Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: September 14, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with ESO Solutions, Inc., for a records management and
Electronic Patient Care Reporting (ePCR) system for the Fire Department; providing for the expenditure of
funds therefor; and providing an effective date (RFP 7642 – awarded to ESO Solutions, Inc., in the five (5)
year not-to-exceed amount of $383,504.00).
INFORMATION/BACKGROUND
Currently, the Denton Fire Department (DFD) uses multiple cloud-based records management systems,
which are extensively woven throughout the organization's workflow in areas to include documentation of
all Fire and Emergency Medical Services (EMS) calls, tracking occupancies and inspections, logging, and
scheduling apparatus maintenance, etc.
To improve the current standard of multiple vendors, overlapping coverages, and numerous software
programs for department end-users, the DFD aspires to include all systems within one contract. One contract
means only one annual invoice, which will save the City time and resources. Moving to an all-inclusive
software will allow seamless data analysis across all DFD programs, thereby removing the need for cost-
prohibitive and time-consuming interfaces between multiple software programs.
Combining all records into one system will aid DFD in reaching the goal of accreditation with the Center
for Public Safety Excellence (CPSE). Using one cloud-based solution will provide a more robust analysis
of all fire department data, allowing for accurate measurement of success in reaching department goals and
objectives. Additionally, this process contributes to the achievement of Goal 5 in the DFD 2020-2025
Strategic Plan. If a singular records management system solution is not attainable, DFD will continue to
piece data together via multiple software systems, which will result in a continuation of using added City
time and resources.
The Fire Department currently uses ESO for some records management functions which consistently
receive good feedback from users. ESO is responsive to customer requests and continually provides updates
to maintain applicability.
Combining all records management systems into one cloud-based solution with ESO will:
• Save time and effort related to numerous subscriptions.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
• Save City of Denton funding, as it is less expensive to pay annually for one package from ESO
than from multiple vendors. The annual fee for ESO’s records management solution includes all
existing systems, two (2) new modules, and implementation/ad-hoc training for $3,000 less per
year than the City is currently spending.
• Help reach DFD’s goal of accreditation by allowing a more robust analysis of data which will
help identify opportunities for improvement.
Once approved, ESO will immediately begin implementing a 90-day transition and training schedule, with
a go-live date in September 2021.
Request for Proposals was sent to 11 prospective suppliers of this item. In addition, specifications were
placed on the Materials Management website for prospective suppliers to download and advertised in the
local newspaper. Four (4) proposals were received, references were checked, and proposals were evaluated
based upon published criteria including technical system requirements, compliance with specifications,
probable performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based
upon this evaluation, ESO Solutions, Inc. was ranked the highest and determined to be the best value for
the City.
NIGP Code Used for Solicitation: 908
Notifications sent for Solicitation sent in IonWave: 11
Number of Suppliers that viewed Solicitation in IonWave: 10
HUB-Historically Underutilized Business Invitations sent out: 2
SBE-Small Business Enterprise Invitations sent out: 4
Responses from Solicitation: 4
RECOMMENDATION
Award a contract with ESO Solutions, Inc., for a records management and ePCR system for the Fire
Department, in a five (5) year not-to-exceed amount of $383,504.
PRINCIPAL PLACE OF BUSINESS
ESO Solutions, Inc.
Dallas, TX
ESTIMATED SCHEDULE OF PROJECT
This is a five (5) year contract.
Contract Categories Estimated 5-Year Expenditure
Year 1 Annual Maintenance $ 63,978
Year 2 Annual Maintenance $ 75,316
Year 3 Annual Maintenance $ 75,316
Year 4 Annual Maintenance $ 75,316
Year 5 Annual Maintenance $ 75,316
5% contingency for additional support hours $ 18,262
Total $383,504
FISCAL INFORMATION
These services will be funded from General Government Project Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Lindsey Garrison, 940-349-8844.
Legal point of contact: Marcella Lunn at 940-349-8333.