REPORT TO THE CITY COUNCIL
April 4, 2019
FROM: JERRY DYER, Chief of Police
Police Department
BY: DONALD GROSS, Captain
Communications/Data Analysis Bureau, Support Division
SUBJECT
Title
Authorize the Chief of Police to execute an agreement with Broadcast Microwave Services, Inc. (dba Data911) in the amount of approximately $378,250, over an 18 month period, for maintenance of Police Computer Aided Dispatch (CAD), Mobile Report Entry System (RPW/RX), Auto Vehicle Location (AVL) System and additional supporting peripheral software systems previously provided by Data911.
Body
RECOMMENDATION
The contract represents the best interests of the City of Fresno and the citizens being served. It is recommended that the City Council approve the agreement.
This agreement follows negotiations; where, both Broadcast Microwave Systems, Inc. and the City of Fresno have mutually agreed upon a contract that will assure the ongoing operational continuity of the Police Department to meet ongoing needs of public safety. The costs presented are reasonable and reflect adjustments indicative of the ongoing economic challenges faced by the City of Fresno; while, also ensuring that the ongoing real-time and accurate information processing needs of the Police Department continue to be met.
EXECUTIVE SUMMARY
Council approval is being sought to authorize the City of Fresno to enter into a contract with Broadcast Microwave Systems, Inc. dba Data911 for the periods of FY20 and FY21. The term of the contract will be July 1, 2019, and end December 31, 2020.
Existing technology has been used over the past nineteen years successfully through an agreement with Data911 that will expire on June 30, 2019. Because Data911 has intellectual property rights to the existing software, no other vendor can provide updates or support for the City. The alternative, which is another web based system, would increase costs dramatically.
BACKGROUND
The City and Data911 entered into a contract on or about December 17, 1997, for City’s purchase of a turnkey Field Automation System (FAS) for the Fresno Police Department. On December 2, 2003, additional changes required the parties to enter into a software enhancement services and hardware extended warranty agreement as part of the FAS Contract, which expired on September 2, 2009. In November 2010, a contract to extend these services and provide additional enhancements was approved and the City exercised both of its options to extend that agreement through June 30, 2014. In October of 2014 another contract was negotiated to extend these services was approved and the City exercised both of its options to extend the agreement through June 30 of 2019.
The 2003 agreement included annual payments over five years averaging $450,000 per year. A major portion of these payments reimbursed Data911 for the acquisition of hardware and software for all patrol vehicles. At the end of the 2003 agreement (September 2009), Police staff analyzed the 2003 agreement and identified that, excluding hardware purchases, the cost for maintenance and software licensing averaged approximately $268,000 per year. This average of $268,000 per year provided software licensing, software updates, and hardware coverage to both our patrol fleet and investigative desktop computers, where Data911 software is used extensively.
To fulfill the original requirements of the FAS Contract, the parties desire to enter into this Agreement by setting forth the terms and conditions for the provision of software support services. During the contract period of June 2014 through June 2019, Data911 provided quarterly updates and met all original contract obligations. It is in the City’s long term interest to continue this business relationship to support Police public safety information capture and data processing operations.
ENVIRONMENTAL FINDINGS
Not applicable since the agreement doesn’t constitute a project.
LOCAL PREFERENCE
Local preference was not given because no local companies are qualified to service the software used by the Police Department; Data911 has exclusive intellectual property rights to provide updates to their software.
FISCAL IMPACT
Funds for FY20 will be included in the FY 20 budget if approved. No increase to the existing General Fund is anticipated through FY21. The established FY19 contract cost will continue for 18 months through the first half of FY21. For the first 6 months of FY 20 both RMS (Records Management System) and CAD support will be contracted. For the last 6 months of FY 20, only CAD support will be contracted as the department will have transitioned to a new RMS system by that time. For the first 6 months of FY 21 the department will contract for CAD support only, as the department will transition to a new CAD system during that time frame. The expense periods and respective amounts are as follows:
|
Software Licensing and Maintenance |
|
Fiscal Year |
Period Covered |
Amount |
|
FY 20 |
July 1, 2019 through June 30, 2020 |
$ 264,638 |
|
FY 21 |
July 1, 2020 through December 31, 2020 |
$ 113,587 |
|
Total |
$ 378,225 |
DHG/rev 2/27/19
Attachments:
01.0 - Agreement - D911 - SES and MDS Extended Warranty - 2019
02.0 - Consolidated Exhibits
03.0 - Uniquely Qualified Memo