Technologies, LLC, formerly TriTech Software Systems/Tiburon, Inc. (approved by Ord. No. 2009-0392 on May 6, 2009) to extend the contract term from May 12, 2024, to May 11, 2025 for the automated records management system for the Houston Police Department.
Specific Explanation:
The Chief of the Houston Police Department and the Chief Procurement Officer recommend that City Council approve an ordinance authorizing a Fourth Amendment to the contract between the City of Houston and CentralSquare Technologies, LLC, formerly TriTech Software Systems/Tiburon, Inc. to extend the contract term from May 12, 2024, to May 11, 2025 for the automated records management system for the Houston Police Department.
The original agreement was awarded on May 6, 2009, by Ordinance No. 2009-0392, for a five-year term, with eight (8) one-year options in the original contract amount of $35,400,802.00. On March 10, 2010, by Ordinance No. 2010-0211, the maximum contract amount was increased by $79,118.00 for a new maximum contract amount of $35,479,920.00 to add an additional subscription fee for the national Leads Online database. On June 22, 2011, by Ordinance No. 2011-0536, the maximum contract amount was increased by $3,192,774.00 to add additional functionality, interfaces, software licensing, equipment, and other third-party components, resulting in a new maximum contract amount of $38,672,694.00. On June 28, 2017, by Ordinance No. 2017-0468, a first amendment to the contract was approved to revise the payment term provisions of the contract. On February 23, 2022, a second amendment to the contract was approved by Ordinance No. 2022-0137 to extend the term of the contract from May 12, 2022, to May 12, 2023. On April 5, 2023, a third amendment to the contract was approved by Ordinance No. 2023-228 to extend the term of the contract from May 12, 2023, to May 12, 2024.
The current contract has remaining funding in the amount of $1,857,550.97 and no additional funds will be necessary to carry the City through the extended one-year term. This one-year extension will allow for sufficient time for HPD to have a new system in place.
The scope of work requires the contractor to provide all labor, equipment, materials, supplies, installation, and supervision necessary to implement and maintain an automated records management system for HPD which consists of hardware, software, professional services, support personnel, and maintenance.
M/WBE Participation:
The TriTech Software System contract for an Automated Records Management System for HPD was awarded in 2009 with an 18% goal. MWBE subcontractors listed for goal credit were utilized for project management, training, documentation, IT consulting and implementation support, and hardware. The ongoing maintenance on the contract is non-divisible and can only be provided by the Prime. The October 17, 2012 RCA indicates that the Prime was achieving 15.61% of the 18% MWBE goal. According to the department, the maintenance phase began in 2012, resulting in future work being completed by the Prime. It appears that there have been several contract extensions / additional appropriations, such that the current contract value is $33MM+. As options to extend the contract were exercised, the additional dollars paid on the contract diluted the Prime’s MWBE attainment. The Prime is currently achieving 4.31% of the 18% goal. The proposed 1-yr contract extension is for ongoing system maintenance only, which will need to be provided by the Prime. Given the current and future needs on this contract, the Prime will not meet the 18% goal. It does appear that the Prime has made Good Faith Efforts to utilize all goal credit subcontractors to full capacity. A final GFE assessment will be conducted at the end of the contract.
Fiscal Note:
No additional spending authority is required. Therefore, no Fiscal Note is required as stated in the Financial Policies.
__________________________________ _____________________________________
Jedediah Greenfield, Department Approval Authority Signature
Chief Procurement Officer,
Finance/Strategic Procurement Division