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Home My WebLink About02 - CC-3 - Public Safety Software License and Servi - 7/19/2016CITY COUNCIL AGENDA REPORT MEETING DATE: July 19, 2016 ITEM NUMBER: CC -3 SUBJECT: Public Safety Software License and Services Agreement DATE: July 12, 2016 FROM: Information Technology Department PRESENTATION BY: Steve Ely, I.T. Director CONTACT: Steve Ely, I.T. Director, 714-754-4891 RECOMMENDATION: Staff recommends that City Council authorize the City CEO to sign the Purchase Requisition in the amount of $111,910.01, to fund the Software Maintenance Agreement with SunGard Public Sector Inc. from August 1, 2016 through July 31, 2017. BACKGROUND: On July 23, 2013, the City entered into a Software License and Services Agreement and Software Maintenance Agreement with SunGard for Computer Aided Dispatch (CAD), Records Management System (RMS), mobile applications, message switch, and related public sector services for use by the Police and Fire Departments. The Software Maintenance Agreement automatically extends on a year-to-year basis unless either party notifies the other in writing of its intent not to renew. The requested funding is for maintenance support for a term of one (1) year commencing from August 1, 2016 through July 31, 2017. The funding is necessary for proper maintenance of the current CAD -RMS system. ANALYSIS: Both Police and Fire Departments rely heavily on these applications to perform their daily functions of providing public safety services to the citizens of Costa Mesa. Without these applications, their (PD's and FD's) functionality would be significantly disrupted. Calls to 911 would have to be handled using a manual system. Connectivity to the Department of Justice would be compromised, and access to critical information may be lost. The proper operation of these applications are critical to the 24/7 operation of both Departments. ALTERNATIVES CONSIDERED: The option for support from alternative vendors is not available for these products at this time. SunGard is the alternative vendor that has replaced Motorola. FISCAL REVIEW: Funding for this Agreement is included in the 2016-17 fiscal year adopted budget. LEGAL REVIEW: The City Attorney has reviewed this agenda report and its attachments. SB 331 does not apply because no contract negotiations are involved (Public Contract Code section 22178(a)). CONCLUSION: Approving the Purchase Requisition for the Software Maintenance Agreement with SunGard will provide the support needed to maintain important systems utilized by the Fire and Police Departments. STEVEN A. ELY I.T. Director STEPHEN DUNIVENT Interim Finance Director THOMAS P. DUARTE City Attorney ATTACHMENTS: 1. SunGard's Renewal Quote 2. SunGard's List of Licenses and Services for Costa Mesa 3. Purchase Requisition E SunGard Public Sector Inc. 4°°°ax:3 Court885-5 High Point, mn 2'265- ATTACHMENT 1 Phone: 336-885-0911 -Fax: 336-885-5329 -Email: ronald.jacobs@sungardps.com SUNGARD° Add -On Quote Date Quote # Acct Mg PUBLIC SECTOR 07/06/16 GSOQ2392 I Ronald Jacobs Quote Prepared For: City of Costa Mesa, CA Steve Ely 77 Fair Drive Costa Mesa, CA 92626 Qty Part Nurnbe, Product Description Unit Price ExtendedAnnual Price Maintenance SOFTWARE MAINTENANCE RENEWAL $111,910.01 $111,910.01 $0.00 Software Maintenance Renewal for the Period of 8/1/16 - 7/31/17 Between