DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Public Safety Wellness Application
SUMMARY:
This ordinance authorizes a contract with Cordico, Inc. in the amount of $49,500.00 annually to provide mobile application software to enhance the behavioral health and well-being services provided to San Antonio Fire Department (SAFD) employees and their families. The initial subscription-based services, implementation costs and on-going annual subscription costs of $49,500.00 is available from the FY 2021 General Fund Budget. Funding for future fiscal years of this contract is subject to City Council approval of the annual budget.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is a proposal submitted by Cordico, Inc. for the delivery, implementation and maintenance of a subscription based mobile application for the San Antonio Fire Department (SAFD).
Fire Service and First Responder personnel are classified nationally as a high stress career field. Post-Traumatic Stress Disorder (PTSD), suicides, spousal abuse, and substance abuse are on the rise throughout the ranks, nationally. Although SAFD has a psychologist on staff, the department is seeking an “anonymous” means to provide much needed support to its employees and their family members.
In coordination with the Information Technology Services Department (ITSD), the City specifically sought a mobile application that would be customized specifically for first responders and SAFD. The desired application would be hardware agnostic and provide anonymous and autonomous emotional, financial, moral and other support to SAFD personnel and their family members. The system would have the ability to push notifications to employees, allow for vetted therapist search, and provide the ability to access therapy sessions via the mobile application. The mobile application will confidentially allow the user to take self-assessment tests, provide direct access to a suicide hotline and display the list of SAFD Chaplains, peer supporters, family assistance committee members, and SAFD Wellness staff along with contact information.
The City issued a Request for Competitive Sealed Proposals (RFCSP) for a “Public Safety Wellness Application” (RFCSP 6100012533) on May 27, 2020, with a submission deadline of July 6, 2020. Three (3) proposals were received and deemed eligible for evaluation.
The evaluation committee consisted of representatives from the San Antonio Fire Department and the Information Technology Services Department. The Finance Department, Purchasing Division assisted by ensuring compliance with City procurement policies and procedures. The evaluation of each proposal was based on a total of 100 points: 35 points allotted for experience, background, qualifications; 25 points allotted for proposed plan; and 20 points allotted for respondent’s price schedule. Ten preference points were allotted for the Small Business Economic Development Advocacy Program, SBE Prime Contractor Program Affirmative Procurement Initiative, and ten preference points allotted for the M/WBE Prime Contractor Program Affirmative Procurement Initiative. Additional categories of consideration included references and financial qualifications.
On August 24, 2020, the evaluation committee met to score the proposals. Once individual scores were submitted and finalized, aggregate scores for each respondent were then presented. Cordico, Inc. received the highest ranking and was recommended for award by the evaluation committee.
The initial term of the agreement shall begin upon the effective date of the ordinance awarding this contract and shall terminate on the third anniversary of the effective date. Two additional one-year renewals at the City’s option shall also be authorized by this ordinance.
ISSUE:
This contract will provide the San Antonio Fire Department (SAFD) with a contract for the necessary subscription-based services for a mobile application software to enhance the behavioral health and well-being services provided to San Antonio Fire Department (SAFD) employees and their families.
The Goal Setting Committee applied the Small and Minority/ Women-Owned Business Enterprise Prime Contract (SBEDA) Program with ten (10) SBE Prime Contract Program evaluation preference points awarded to a vendor if they are certified as SBE located within the San Antonio Metropolitan Statistical Area and ten (10) M/WBE Prime Contract Program evaluation preference points awarded to a vendor if they are certified as M/WBE located within the San Antonio Metropolitan Statistical Area. However, Cordico, Inc. was not eligible to receive any preference points.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business (VOSB) Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the Fire Department’s Wellness Center will continue to provide psychological services, but at a much slower pace, by scheduling appointments for one-on-one counseling instead of providing on-demand access to a variety of behavioral health tools and outlets.
FISCAL IMPACT:
The initial subscription-based services, implementation costs and on-going annual subscription costs of $49,500.00 is available from the FY 2021 General Fund Budget. Funding for future fiscal years of this contract is subject to City Council approval of the annual budget.
RECOMMENDATION:
Staff recommends approval of this contract with Cordico, Inc. to provide a subscription-based mobile application for wellness services for the San Antonio Fire Department in the amount of $49,500.00 annually.
This contract was procured on the basis of Competitive Sealed Proposals and a Contract Disclosure Form is required.