Title
Public Records Request (PRR) System - ITS RFP 21-001 - Amendment (Ordinance S-52303) - Citywide
Description
Request to authorize the City Manager, or the City Manager's designee, to execute an amendment and add additional expenditures to Contract 157153 with Wildebeest Topco, LLC to allow the Fire Department to utilize this contract and modify the Scope of Work for the Citywide Public Records Request (PRR) System. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $126,000.
Report
Summary
This contract currently provides the Communications Office, in support of all departments, with a modern, enterprise solution, which allows residents to securely submit public records requests and provides secure end-to-end work flows and use-based roles for staff fulfilling the requests.
Amending this contract provides the Fire Department with a secure and efficient system for managing public records requests and addressing current security and compliance vulnerabilities. The Fire Department currently relies on a legacy in-house SharePoint application, which lacks the necessary functionality for case management, performance metrics, and secure payment processing. By leveraging the existing Citywide product, along with the addition of a payment module, the Fire Department aims to align its operations with enterprise-level solutions already in use by other departments while reducing costs through streamlined software use improving data reporting and overall customer service.
The current public records request system was assessed and confirmed to meet the Fire Department's requirements for processing public records requests, including the ability to provide critical metrics for the City Manager’s Dashboard. The proposed contract amendment includes additional licenses, configuration, training, and ongoing support ensuring the system is tailored to the Fire Department’s specific needs and work flows are configured and in compliance with operational standards. By amending the existing contract, the Fire Department seeks to enhance its public records management capabilities while contributing to the broader goal of unified and efficient operations. The vendor has agreed to extend the current contract pricing with an option to accommodate additional storage costs, which ensures cost efficiency for the implementation.
This item has been reviewed and approved by the Information Technology Services Department.
Contract Term
The contract term remains unchanged, ending on June 14, 2027.
Financial Impact
Upon approval of $126,000 in additional funds, the revised aggregate value of the contract will not exceed $347,000. Funds are available in the Fire Department’s operating budget.
Concurrence/Previous Council Action
The City Council previously reviewed this request:
- Public Records Request System (Citywide) - Contract 157153 (Ordinance S-48022) on October 27, 2021.
- Public Records Request System (Citywide), Contract 157153 (Ordinance S-48989) on September 7, 2022.
Department
Responsible Department
This item is submitted by City Manager Jeffrey Barton, Assistant City Manager Lori Bays, the Communications Office and the Fire Department.