SunGard Public Sector LLC a Florida corporation with headquarters at: 1000 Business Center Drive Lake Mary, FL 32746 and City of Costa Mesa, A California Municipal Corporation 77 Fair Drive Costa Mesa, CA 92626 This quote is valid until 08/01/16 r-70,77 r— r_'_$0.00 This Quote constitutes an Amendment to the Software License & Services Agreement and the Maintenance Agreement (together, the "Contract and Agreement'D by and between the parties hereto. The product and pricing information detailed above comprises the "Exhibit 1" schedule attached to this Amendment. Except as otherwise provided herein, all terms and conditions of the Contract and Agreement shall remain in full force and effect. Any interfaces fisted above are interfaces only. Customer shall be responsible for obtaining the applicable software, hardware and system software from the appropriate third parry vendor. Any software applications fisted above which are solely owned by SunGard Public Sector are "Component Systems" under the provisions of the Contract and Agreement. Before signing this Quote, please contact your Account manager if you are not certain which software applications are owned by SunGard Public Sector. Any hardware or other third party products and services fisted above, including third parry software, are "Pay Agency Products" under the provisions of the Contract and Agreement. For training and on -sire project management sessions which are cancelled at the request of Customer within fourteen (14) days of the scheduled start date, Customer is responsible for entire price of the training or on-site project management plus incurred expenses. Payment Terms are as Follows: License, Project Management, Hardware and Third Party Software Fees are due upon execution of this Quote. Installation is due upon completion. Custom Modifications, Development, Conversion, Hardware and Third Party Software Implementation is due 50% on execution of this Quote, and 50% due upon invoice, upon completion. Unless otherwise provided, other Professional Services are due monthly, as such services are delivered. Additional services, if requested, will be invoiced at then -current rates. Training and Travel/Living expenses are due as incurred monthly. Any shipping charges shown are estimated only - actual shipping charges will be due upon delivery. SunGard Public Sector Application Annual Support - the initial term of Maintenance and Support Services is included in License Fees and begins upon execution of this Quote and extends for a twelve (12) month period. Subsequent terms of support will be for twelve (12) month periods, commencing at the end of the initial support period. Support fees shown for the second tern of support shall be due prior to the start of that term. Fees for subsequent terms of support will be due prior to the start of that term at the then prevailing rate. Third Party Application Annual Support Fees - payment terms shall be as provided by the Third Party to Customer with the exception that any fees listed above for the initial term of support are due upon execution of this Quote. 