Title
Consider/Discuss/Act on a Resolution Awarding a Contract to Darkhorse Emergency Corp. to Provide and Implement Data Analytics and Predictive Modeling Software
Summary
COUNCIL GOAL: 2: Operational Excellence
(2A: Balance available resources to accommodate the growth and maintenance needs of the city.)
(2B: Continuously provide a high level of customer service to our citizens.)
(2C: Through the use of dashboards and performance management tools, identify opportunities for internal efficiencies and continuous improvement to foster and reinforce a higher performing organizational culture.)
6: Safe & Secure Community
(6B: Maintain meaningful public safety performance measures.)
(6C: Continually increase operational efficiency in public safety departments.)
(6D: Pursue and maintain the highest Insurance Service Office (ISO) fire and building protection classification).
MEETING DATE: January 16, 2024
DEPARTMENT: Fire Administration
CONTACT: Paul Dow, Fire Chief
James Floyd, Assistant Fire Chief
Lisa Littrell, Procurement Services Manager
RECOMMENDED CITY COUNCIL ACTION:
• Approval of Resolution
ITEM SUMMARY:
• This resolution authorizes an award of contract and allows for the City Manager to enter into a contract with Darkhorse Emergency Corp. to provide and implement Data Analytics and Predictive Modeling software.
BACKGROUND INFORMATION:
• The City issued Request for Proposals, 24-25RFP to solicit proposals from Respondents capable of satisfying the McKinney Fire Department’s need for a cloud-based, software as a service, enterprise-class, data analytics, and predictive modeling software that will empower the department to make data-driven decisions, enhance public safety, and optimize resource allocation to increase its operational efficiency, safety, and response capabilities.
• The RFP was issued on October 22, 2023
o Advertised in the McKinney Courier-Gazette
o Posted on McKinney TV
o 643 eBid supplier notifications which included seventy-six (76) Historically Underutilized Business (HUB) suppliers
• Out of the 643 supplier notifications, five (5) proposals were received on November 16, 2023.
• An evaluation team comprised of members from the Fire Department and Information Technology Department reviewed and scored the responses based on the following criteria outlined in the RFP:
o 25 points Complete Proposal Cost
o 35 points User Experience & Functionality
o 10 points Respondent’s Background and Experience
o 30 points Implementation Plan and Ongoing Vendor Support
• After the initial review and evaluation of responses, software demonstrations were conducted by the top 2 highest-ranked Respondents and scored based on user experience & functionality as well as the presentation and demonstration.
• As a result, the evaluation team has recommended the award of a contract with the highest-ranked respondent, Darkhorse Emergency Corp.
• The contract includes a fixed rate of $41,000 per year, to be billed annually, for five (5) years with the option to renew annually thereafter.
FINANCIAL SUMMARY:
• Funding is available in account 001-3224-423-8140.
BOARD OR COMMISSION RECOMMENDATION:
• N/A