HomeMy WebLinkAboutItem 16 - PIA SoftwareMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: JULY 1, 2025
SUBJECT: ANNUAL RENEWAL OF JUSTFOIA PUBLIC INFORMATION ACT
SOFTWARE
RECOMMENDATION: City Council to consider approval for the annual renewal of JustFOIA
Public Information Act request processing software from JustFOIA Inc. for
the City Secretary's Office.
FUNDING SOURCE: Funds are available in the General Fund (City Secretary) for an amount
not to exceed $15,588.
BACKGROUND: This request is for the annual renewal of JustFOIA software that is used to
process Public Information Act requests. The software allows citizens to
submit their requests through an online portal. Staff is able to route
requests to departments who can upload responsive records for review by
the City Secretary's Office, who can then release the records to the
requester. The amount of requests continues to grow each year. The CSO
processed 578 requests in Fiscal Year 2022 and 703 requests in Fiscal
Year 2024. Currently, an average of 62 requests are processed each
month. The software has features, including tracking of requests,
corresponding with the requestor, and creating reports that allows for
better management of PIA requests.
This purchase will be made in accordance with an existing interlocal
agreement with The Texas Department of Information Resources (DIR) as
allowed by Texas Local Government Code, Chapter 271 and Texas
Government Code, Chapter 791.
Bids were taken by the Cooperative and a contract was awarded to
JustFOIA Inc. The City Secretary's Office and Purchasing staff reviewed
the contract for departmental specification compliance and pricing and
determined that the contract would provide the best product and pricing
for meeting the needs of the City.
Staff recommends approval
TB/TM