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CONTRACT K-1920-101: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND TYLER TECHNOLOGIES, INC., FOR THE PROVISION OF MOBILE SOFTWARE LICENSING AND MAINTENANCE IN THE AMOUNT OF $125,310 FOR CONTINUATION OF SERVICES FOR AND WITHIN THE COMPUTER AIDED DISPATCH (CAD), POLICE RECORDS MANAGEMENT SERVICES (RMS), AND MOBILE DATA NETWORK (MDN) PROJECT.
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BACKGROUND: The original contract for this project was K-1213-125, which was originally approved by the City Council on December 18, 2012. Prior to obtaining the services under this contract, the City of Norman emergency responders (police and fire) had been using multiple databases and software solutions to satisfy minimum response and reporting needs, which applications and database infrastructures had proven to be an inefficient and unreliable solution. The previous system created multiple serious issues, including delays, lock-ups, lengthy data back-ups computer process unit (CPU) spikes, and field-reporting limitations. Following a needs assessment performed by RCC Consultants, pursuant to K-1011-133, it was determined that replacement of the City’s CAD, RMS and MDN applications was warranted. New World Systems of Southfield, Michigan was chosen through a bid process with RCC Consultants’ assistance, including thorough due diligence and evaluation of the applicants in light of the breadth of the City’s needs. The goal for the New World contract was for the City to invest in an integrated database system and to transfer necessary data for the purpose of reducing redundant data entry, improving application response, and enhancing public safety workflow, which would ultimately increase personnel efficiency and public service.
Since the City proceeded under the contract with New World, several situations arose in which New World and the City identified particular needs that were different or in addition to those initially realized at the time of the bid or the original approval of K-1213-125. Over the course of these years, a merger resulted in a transition of the contract work from New World to Tyler Technologies, Inc. of Plano, Texas (“Tyler”). Amendment No. 1 to K-1213-125, approved by City Council on February 12, 2019, formally substituted Tyler for New World as a party to the original contract and issued final payment on K-1213-125 as a close to “Phase I” of these services. This contract addresses the anticipated necessary “Phase II” services from Tyler.
DESCRIPTION: The software and services now recommended for approval as Contract K-1920-101 relate to continued provision of mobile software licensing and maintenance. As set forth in the attached Contract K-1920-101, Tyler will provide these software and services for a period of twelve months, at an agreed-upon cost of $125,310. This cost was offered to the City as a special incentive and City Staff is satisfied with the value of the goods received. Because of the City’s utilization of Tyler’s software, Tyler is the sole provider and this contract was not re-bid, pursuant to City Code Section 8-204.
RECOMMENDATION: Staff recommends that the City Council approve Contract K-1920-101 with Tyler Technologies, Inc., for software and services totaling $125,310. Funds are available for these software and services are in the Public Safety Sales Tax Fund, Telecommunications Equipment/Computer Software (15661115-45304).