Title
Qualtrax Document Management System Contract - RFA 24-0237 Request for Award (Ordinance S-50834)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Qualtrax, Inc. to provide annual maintenance and support of the document management system for the Laboratory Services Bureau of the Police Department. Further request an exception to the indemnity and assumption of liability provision of Phoenix City Code section 42-18. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $87,940.
Report
Summary
This contract will provide the Laboratory Services Bureau an annual software license and support to maintain the laboratory's policies, procedures and forms that are comprised within the controlled management system, as required by the City's ISO/IEC 17025 accreditation for the Police Department. The software allows the laboratory to control approximately 1,000 management system documents, track quality assurance activities, and document training and testing.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Without Competition. The document management system has been in continuous use since 2012 and the software has been heavily customized and leveraged since its inception. Continued use of the application will reduce the risk of errors and meet ongoing accreditation requirements.
Contract Term
The contract will begin on or about May 1, 2024 for a five-year term with three one-year options to extend.
Financial Impact
The aggregate contract value for will not exceed $87,940 for the five-year aggregate term with three one-year options to extend. Funding is available in the Police Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Lori Bays and the Police Department.