DATE: December 18, 2018
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Rocky Garzarek, Fire Chief
SUBJECT:
Contract with ESO Solutions, Inc., FireHouse Software for an annual maintenance contract for the web-based portion of FireHouse software (City Contract No. 2018-0207).
Purpose
The purpose of this memorandum is to report execution of City Contract No. 2018-0207 with ESO Solutions, Inc. FireHouse Software, Austin, TX, an annual maintenance contract for the web-based portion of FireHouse software.
Background
City Purchasing Policy allows for the following category of sole-source purchases valued at or greater than $25,000 not to require individual authorization by the Board of Mayor and Aldermen (but which shall be reported to the Board): Purchases of items that have, for good and sufficient reason, previously been standardized by the City, so long as the product manufacturer representative has stated in writing that the vendor is the sole source available to the City of Franklin, and so long as the vendor has stated in writing that the quoted pricing is the lowest municipal unit pricing available at that time and in the foreseeable future for the quantity indicated.
Staff is of the opinion that the purchase of the annual maintenance contract is a sole-source purchase and is a purchase that falls into the category referenced above and anticipated by City Purchasing Policy as not requiring individual authorization by the Board of Mayor and Aldermen. Evidence to support this opinion includes:
• The renewal of an annual maintenance contract.
• The manufacturer has stated in writing that it is the sole provider in the Franklin marketplace for the annual maintenance for the web-based software portion of FireHouse.
City Contract No. 2018-0207 as executed with ESO Solutions, Inc. FireHouse Software, Austin, TX , for an annual maintenance contract for the mobile command software portion of FireHouse, is attached.
Financial Impact
City Contract No. 2018-0207 as executed with ESO Solutions, Inc. FireHouse Software, Austin, TX, for the sole-source purchase in the total amount of $11,260.00.
Recommendation
This contract was approved by the City Administrator per authority granted by the Board of Mayor and Aldermen.