Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: December 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 Touchphrase Development LLC dba Julota, for
Mental Health Division Software for the Denton Police Department; providing for the expenditure of funds
therefor; and providing an effective date (RFP 7805 – awarded to Touchphrase Development LLC dba
Julota, for one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5)
year not-to-exceed amount of $165,417.00).
INFORMATION/BACKGROUND
The City of Denton Police Department’s Mental Health Division houses the Homeless Outreach Team
(HOT) and the Crisis Intervention Response Team (CIRT). The Mental Health Division strives to strengthen
community relationships, improve outcomes, reduce crime, and mitigate burdens on the criminal justice
system by intervening with individuals through means other than arrest/incarceration. These teams
document data, including Protected Health Information and Protected Identifiable Information, that are not
traditionally tracked by law enforcement agencies. This data includes mental health diagnoses, treatment
plans, substance abuse history, medications, and names of health care providers. Clinical documentation
and documentation of individuals experiencing homelessness are required to be maintained and stored in a
different system than that being utilized for criminal purposes. The Mental Health Division staff are
currently using clinical word documents and spreadsheets for data tracking that are not easily searchable
and take extended hours to pull data from. The Mental Health Division requires an appropriate software
system or program to provide better documentation as well as provide automated care coordination and
continuous collaboration following an individual encounter with someone experiencing a mental health
crisis or homelessness. The appropriate software system will aid in jail diversion and ensure individuals are
connecting to the appropriate community resources, increasing access to assistance, and housing the
homeless. The co-responder model and social work perspective of the Mental Health Division requires
software that is uniquely suited to achieving its mission.
Julota, which stands for Just Love on Them Always, was created to improve collaboration between
emergency responders, clinical practitioners, and caseworkers. This software as a service (SaaS) platform
allows for reliable and secure sharing of protected information with community resources and behavioral
health providers to close gaps where individuals typically fall to the wayside. Julota is compliant with
HIPAA and the Criminal Justice Information System to ensure the highest level of data security. This allows
the co-responder program to work efficiently while protecting sensitive information. By connecting to
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
community providers, Julota makes referrals for services secure and easy. It will enable the Mental Health
Division to transcend barriers to information sharing with other community providers and enable HOT and
CIRT to view an individual’s history with different providers to inform their present care.
FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26 Total
Implementation $43,800 $43,800
Annual Support $4,800 $4,800 $4,800 $4,800 $19,200
Recurring License $24,050 $24,050 $24,050 $24,050 $96,200
Contingency $1,443 $1,515 $1,590 $1,670 $6,217
Total $43,800 $30,293 $30,365 $30,440 $30,520 $165,417
Request for Proposals was sent to 532 prospective suppliers, including eleven (11) Denton firms. In
addition, specifications were placed on the Materials Management website for prospective suppliers to
download and advertised in the local newspaper. Three (3) proposals were received, references were
checked, and proposals were evaluated based upon published criteria including delivery, compliance with
specifications, probable performance, and price. Best and Final Offers (BAFO) were requested from the top
firm. Based upon this evaluation, Touchphrase Development LLC dba Julota was ranked the highest and
determined to be the best value for the City.
NIGP Code Used for Solicitation: 208, 908, 958
Notifications sent for Solicitation sent in IonWave: 532
Number of Suppliers that viewed Solicitation in IonWave: 14
HUB-Historically Underutilized Business Invitations sent out: 46
SBE-Small Business Enterprise Invitations sent out: 244
Responses from Solicitation: 3
RECOMMENDATION
Award a contract with Touchphrase Development LLC dba Julota, for Mental Health Division Software for
the Denton Police Department, in a one (1) year, with the option for four (4) additional one (1) year
extensions, in the total five (5) year not-to-exceed amount of $165,417.
PRINCIPAL PLACE OF BUSINESS
Touchphrase Development LLC dba Julota
Colorado Springs, CO
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
This software will be funded from Technology Service Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Elisa Howell, 940-349-7498.
Legal point of contact: Marcella Lunn at 940-349-8333.