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HomeMy WebLinkAboutItem 2f - Waive formal bid process and purchase and upgrade PS.NET SystemGgLTF O R.Vj�"i 1r 3 Ie<orp 190 5, t0 Augue[ �3 olu"ICY0 STAFF REPORT Police Department DATE: August 4, 2015 TO: Honorable Mayor and City Council FROM: Robert Guthrie, Chief of Police By: Audree Luevano, Records Manager Jennifer Brutus, Management Analyst SUBJECT: WAIVE THE FORMAL BID PROCESS AND AUTHORIZE THE PURCHASE AND UPGRADE OF THE PS.NET PUBLIC SAFETY SUITE SYSTEM BY EXECUTIVE INFORMATION SERVICES, INC., IN THE AMOUNT OF $277,075 Recommendation: Approve SUMMARY It is recommended that the City Council approve the purchase of an upgrade for the Police Department's Computer Aided Dispatch /Records Management System ( "CAD /RMS ") to be installed in the PS.Net Public Safety Suite system by Executive Information Services, Inc. ( "EIS "). The services provided in this upgrade include product installation, training, data conversion, hardware assurance, interface installation, and project management, which will ensure compatibility with EIS's current operating system. It also includes necessary equipment upgrades. BACKGROUND In 2000, the Police Department implemented CAD /RMS, a subsection of the PS.NET Public Safety Suite system provided by EIS. EIS has the proprietary rights /ownership to these programs and other law enforcement safety software programs used in the Department's daily operations centered on data management. Since 2003, the City has had a professional services agreement with EIS for public safety software system support; however, the agreement does not include software /system upgrades. DISCUSSION The CAD /RMS systems operate on a Microsoft and SQL Server platform. EIS recently redesigned their PS.NET Public Safety Suite to operate entirely on Microsoft.NET PS.NET Public Safety Suite System Upgrade by EIS, Inc. August 4, 2015 Page 2 of 3 technology. EIS has re- written their entire system including new codes and a new user interface, database, and infrastructure. Implementing an upgrade to the newest PS.NET Public Safety Suite is necessary considering our current CAD /RMS system is no longer supported by EIS. The new RMS system also requires reconfiguration of the Department's existing interfaces — Laserfiche and Coplink. The Laserfiche interface allows for direct upload of a police report from PS.NET directly into Laserfiche, and the Coplink interface allows the Los Angeles County Sheriff's Department to retrieve data from our RMS on a daily basis. These interfaces are important for data to become available to all police agencies and for registered users of Coplink. In addition, the In -Field Reporting (IFR) and Message Switch (M2) Upgrade, which are included in the recommended upgrade package, will allow the Justice Data Interface Controller (JDIC) to be processed through the new RMS program (vehicle and driver license inquiries, and vehicle, missing persons, property, and firearms entries). The cost to upgrade to the newest PS.NET Public Safety is $277,075. A breakdown of the upgrade costs are as follows: • EIS PS.NET CAD & RMS Upgrade $81,340 • SQL Server and User Licenses $20,000 • Database Server and Application Server $19,000 • 80 24" Widescreen Monitors $25,000 • Barcode scanner and 2 label printers $ 3,200 • IBM / Coplink Interface Re- mapping $39,535 • 12 Mobile workstations with monitors $89,000 The Department currently pays an annual support service fee of $25,872, or $2,156 per month, for the existing PS.NET Public Safety Suite, which does not include support service for the new upgrade. After installation of the new upgrade, EIS will provide the Department with support services pertaining to the upgrade at no cost during the first year. Beginning FY2016 -17, EIS will charge 24% more in support service fees to cover the new upgrade and the new annual support service fee will be $32,150, or $2,679 per month. EIS is considered a sole source vendor for upgrades to the PS.NET Public Safety Suite system. It is clear that upgrading our current system versus installing a new system results in a significant cost savings to the City of Arcadia. EIS has also proven to be a responsible and efficient software provider; and overall, the PS.NET Public Safety Suite enhances the Department's records management abilities. PS.NET Public Safety Suite System Upgrade by EIS, Inc. August 4, 2015 Page 3 of 3 FISCAL IMPACT The one time expenditure of $277,075 has been budgeted in the City's FY 2015 -16 Equipment Replacement Budget. RECOMMENDATION It is recommended that the City Council waive the formal bid process and authorize and direct the City Manager to execute an amendment to the Professional Services Agreement with Executive Information Services, Inc., for the purchase and upgrade of the Police Department's PS.NET Public Safety Suite system in the amount of $277,075. Approved, Dominic Lazza City Manager Attachments: Draft Amendment No. 12 AMENDMENT NO. 12 TO THE PROFESSIONAL SERVICES AGREEMENT WITH EXECUTIVE INFORMATION SERVICES, INC. FOR PSNET PUBLIC SAFETY SYSTEM PROJECT This Amendment No. 12 ( "Amendment No. 12 ") is hereby entered into by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and Executive Information Services, Inc. a Nevada Corporation, with respect to that certain Professional Services Agreement between the parties dated July 13, 2004 ( "the Agreement ") The parties agree as follows: 1. Section 3.1 of the Agreement is amended to provide that the Consultant will complete a new upgrade to the Department's existing PS.NET Public Safety Suite system during FY2015 -16 and promises and agrees to furnish to the City the Services described in the attached Exhibit "A ". 