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SR 02-13-2018 3F City Council Report City Council Meeting: February 13, 2018 Agenda Item: 3.F 1 of 4 To: Mayor and City Council From: Joseph Cevetello, Chief Information Officer, Information Services Department, Customer Experience and Support Subject: Second Modification to Police and Fire Dispatch Software Maintenance and Support Agreement Recommended Action Staff recommends that the City Council authorize the City Manager to; 1. Negotiate and execute a second modification to agreement #9087-CSS in the amount of $1,200,000 with Public Safety Systems, Inc. (PSSI), a Maryland-based company, to provide software maintenance and support for the public safety dispatch, records management and mobile data systems. This five-year extension will result in a 15-year amended agreement with a new total amount not to exceed $2,453,390 with future year funding contingent on Council budget approval and; 2. Authorize the Purchasing Services Manager to issue purchase orders with PSSI for the purchase of software and software licenses utilizing an exception to the competitive process per SMMC 2.24.080(d), in an amount not to exceed $750,000 with future year funding contingent on Council budget approval Executive Summary The Police and Fire Departments utilize highly sophisticated and specialized software for dispatching, records management and mobile data systems developed by and purchased from Public Safety Systems, Inc. Police and Fire periodically need to purchase new software modules and additional software licenses and to have interfaces (also developed by Public Safety Systems, Inc.) to connect to other third-party systems associated with dispatching, records management and mobile data systems. Staff seeks to extend the existing Software Maintenance and Support Agreement with Public Safety Systems, Inc. in an amount of $1,200,000 combined with additional authority to purchase software and software licenses for use with mobile phones/tablets and integration with the City’s Computer Aided Dispatch system, Closed-Circuit Television System, 9-1-1 System and Fire Station Alerting System, as needed, in an amount of 2 of 4 $750,000. This would result in a new total contract amount not to exceed $3,203,390 over a 15-year period. Background Public Safety Systems, Inc. provides the Computer Aided Dispatch (CAD) and mobile data systems used by the Office of Emergency Management Public Safety Communications Center, the Police and Fire Departments to allow for comprehensive public safety resource management from a single software platform. The integrated CAD and mobile data systems also integrate Police’s Records Management System (RMS). The RMS enables Police to electronically process incident/crime reports and related information from computers and mobile phones/tablets, fulfill various statistical reporting needs both locally and to State and Federal agencies and interface systems with various third-party applications used for crime mapping, data management and data sharing. On July 14, 2009 (Attachment A), Council authorized a contract with Public Safety Systems, Inc. for software maintenance and support in an amount not to exceed $560,000 for a period of five years, through June 30, 2014. Council subsequently approved a modification to the contract with Public Safety Systems, Inc. on October 14, 2014 to extend maintenance and support services through June 30, 2019, in an amount not to exceed $693,390 (Attachment B). Discussion During the last year, the Police Department has purchased additional software from Public Safety Systems, Inc. through the issuance of purchase orders not exceeding the threshold that would require Council approval. The software was purchased for use with mobile phones/tablets issued to Police Officers and field-based civilian personnel. The newly purchased software enables the Police Department personnel to retrieve data from and/or enter data into the CAD and RMS systems. The software also enables the Police Department personnel to perform routine queries of various Federal and State law enforcement computer systems such as checking for wanted persons, 3 of 4 validate restraining orders and confirm driver license status. The warranty period for the new software ends in March. Staff seeks approval to add the new software to the remaining term of the Software Maintenance Agreement to ensure ongoing support. Staff seeks the authority to purchase software and software licenses from Public Safety Systems, Inc. as required in an amount not to exceed $750,000 over a five-year period. Plans exist to expand the use of the software applications provided by Public Safety Systems, Inc., including deployment of new iOS-based mobile data software for the Fire Department, integration of the CAD system with the City’s Closed-Circuit Television (CCTV) system, integration of the CAD system with a new Fire Station Alerting System planned for 2018, integration of the CAD system with the Fire Department’s new contract ambulance company, and expansion of mobile device deployment for Police. All of the planned expansion will result in more efficient use and better integration of existing systems. The implementation requires complex integration with the existing systems which can be provided only by Public Safety Systems, Inc. Staff seeks the authority to extend the Software Maintenance Agreement for an additional five-year term for an amount not to exceed $1,200,000. The proposed extension would include maintenance of the existing CAD, RMS and mobile data systems, the recently purchased software for the Police Department’s mobile phones/tablets and for the future planned purchases of mobile data software for Police and Fire, CCTV, station alerting and CAD integrations and related applications. The mission critical software provided by Public Safety Systems, Inc. is highly specialized for emergency services and is tightly integrated with the various other computer systems utilized by the Office of Emergency Management, Police and Fire, including the City’s 9- 1-1 system, newly implemented radio system and various business applications. The CAD, RMS and mobile data systems have been enhanced and modified over the years to fully meet the City’s needs. In order to ensure the planned projects can be completed and ongoing support and maintenance of the existing systems provided by Public Safety Systems, Inc., and to protect the significant investment that has been made into the systems to date, an extension of the maintenance contract is needed. 4 of 4 Vendor/Consultant Selection A sole source maintenance with agreement with Public Safety Systems, Inc. is necessary to ensure ongoing support for the software systems. Purchase of additional licenses, software modules and interfaces for integration with the CAD, RMS and Mobile Data systems are available only from Public Safety Systems, Inc. as the License Holder of the source code. As specified in SMMC 2.24.080(d) Competition does not exist because only one vendor possesses the unique ability or capability to meet the particular requirements of the solicitation, such as a good or service that is copyrighted, patented or otherwise only available from one license holder. Financial Impacts & Budget Actions The contract modification to be awarded to Public Safety Systems, Inc. is $1,200,000 for an amended contract not to exceed $2,453,390. Funds for FY 2017-18 are available in the FY 2017-18 budget in the Police Department, Fire Department and other departments as required. The maintenance and support portion of the contract will be charged to accounts 01304.533580 and 01312.533580. Additional software purchases are funded from various budgets, including department operational budgets, grants and capital improvement projects. Software will only be purchased if funds are available in the appropriate account. Future year funding is contingent on Council budget approval. Prepared By: Eric Uller, Systems Analyst (Lead) - Public Safety Approved Forwarded to Council Attachments: A. July 14, 2009 Staff Report B. October 14, 2014 Staff Report C. 2017 Oaks Initiative REFERENCE: Modified Agreement No. 9087 (CCS)