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Department: Police
Director: Ed Drain, Police Chief
Agenda Item: Police Off-Duty Management Services
Recommended Action: Purchase from an Existing Contract
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Item Summary
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To approve the purchase of Police Off-Duty Management Services for a one (1) year contract with four (4) one-year City optional renewals for the Police Department in the estimated total amount of $2,500,000 from Hart Halsey LLC dba Extra Duty Solutions through an existing contract; and authorizing the City Manager to execute all necessary documents. (PCA OD-370-22)
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Previous Action/Presentation
On July 22, 2024, City Council approved an increase to the current awarded contract amount of $0 by an estimated amount of $270,000 for a six (6) month contract for management of all secondary employment activities of Plano Police Officers from Extra Duty Solutions (EDS) for the Police Department. (City of Plano Contract No. 2023-0243-OA, Modification No. 2)
On December 17, 2024, City Council approved an increase to the current awarded contract amount of $270,000 by an estimated amount of $270,000 for a six (6) month contract for management of all secondary employment activities of Plano Police Officers from EDS for the Police Department. (City of Plano Contract No. 2023-0243-OA, Modification No. 3)
Background
In June 2023, the City of Plano executed an agreement with Hart Halsey LLC dba Extra Duty Solutions to comprehensively manage all secondary employment activities of Plano Police Officers. The initial agreement would have placed the responsibility of paying Hart Halsey LLC dba Extra Duty Solutions fees on businesses using off-duty police officers for security related work. After some discussion, City Management and City Council agreed to pay the fees associated with using Hart Halsey LLC dba Extra Duty Solutions and have extended the contract through July 28, 2026. For the first year of using Hart Halsey LLC dba Extra Duty Solutions, $540,000 or $45,000 a month was the approved budget. With the latest 12-month extension from July 2025 to July 2026, we budgeted $480,000 or $40,000 a month. To date, the Hart Halsey LLC dba Extra Duty Solutions invoices have been paid out of the City’s non-departmental fund.
Since we began using this program, the total fees paid to Hart Halsey LLC dba Extra Duty Solutions have been $907,374 or approximately $39,451 a month. This total represents 23 months of fees (we have not paid or received a bill for June 2026 services).
After almost two years of using Hart Halsey LLC dba Extra Duty Solutions, it has proven to be an effective solution for managing off-duty employment. The key needs identified for a successful off-duty management system are being met. Hart Halsey LLC dba Extra Duty Solutions has significantly reduced the number of hours police department staff spend coordinating and overseeing off-duty assignments.
The contract for Hart Halsey LLC dba Extra Duty Solutions is up for renewal on July 28, 2026, and the Police Department would like to continue using this service for managing police officer off-duty assignments.
The City is authorized to purchase from a cooperative purchasing program with another local government or a local cooperative organization pursuant to Chapter 271 Subchapter F of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (City of Frisco, BVB #2212-016 & City of Plano Contract No. 2026-0546-OA)
Financial Summary/Strategic Goals
This item approves a one (1) year contract with four (4) additional one (1) year optional renewals to manage the Police Department's secondary employment activities. The estimated total to be spent, if all renewals are used, is $2,500,000 (or $83,333 for the remainder of FY 2025-26, $500,000 per year in FY 2026-27 through 2029-30, and $416,667 for a portion of FY 2030-31). Funds are available in the General Fund budget, and all future year expenditures will occur within council approved appropriations.
Approval of this contract relates to the City of Plano’s Strategic Plan Critical Success Factor of Residential and Commercial Economic Vitality.