Primary Department: Purchasing
Primary Department Head/Elected Official: Kimberly J. Williams, JD
Secondary Department: Toll Road Authority
Secondary Department Head/Elected Official: Roberto Trevino
Regular or Supplemental RCA: Regular RCA
Type of Request: Contract - Renewal
Project ID (if applicable): N/A
Vendor/Entity Legal Name (if applicable): Electronic Transaction Consultants, LLC
MWBE Contracted Goal (if applicable):
MWBE Current Participation (if applicable):
Justification for 0% MWBE Participation Goal: Exempt - Sole Source
Grant Indirect Costs Rate (if applicable):
Justification for 0% Grant Indirect Costs Rate (if applicable): Choose an item.
Request Summary (Agenda Caption):
title
Request for approval of a sole source exemption from the competitive bid requirements and a renewal option with Electronic Transaction Consultants, LLC in the amount of $14,500,000 for Back Office Enhancement & Augmentation Toll Collection System (BEATS) for the Toll Road Authority for the period of September 1, 2026 - August 31, 2027, Justification for 0% MWBE Participation Goal: Exempt - Sole Source.
end
Background and Discussion:
On October 23, 2018, the County entered into an agreement with Contractor to provide services related to a Back Office Enhancement and Augmentation Toll Collection System (BEATS) for the Department (the “Master Agreement”).
On February 11, 2020, the Parties amended the Master Agreement to provide additional functionality to the In-House Collection Project to be compatible with the proprietary BackOffice Toll Collection System previously designed and implemented by Contractor for the Harris County Toll Road Authority.
On June 30, 2020, Harris County Commissioners Court approved the Second Amendment to the Master Agreement to add additional funds to pay for continued enhancements and upgrades to the In-House Collection Project to perform Administrative Hearing and Litigation Modules be compatible with the proprietary BackOffice Toll Collection System previously designed and implemented by Contractor for the Harris County Toll Road Authority.
On August 24, 2021, Harris County Commissioners Court approved the Third Amendment to the Agreement to add additional scope for On-Demand Training, Staffing and Support to be utilized on an as needed basis to support HCTRA and supplement training and triage of customer issues.
On August 2, 2022, Harris County Commissioners Court approved the Fourth Amendment to the Agreement to add additional scope for the migration of Central US Interoperability (CUSIOP) databases, hardware, applications and services to the Oracle Cloud Infrastructure (OCI), modify payment schedule of On-Demand Training, Staffing and Support to be utilized on an as needed basis to support HCTRA and supplement training and triage of customer issues and add additional funding.
On August 8, 2023, Harris County Commissioners Court approved the Fifth Amendment to the Agreement to add five (5) one (1) year renewal options.
On May 22, 2024, Harris County Commissioners Court approved the Sixth Amendment to the Agreement to add funding and to revise the CPI-U to CPI-W and cap the annual adjustment at 4%.
The County and Contractor now desire to amend the Master Agreement for the seventh time (“Seventh Amendment”) for the purpose of removing augmentation staff positions and resetting the limit of appropriation.
Expected Impact:
Not having these services in place would risk impacting the revenue stream.
Alternative Options:
As these are proprietary systems, this vendor is the only one who can efficiently provide these services. No other solutions are recommended for this identified need
County Strategic Plan Goal: N/A
County Strategic Plan Objective: N/A
Justice/Safety Initiative (Goal 1): N/A
Infrastructure Initiative (Goal 2): N/A
Economy Initiative (Goal 3): N/A
Health Initiative (Goal 4): N/A
Climate/Resilience Initiative (Goal 5): N/A
Housing Initiative (Goal 6): N/A
Additional notes related to the Strategic Plan:
Prior Court Action (if any):
|
Date |
Agenda Item # |
Action Taken |
|
10/23/2018 |
21.d.15 |
Original ESA approval for Back Office Enhancement and Augmentation Toll Collection System (BEATS) executed by Commissioners Court |
|
8/13/2019 |
18.d.18.b |
Renewal No. 1 |
|
2/11/2020 |
21.d.11.b |
Amendment No. 1 increased funding for additional scope |
|
6/30/2020 |
24.c.13.a |
Amendment No. 2 increased funding for enhancements and upgrades |
|
8/11/2020 |
19.c.12b |
Renewal No. 2 |
|
8/24/2021 |
287 |
Renewal No. 3 and Amendment No. 3 added additional scope for on- demand training, staffing and support |
|
8/22/2022 |
238 |
Amendment No. 4 increased funding for additional scope and modified the payment schedule of the on-demand training, staffing and support service |
|
8/23/2022 |
314 |
Renewal No. 4 |
|
8/8/2023 |
291 |
Amendment No. 5 added five (5) one-year renewal options |
|
8/29/2023 |
361 |
Renewal No. 5 |
|
5/16/2024 |
21 |
Amendment No. 6 increased funding for additional services |
|
10/29/2024 |
326 |
Renewal No. 6 |
|
8/7/2025 |
345 |
Renewal No. 7 |
|
4/16/2026 |
257 |
Amendment No. 7 Approval |
Location:
Address (if applicable): N/A
Precinct(s): Choose an item.
|
Fiscal and Personnel Summary |
|
Service Name |
Back Office Enhancement & Augmentation Toll Collection System (BEATS) for the Harris County Toll Road Authority |
|
|
|
Current Fiscal Year Cost |
Annual Fiscal Cost |
|
|
Labor |
Non-Labor |
Total |
Recurring Expenses |
|
Funding Sources |
|
|
Existing Budget |
|
|
|
|
|
Revenue - TRA |
$ |
$14,500,000.00 |
$14,500,000.00 |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Existing Budget |
$ |
$14,500,000.00 |
$14,500,000.00 |
$ |
|
Additional Budget Request (Requires Fiscal Review Request Form) |
|
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Additional Budget Request |
$ |
$ |
$ |
$ |
|
Total Funding Sources |
$ |
$14,500,000.00 |
$14,500,000.00 |
$ |
|
Grants - Proposed Budget (For Grants Items only) |
|
|
Labor |
Non-Labor |
Total |
No. of Grant Years |
|
Local Match Source - Existing Budget: Choose an item. |
$ |
$ |
$ |
|
|
Local Match Source - Additional Budget Request: Choose an item. |
$ |
$ |
$ |
|
|
Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
|
|
Personnel (Fill out section only if requesting new Position Control Numbers (PCN)s) |
|
|
Current Position Count for Service |
- |
- |
- |
- |
|
Additional Positions Request |
- |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
- |
|
County Attorney’s Office Legal Review (for Harris County Code Items only) |
|
CAO Reviewer Name and Title |
|
CAO Review Completion Date |
Click or tap to enter a date. |
Anticipated Court Date: 7/30/2026
Anticipated Implementation Date (if different from Court date): Click or tap to enter a date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Contact(s) name, title, department: Nicole Stuttz, Chief of Staff, Harris County Toll Road Authority; Gisselle Zapata, Sr. Contract Manager, Purchasing
Attachments (if applicable): Letter