7/6/2016 14x0:42 SUNGARW PUBLIC SECTOR GSOQ2392 Page 2nf2 OSSI Code Customer Contract # Application Qty 8/1/15-7/31/16 8/1/16-7/31/17 4345 City of Costa Mesa 130585 OSSI Base Computer Aided Dispatch System 1 $ 7,696.00 $ 7,696.00 4345 City of Costa Mesa 130585 OSSI Additional CAD Console License 4 $ 2,080.00 $ 2,080.00 4345 City of Costa Mesa 130585 OSSI First CAD Map Display and Map Maintenance Software License 1 $ 720.00 $ 720.00 4345 City of Costa Mesa 130585 OSSI Additional CAD Map Display Client License 6 $ 1,440.00 $ 1,440.00 4345 City of Costa Mesa 130585 OSSI CAD Client AVL License 7 $ 2,240.00 $ 2,240.00 4345 City of Costa Mesa 130585 OSSI E911 Interface Module 1 $ 800.00 $ 800.00 4345 City of Costa Mesa 130585 OSSI - LAN Client License for Message Switch 8 $ 256.00 $ 256.00 4345 City of Costa Mesa 130585 OSSI CAD Resource Monitor Display License with Maps Client 8 $ 1,280.00 $ 1,280.00 4345 City of Costa Mesa 130585 OSSI Map Converter Software 1 $ 560.00 $ 560.00 4345 City of Costa Mesa 130585 OSSI Telestaff Interface 1 $ 880.00 $ 880.00 4345 City of Costa Mesa 130585 OSSI - MOSCAD to CAD Interface 1 $ 1,200.00 $ 1,200.00 4345 City of Costa Mesa 130585 OSSI Rip and Run Printing/Faxing Module 1 $ 800.00 $ 800.00 4345 City of Costa Mesa 130585 OSSI Alpha Numeric Paging Module 1 $ 800.00 $ 800.00 4345 City of Costa Mesa 130585 OSSI Interface to Pagegate 1 $ 160.00 $ 160.00 4345 City of Costa Mesa 130585 OSSI Site License Base Records Management System 1 $ 11,600.00 $ 11,600.00 4345 City of Costa Mesa 130585 OSSI Bar Coding Server License 1 $ 912.00 $ 912.00 4345 City of Costa Mesa 130585 OSSI Basic Accident Module 1 $ 672.00 $ 672.00 4345 City of Costa Mesa 130585 OSSI Notification Module 1 $ 1,712.00 $ 1,712.00 4345 City of Costa Mesa 130585 OSSI RMS Map Display and Pin Mapping License 1 $ 1,200.00 $ 1,200.00 4345 City of Costa Mesa 130585 OSSI Agency Asset Management Module 1 $ 128.00 $ 128.00 4345 City of Costa Mesa 130585 OSSI Bar Coding Hand -Held Client License (Each) 1 $ 150.00 $ 150.00 4345 City of Costa Mesa 130585 OSSI Bike Registration Module 1 $ 128.00 $ 128.00 4345 City of Costa Mesa 130585 OSSI Document Scanning and Storage 1 $ 1,072.00 $ 1,072.00 4345 City of Costa Mesa 130585 OSSI - Link Analysis Module 1 $ 3,344.00 $ 3,344.00 4345 City of Costa Mesa 130585 OSSI Property and Evidence Module with Barcode 1 $ 448.00 $ 448.00 4345 City of Costa Mesa 130585 OSSI - SunPro Fire Interface 1 $ 880.00 $ 880.00 4345 City of Costa Mesa 130585 OSSI Police to Police Annual Subscription Fee 1 $ - $ - 4345 City of Costa Mesa 130585 OSSI Training Module 1 $ 288.00 $ 288.00 4345 City of Costa Mesa 130585 OSSI Crime Analysis Module - Client License 1 $ 1,008.00 $ 1,008.00 4345 City of Costa Mesa 130585 OSSI - Crime Analysis Plus Module 1 $ 3,344.00 $ 3,344.00 4345 City of Costa Mesa 130585 OSSI Calls for Service Module 1 $ 128.00 $ 128.00 4345 City of Costa Mesa 130585 OSSI Sex Offender Module 1 $ 1,216.00 $ 1,216.00 4345 City of Costa Mesa 130585 OSSI Accident Wizard Base Server License 1 $ 600.00 $ 600.00 4345 City of Costa Mesa 130585 OSSI Accident Wizard Workstation License Client 25 $ 760.00 $ 760.00 4345 City of Costa Mesa 130585 OSSI Felony Registration Module 1 $ 128.00 $ 128.00 4345 City of Costa Mesa 130585 OSSI - Intelligence Module 1 $ 608.00 $ 608.00 4345 City of Costa Mesa 130585 Gang Profile Module 1 $ 608.00 $ 608.00 4345 City of Costa Mesa 130585 OSSI Professional Standards (Internal Affairs) Module Client 1 $ 1,408.00 $ 1,408.00 4345 City of Costa Mesa 130585 OSSI Review Module for Field Reporting 1 $ 4,224.00 $ 4,224.00 4345 City of Costa Mesa 130585 OSSI - QuarterMaster