AGENDA CAPTION:
Title
Consider approval of Resolution 2025-111R, approving an agreement with FreeIT Data Solutions, through the Texas Department of Information Resources (DIR), for data management software for a five-year term in the amount of $288,170.00; authorizing the City Manager, or her designee, to execute the contract on behalf of the city; and declaring an effective date.
Body
Meeting date: June 3, 2025
Department: Information Technology
Amount & Source of Funding
Funds Required: $288,170.00
Account Number: 10001117.60125
Funds Available: Yes
Account Name: Computer Equipment
Fiscal Note:
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Background Information:
As our organization continues to experience rapid data growth, the need for scalable, secure, and well-audited file storage has become essential. From digital service delivery to compliance with public records laws, the City generates and retains vast amounts of sensitive and operational data across departments. Without proper oversight, this growth can lead to increased cybersecurity risks, storage inefficiencies, and noncompliance with state and federal regulations.
To ensure compliance, strengthen cybersecurity, and improve operational visibility, the City is implementing a data management software solution that includes capabilities for data classification, auditing, and directory management. These tools will allow us to identify sensitive data, monitor access and activity, and support better identity and permissions governance across departments.
This solution will help the City:
• Discover, classify, and secure sensitive data such as PII, HIPAA, legal records, and confidential files.
• Audit user behavior and access to data across critical systems and file shares.
• Support the implementation of retention policies.
• Improve data hygiene by identifying redundant, outdated, and trivial files.
The total 5-year cost for the data management software solution is $288,170, which includes Implementation services, Directory and identity management functionality, Data classification and auditing capabilities.
This project is a planned and budgeted capital outlay, funded through the Capital Outlay Project. Procurement will occur under the Texas Department of Information Resources (DIR) Purchasing Cooperative Contract #DIR-CPO-4863 for FreeIT Data Solutions (City Contract #2025-140). This ensures competitive pricing and compliance with public procurement standards and Local Government Code, Chapter 271, which authorizes the City to participate in cooperative purchasing programs such as DIR.
We are proposing a one-time, 5-year upfront investment as Capital Outlay funds are available this fiscal year. A multi-year agreement secures long-term pricing, provides upfront discounts of $125,450, and avoids recurring budget pressures.
This project represents a strategic and fiscally responsible investment in the City’s long-term IT and data governance infrastructure. By leveraging currently available capital funding, we can proactively address data sprawl, enhance security, support compliance, and position the organization for future cloud-based services and modernization initiatives.
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Recommendation:
Staff recommends the procurement award of this product to FreeIT Data Solutions, for the one-time cost of $288,170 that will include five-years of maintenance and support services, through Texas Department of Information Resources.