Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Contract #20240070 for the Law Enforcement Workflow Management System Software with Smartforce Technologies, Inc.
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Submitted By: Shelby Dolan, Procurement Contracts Manager, Procurement Division.
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Shelby Dolan, Procurement Division.
2. Parties: City of Port St. Lucie and Smartforce Technologies, Inc.
3. Purpose: Provide a workflow management system portal for sharing information to staff such as crime bulletins, crime stats, information for daily briefings, etc.
4. New/Renewal/Modified: New.
5. Duration: Effective on May 01, 2024, and expires on April 30, 2029 (5-years).
6. Benefits to Port St. Lucie: Provides an efficient means of communication to all staff 24/7 with important information.
7. Cost to Port St. Lucie (Annual and Potential): Estimated annual expenditure $34,094.50 with a total contract amount of $170,472.50 for the 5-year period.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve Contract #20240070, per City Code of Ordinances, Section 35.08(a)(15) (exception to formal bidding for “[l]icensed computer software, web-based applications and maintenance for such software and applications, so long as it is part of an existing system”), for Law Enforcement Workflow Management System Software.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Contract #20240070 with Smartforce Technologies, Inc.
2. Move that the Council not approve Contract #20240070 with Smartforce Technologies, Inc. and provide staff with direction.
Background: In 2014 the City issued a Solicitation to obtain a web-based software solution that would provide information to address crime patterns within the City by applying the Stratified Crime Reduction Model. The bid opened with only one bidder with a proposal that met the scope of work required and a price within the planned budget. Contract #20140006 was awarded to Adventos, LLC on April 14, 2014. Through the original contract term, the vendor went through a name change and is now named Smartforce Technologies, Inc. Since 2014, Smartforce Technologies, Inc. (fka Adventos, LLC) has been providing the Police Department with this software to allow them to provide swift communication with staff on location 24/7, as well as sharing information on crime bulletins, crime stats, information on daily briefings, neighborhood gate code, policy and procedures, department forms, etc. The Police department is requesting to continue these services since the software has already been in place since 2014 with historical data.
Issues/Analysis: Staff has reviewed the compensation and level of services to be provided and finds that it is fair and reasonable.
Financial Information: Funds are appropriated in the FY 2023/2024 budget for the General Fund/ PD Operation Support Services/ Operating Supplies (#001-2105-552000).
Special Consideration: City Council approved the original contract #20140006 on April 14, 2014. This contract is the continuation of the Workflow System Software, per Chapter 35.08(a)(15), as this software is already part of an existing system.
Location of Project: N/A.
Attachments:
1. Contract #20240070.
2. Smartforce Technologies, Inc. 5-year Proposal.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 24080-01.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, Interim City Attorney.