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A resolution approving a sole source contract between the Metropolitan Government of Nashville and Davidson County and Hart Halsey LLC dba Extra Duty Solutions for the Metropolitan Nashville Police Department to utilize overtime and extra duty scheduling software.
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WHEREAS, Section 4.12.060 of the Metropolitan Code of Laws authorizes the Metropolitan Purchasing Agent to enter into sole source contracts when the Purchasing Agent determines in writing according to standards adopted by the Procurement Standards Board that there is only one source for the supply or services required; and,
WHEREAS, the Purchasing Agent has determined that the services and supplies to be provided by Hart Halsey LLC dba Extra Duty Solutions meet the requirements for the use of a sole source contract; and,
WHEREAS, Section 4.12.060 of the Metropolitan Code of Laws requires Council approval by resolution of sole source contracts with a total contract amount in excess of $250,000.00; and,
WHEREAS, approval of the contract will benefit the citizens of Davidson County.
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE METROPOLITAN GOVERNMENT OF NASHVILLE AND DAVIDSON COUNTY:
Section 1: That the contract between The Metropolitan Government of Nashville and Davidson County and Hart Halsey LLC dba Extra Duty Solutions attached hereto and incorporated herein, is hereby approved.
Section 2: That this resolution shall take effect from and after its adoption, the welfare of The Metropolitan Government of Nashville and Davidson County requiring it.
Agenda Analysis
Analysis
This resolution approves a sole source contract between the Metropolitan Government and Hart Halsey LLC dba Extra Duty Solutions to provide overtime and extra duty scheduling software for the Metropolitan Nashville Police Department (“MNPD”).
Sole source contracts may be awarded under the Metro procurement code when it is determined that there is only one source for the supply or services rendered. Section 4.12.060 of the Metro Code requires all sole source contracts having a total value in excess of $250,000 to be approved by the Council by resolution. The contract under consideration has an estimated value in excess of $250,000 and therefore requires Council approval.
The estimated value of this contract is $290,000. The term of the contract begins upon approval of all required parties and filing with the Metropolitan Clerk’s Office and extends for a term of 60 months.
According to the sole source justification form, Extra Duty Solutions is a subscription service and is already implemented within MNPD. This service has the unique capability of providing scheduling solutions that can manage assignments for overtime initiatives, special events, and secondary employment opportunities and allows for different rules to be engaged for each of the three groupings. In addition, this service provides more data fields which will preserve information such as resources used, type of resource, reason for resource need, purpose of the assignment, and allows for the attachment of a plan or instructions for the assignment.
Fiscal Note: The estimated value of this sole source contract number 6573240 with Hart Halsey, LLC dba Extra Duty Solutions for the extra duty software services is $290,000 to be paid from Fund 10101, Business Unit 31160110. However, actual expenses may be paid from various department’s fund and business unit when purchase orders are issued.