2. Section 3.2.2 of the Agreement is amended to provide that the Consultant shall perform the upgrade and have installation completed within six to eight months from the date of execution. The Schedule of the Services shall be performed on an annual basis, and may be extended by mutual agreement of the Parties on a year -by -year basis, as referenced in the attached Exhibit "B ". 3. Section 3.3.1 of the Agreement is amended to provide that for the upgrade, the City agrees to pay Executive Information Services, Inc. a total sum not to exceed two hundred seventy -seven thousand seventy -five dollars ($277,075.00), as referenced in the attached Exhibit "C ". 4. All of the remaining terms and provisions of the Agreement are hereby reaffirmed. [SIGNATURES ON NEXT PAGE] In witness whereof the parties have executed this Amendment No. 12 on the date set forth below. CITY OF ARCADIA Dominic Lazzaretto City Manager Dated: ATTEST: City Clerk APPROVED AS TO FORM: Stephen P. Deitsch City Attorney EXECUTIVE INFORMATION SERVICES, INC. Thomas S. King III CFO Dated: Nancy Jo Missler Secretary Dated: CONCUR: Robert Guthrie Police Chief EXHIBIT "A" SCOPE OF SERVICES Consultant shall provide the following components and services: • Project Management including Planning, Coordination, Implementation Management. EIS will develop an implementation plan following the project initiation meeting. • Installation Services including services provided by EIS installation staff required to install, configure and prepare the provided EIS software for daily use. Installation services related to Third party software is not included unless specifically specified within this proposal. Installation includes application software installation on user supplied computing platform, all table configuration, end -user training, network configuration, and similar activity. Installation also includes general network design consulting, network configuration, and installation and /or configuration of operating system software; including the Windows operating system and Microsoft SQL Server database management system. • Data Migration Services including services provided by EIS technical staff required to migrate the existing EIS system data from the legacy platform for use within the new system. Data Migration services related to Third party software is not included unless specifically specified within this proposal. • Training as mutually agreed by agency and EIS. EIS will provide a recommended training plan. Agency is responsible for insuring that personnel are available and free of regular duty assignments during scheduled training periods. Training will require approximately 8 hours per person. • Software - EIS system upgrade software. • Support Services. This software upgrade is provided under the existing support services agreement with the agency. Agencies not maintaining a current support agreement with EIS are not eligible for system upgrades. • CLETS /JDIC Entry Key Development for entries into the Automated Firearm System, Automated Property System, Missing Person System, and Stolen Vehicle System A -1 • RMS to CopLink Data Extraction Service this interface extracts records from EIS applications and generates an export file that can be read and used by CopLink. Export file to conform to the CopLink XML 63 standard in accordance with the "CoplinkXMLXchemaVersion63" document provided by CopLink. The City will provide the following: • Adequate training location with agreed upon number of training workstations to accommodate the number of personnel within the EIS time frame allocated for training. • Training location must be free from distractions and scheduling of staff will be uninterrupted for the duration of the training. • Remote access to agency network for installation and support. • On -Site work space to accommodate 4 -5 EIS personnel while on -site, to include: 100V power, internet access, network access, printer access. • Agency dedicated project manager dedicated to the project during planning and installation phases. • Agency IT support. • All required hardware conforming to EIS hardware specifications, unless specifically noted in this proposal, including servers, workstation hardware and peripheral support equipment, etc. • All required third party software conforming to EIS software specifications, unless specifically noted in this proposal, including operating systems, database licensing, peripheral support software, etc. A -2 IMMPTW:M SCHEDULE OF SERVICES Consultant shall perform the Upgrade during FY2015 -16 and have installation completed within six to eight months from the date of execution. Consultant represents that it has the professional and technical personnel required to perform the services in conformance with project conditions. In order to facilitate Consultant's conformance with the Schedule, City shall respond to Consultant's submittals in a timely manner. Upon request of the City, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services. The Schedule of the Services shall be performed on an annual basis, and may be extended by mutual agreement of the Parties on a year -by -year basis, pursuant to Section 3.1.2 of this Agreement. 1151 Exhibit "C" COMPENSATION The Agreement is amended to provide that the total compensation for the upgrade shall not exceed two hundred seventy -seven thousand seventy -five dollars ($277,075.00), as referenced in the attached proposal dated July 12, 2015. Consultant agrees to provide the City with support services for the upgrade at no cost during the first year of operation (FY2015 -16). The new annual support services fee will be $32,150 beginning FY2016 -17. C -1