Exhibit 1 - Agenda Information Sheet
City of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: May 25, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or their designee, to execute a contract with Hart Halsey, LLC dba Extra
Duty Solutions, for Public Safety Off-Duty Management Software for the Police Department; providing for
the expenditure of funds therefor; and providing an effective date (RFP 7597 – awarded to Hart Halsey,
LLC dba Extra Duty Solutions, for one (1) year, with the option for four (4) additional one (1) year
extensions, in the total five (5) year term).
INFORMATION/BACKGROUND
Police Officers frequently work off-duty jobs in the community for various private events (security at
hospitals, churches, special events, etc). The following chart shows the approximate hours worked by
Denton Officers in the past three years.
Year PD Private Events
(in hours)
PD OT Special Events
(in hours)
2018 2,500 3,500
2019 5,300 3,100
2020 2,500 500
Currently, the police department has an officer that works full time as the special events coordinator. Their
duties expanded during the onset of the COVID-19 pandemic to include emergency management
coordination. In 2019, officers worked a combined 8,400 hours for private events and City-sponsored
special events that paid the City for the officers' time. The special events coordinator schedules and manages
all assignment hours through the City’s electronic timekeeping and payroll software. In addition to
managing the requests and tracking of time, the coordinator works on payment collection, when payment
isn’t made in a timely manner. Prior to COVID-19, managing the department’s off-duty activities took the
majority of the special events coordinator’s time. The proposed selected vendor will take over the primary,
function of administering the department’s off-duty program, with the Police Department having overall
control and oversight for the program.
Extra Duty Solutions will handle all administrative functions, including intake of calls/online requests for
officers. Vendors will be able to access and request an officer 24/7 along with the ability to make any
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
changes to their request. Additionally, Extra Duty Solutions provides comprehensive insurance policies for
both the officers and vendors that hire them, which in turn helps reduce potential risks the City may carry.
The vendor will also provide an application that will post off-duty jobs for the officers which provide
tracking and oversight, such as limiting the number of hours an officer can work off-duty to help prevent
burnout and increase officer safety.
As noted, using this off-duty management vendor is no cost to the officers, department, or City. The vendor
charges an administrative fee that will be paid by the end-user requesting police services. The selected
vendor will charge 10.5% based on the officer’s pay and 7% based on police vehicle usage. As an example,
for an off-duty assignment that pays an officer $45/hr, the off-duty vendor will charge $49.725/hr with
$4.725 going to the off-duty vendor and $45 going to the officer.
Request for Proposals was sent to 744 prospective suppliers, including 49 Denton firms. In addition,
specifications were placed on the Materials Management website for prospective suppliers to download and
advertised in the local newspaper. Seven (7) proposals were received, references were checked, and
proposals were evaluated based upon published criteria including compliance with specifications, probable
performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this
evaluation, Hart Halsey, LLC dba Extra Duty Solutions was ranked the highest and determined to be the
best value for the City.
NIGP Code Used for Solicitation: 208-Computer Software for
Microcomputers (Preprogrammed); 920-
(Service Only)-Data Processing,
Computer, Programming, & Software
Services; 961-(Service Only)-Misc.
Services, No. 1 (Not Otherwise Classified)
Notifications sent for Solicitation sent in IonWave: 744
Number of Suppliers that viewed Solicitation in IonWave: 24
HUB-Historically Underutilized Business Invitations sent out: 62
SBE-Small Business Enterprise Invitations sent out: 352
Responses from Solicitation: 7
RECOMMENDATION
Award a contract with Hart Halsey, LLC dba Extra Duty Solutions, for Public Safety Off-Duty Management
Software for the Police Department, in a one (1) year, with the option for four (4) additional one (1) year
extensions, in the total five (5) year term.
PRINCIPAL PLACE OF BUSINESS
Hart Halsey, LLC dba Extra Duty Solutions
Shelton, CT
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 contract creates no financial obligations for the City of Denton.
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: Preston Pohler, 940-349-7956.
Legal point of contact: Marcella Lunn at 940-349-8333.