Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: October 17, 2023
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 SmartForce Technologies, Inc., for the purchase of
the SmartForce Organizational Management System for the Police Department, which is the sole provider
of this software, in accordance with Texas Local Government Code 252.022, which provides that
procurement of commodities and services that are available from one source are exempt from competitive
bidding, and if over $50,000, shall be awarded by the governing body; providing for the expenditure of
funds therefor; and providing an effective date (File 8296 – awarded to SmartForce Technologies, Inc., 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 $260,382.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Support Healthy and Safe Communities.
INFORMATION/BACKGROUND
The Police Department has been utilizing email for various forms of communication for years. The number
of emails that one person gets from not only within the department but from across the City has continued
to increase as the police department continues to grow and take on more responsibilities related to
community service. The City also has TEAMS which is subject to open records requests as well as not
being a good location to share information as is not searchable and is limited by what can be put in the
system.
With the continued growth of the department, a substation and headquarters building, and the various shifts,
units, and bureaus, the need for streamlined communication exists. SmartForce provides the technological
foundation to assist in communication as well as provide a one-stop shop for all police information.
SmartForce is built upon the Sharepoint platform, which the City already utilizes, but the cost and
manpower to put together a law enforcement-friendly and customized product that is similar would be
extremely high and the ongoing maintenance for the follow-up request, process, and workflow requires a
dedicated team. SmartForce is customizable to the department's needs today and in the future to improve
communications and operations more efficiently.
SmartForce allows for real-time information sharing between officers, supervisors, shifts, and executive
staff. The ability to add information from any line level in the department is critical when addressing the
needs of the community as well as assisting other departments in the City. SmartForce can securely store
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
and search PDF documents in a Microsoft Criminal Justice Information Services (CJIS)-compliant cloud.
This feature alone would assist in locating and detailing wanted individuals for various crimes. Furthermore,
the department can share critical intelligence leads with other law enforcement agencies with permitted
right and collaborate on cases. The department currently shares its Be On the Look Out notices (BOLOs)
via email. SmartForce allows for the PDF to be stored and searched based on various criteria, including
single words. The sharing of problem locations with other officers and our partner departments in the city
is benefited by this system allowing permitted users to receive real-time and up-to-date information as it
comes in. Supervisors can monitor the progress of target locations.
Dispatchers can easily share updated protective orders, criminal trespass warnings, and missing person
information in the system to officers, and provide real-time updates. SmartForce also allows supervisors to
immediately recognize outstanding work done at various levels. The system can make sure that important
announcements such as new laws, upcoming training, and any other vital information gets shared instantly
with personnel. SmartForce can be utilized from desktops, laptops, mobile devices, and Mobile Data
Computers. Officers will have multiple forms of information at their disposal regardless of where they are
working.
Projected Spend
Fiscal Year FY 2021-
22
FY 2022-
23
FY 2023-
24
FY 2024-
25
FY 2025-
26 Total
Licenses $32,958 $32,958 $32,958 $32,958 $32,958 $164,790
Interface $0 $0 $45,000 $10,000 $10,000 $65,000
Additional Module $0 $0 $0 $10,000 $10,000 $20,000
Contingency $0 $0 $0 $5,295.80 $5,295.80 $10,592
Total $32,958 $32,958 $77,958 $58,253.80 $58,253.80 $260,382
Section 252.022 of the Local Government Code provides that procurement of sole source commodities and
services is exempt from competitive bidding, if over $50,000, shall be awarded by the governing body.
RECOMMENDATION
Award with a contract to SmartForce Technologies, Inc. as a sole source supplier, for the purchase of the
SmartForce Organizational Management System for the Police Department, in 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 $260,382.
PRINCIPAL PLACE OF BUSINESS
SmartForce Technologies, Inc.
Greenwood Village, 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
These products and services will be funded from Police FY23-24 Fund, and a requisition will be entered
into the Purchasing software system in the amount of $32,958.00 in fiscal year 2024.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Tiffany Wei, 940-349-7816.
Legal point of contact: Marcella Lunn at 940-349-8333.