Title
Information Technology Professional Services - State of Arizona Cooperative Contract - ADSPO12-031581 (Ordinance S-44485)
Description
Request to authorize the City Manager, or his designee, to access the State of Arizona Cooperative Contract ADSPO12-031581 and enter into a contract with Guidesoft Inc., D.B.A. Knowledge Services to provide Information Technology Professional Services for the Phoenix Police Department in an amount not to exceed $204,400. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
This request is for IT professional services to implement an online system for submittal, internal tracking, and fulfillment of public records requests for the Police Department. Services will include design of an online portal for records requests, as well as implementation of internal workflows. The online portal will allow users to submit public records requests, check the status of requests, and make any payments for records. The system will utilize the customer relationship management (CRM) application already in use by the city.
The Police Department currently receives more than 75,000 public records requests each year, and has consistently had a backlog of requests. In October 2016, the city selected the public safety public records request process to be part of the city’s continuous improvement program, AdvancePhx. This program utilizes LEAN principles and practices to improve city processes. An in-depth analysis of the process, called a Kaizen, was performed on this public records request process, and multiple changes were recommended. These changes have already had a significant impact, but sustained success requires the replacement of labor-intensive manual processes, and outdated, custom-built tracking applications with a modern online request system. Utilizing the CRM already in use by the city will also allow for potential expansion of this system to address other city public requests in the future, if appropriate.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, a participating agreement is required when the City uses a cooperative agreement from another public agency. The contract was awarded through a competitive process consistent with the City's procurement processes, as set forth in the Phoenix City Code, Chapter 43. Utilization of cooperative agreements allows the City to benefit from national government pricing and volume discounts. The State of Arizona contract covers Information Technology Professional Services and was awarded on Sept. 4, 2012.
Contract Term
The two-year contract term shall begin on or about April 18, 2018.
Financial Impact
The aggregate contract value will not exceed $204,400. Funds are available in the Police Department's budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Milton Dohoney, Jr. and the Police Department.