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CONSIDERATION OF AUTHORIZATION FOR THE PURCHASE OF AUXILIARY SOFTWARE AND PROFESSIONAL SERVICES TO PROVIDE THE REQUIRED FOUNDATION AND PREPARATORY WORK NECESSARY TO COMPLETE THE PUBLIC SAFETY SOFTWARE PROJECT AND APPROVAL OF A BUDGET TRANSFER.
ACTION NEEDED: Motion to approve or reject authorization for the purchase of auxiliary software and professional services to provide the required foundation and preparatory work necessary to complete the Public Safety Software Project in the total amount of $410,240; and, if approved, transfer $410,240 from Project No. TR0089, 24th SE, Lindsey-Alameda, Design (050-9552-431.62-01) designating $348,240 to Computer Software (010-3021-419.53-04) and $62,000 to Telecommunications Equipment/Computer Software (010-4050-419.53-04).
ACTION TAKEN: ____________________________________
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BACKGROUND: After extensive review and analysis, on 12 July 2012, New World Systems of Troy, Michigan was selected as the vendor to begin contract negotiations for the Public Safety Computer Aided Dispatch (CAD), Police and Fire Records Management Systems (RMS), and Mobile Data Software (MDS) applications (RFP-1112-17). New World Systems was required to perform an on-site Demonstration of Licensed Functionality test whereby staff of the respective areas (Emergency Dispatch, Police Department Records, Fire Records, Police Investigations, Information Technology, etc.) prepared questions for the vendor to address in regards to functionality and technical specifications. This testing revealed that the City's current software infrastructure would require several upgrades to be ready to implement the Public Safety software. The fiscal year 2012-2013 budget anticipated the need for most of the upgrades, but the timing of the projects needs to be adjusted to meet the timelines inherent in the CAD/RMS project.
DESCRIPTION: The software and hardware upgrades that need to be completed prior to the installation of this public safety software are as follows:
· Citywide Microsoft Office 2003 upgrade to version Office 2010 - $411,750. The FYE 2013 budget included $83,010 for this project, anticipating that it would be paid for over three fiscal years. Estimated cost over FYE 2013 budget allocation - $328,740
· ArcGIS mapping software 9.2 SP3 upgrade to version 10.1 for all internal City users and software applications. Annual maintenance covers the cost of the software for this upgrade, but the new CAD/RMS systems will be based on the more current version of the ArcGIS mapping.
· ArcGIS public facing, for public viewing of Geographic Information System maps, must be upgraded to version 10.1 for compatibility with the upgraded ArcGIS mapping software. Estimated cost - $62,000
· ArcGIS upgrade will mandate an upgrade to the Cityworks work order system used by the City Action Center, Line Maintenance and Street Maintenance Divisions. Estimated cost - $19,500
RECOMMENDATION: Staff recommends the purchase of the hardware, software and professional services for the items listed above to provide the required foundation and preparatory work necessary to complete the public safety software project. Total cost of the above listed items is $410,240. Competitive quotations have been received for these various purchases as required by City Code and as detailed on the attachment. Vendors to be paid for these items and services are as follows:
Microsoft Office Upgrade; SHI Corporation, State Contract SW70120 = $411,750 ($328,740 in additional funds to the existing FYE 2013 Capital Fund allocation)
ArcGIS web mapping project:
ISG, LLC for hardware necessary, EMC equipment on State Contract SW206 = $52,000
Estimated professional support services requested to complete the project; $10,000
Cityworks work order software upgrade; Azteca Systems, Inc. = $19,500
Funds for these software and hardware purchases and professional support are available upon approval of the following recommended transfers:
The Citywide software upgrades to MS Office ($328,740), ArcGIS ($62,000) and CityWorks ($19,500) are recommended to be paid from a transfer of funds from the budgeted 24th SE Widening project, which will now be paid for by General Obligation Bond funds. It is recommended that a total of $410,240 be approved for re-allocation from 24th SE Widening, Design (account 050-9552-431.62-01; Project TR0089) to Computer Software (account 010-3012-419.53-04; $328,740 + $19,500); and Computer Software (account 010-4050-419.53-04; $62,000).