Module 1 $ 448.00 $ 448.00 4345 City of Costa Mesa 130585 OSSI Base Mobile Server Software Site License 1 $ 4,960.00 $ 4,960.00 4345 City of Costa Mesa 130585 OSSI MCT Client for Digital Dispatch 72 $ 8,064.00 $ 8,064.00 4345 City of Costa Mesa 130585 OSSI Mobile Client Maps 72 $ 1,152.00 $ 1,152.00 4345 City of Costa Mesa 130585 OSSI - MFR Client- Base Incident/Offense 72 $ 9,216.00 $ 9,216.00 4345 City of Costa Mesa 130585 OSSI - MFR Client MOBLAN - Site License 25 $ 1,600.00 $ 1,600.00 4345 City of Costa Mesa 130585 OSSI AVL Server Host License 1 $ 4,208.00 $ 4,208.00 4345 City of Costa Mesa 130585 OSSI Client AVL Mobile License 72 $ 1,152.00 $ 1,152.00 4345 City of Costa Mesa 130585 OSSI - MFR - Client Arrest 72 $ 3,456.00 $ 3,456.00 4345 City of Costa Mesa 130585 OSSI - MFR Client - Accident Reporting 72 $ 4,608.00 $ 4,608.00 4345 City of Costa Mesa 130585 OSSI - STATE/NCIC Messaging Software 1 $ 1,440.00 $ 1,440.00 4345 City of Costa Mesa 1130585 JOSSI Police to Citizen 1 $ 1,120.00 $ 1,120.00 4345 City of Costa Mesa 130585-1 OSSI Site License Jail Management System Module - to inclued: JMS BASE - Jail Management System 1 $ 2,960.00 $ 2,960.00 4345 City of Costa Mesa 130585-1 OSSI State Livescan Interface 1 $ 1,360.00 $ 1,360.00 4345 City of Costa Mesa 130585-1 OSSI Pawn Batch Ticket Processing Module 1 $ 240.00 $ 240.00 4345 City of Costa Mesa 130585-1 OSSI Pawn Shop/Pawn Watch 1 $ 208.00 $ 208.00 4345 City of Costa Mesa 130585-1 OSSI - MFR Property & Evidence Voucher - Site License 1 $ - $ - 4345 City of Costa Mesa 140014 OSSI - MFR Client MOBLAN - Site License 1 $ - $ - 4345 1 City of Costa Mesa 1130585 JOSSI RMS Custom Modification - OCATS/CLETS Interface 11 See Below $ 8,240.01 Total $ 103,670.00 $ 111,910.01 Prorated 7 Mos. Code lCustomer jContract# jApplication Qty 1/1/16-7/31/16 8/1/16-7/31/17 4345 ICity of Costa Mesa 1130585 JOSSI RMS Custom Modification - OCATS/CLETS Interface 1 $ 4,806.67 1 See Above Total $ 4,806.67 Code lCustomer lContract# jApplication jQty ITIBID 4345 lCityof Costa Mesa 1130585 1 FATPOT CAD -to -CAD Interface 1 1 $ 4,000.00 1/14/16 Prepared by JB 1/14/16 Sent to Victoria Banner 7/6/16 revised and resent NOTES: There will not be an annual increase applied to the maintenance support for 2016. ATTACHMENT 3 CITY OF COSTA MESA, CALIFORNIA Purchase Requisition Vendor ID: (Leave Blank for Time Stamp Purchase Order Number (Assigned by Purchasing) Business Unit: CITY Date Requisitioned: 7/12/16 Department: I. T. Division: Comp Systems Dev Ship To Address: Contact Person: Steve Phone Number: 4891 Send Copy of P.O. to: ❑ Contact Person and / or Victoria ❑ Request is for Budgeted item(s) ❑ Request is for UNBUDGETED item(s)-(Memo Attached) ❑ Item(s) Pending Budget Amendment Request # ❑ Requesting Sole Source (Justification Form Attached) ❑ Fixed Asset Tag Request Item No. Qty Unit Items (Give Full Description: Size, Catalog No. Etc.) Unit Price Estimated Amount 1 1 LOT SOFTWARE MAINTENANCE AND SERVICES RENEWAL 111,910.01 $ 111,910.01 Period of Coverage: 8/1-16 to 7/31/17 Services provided will be as described in the Software Maintenance Agreement signed on 7/23/13 between the City of Costa Mesa and SunGard Public Sector If additional lines are needed, please attach a second sheet Const./Prof. Svs. Agmt. Completion Date: Insurance Required: ® Yes (Certificate attached ❑ No Sales Tax (8.00%): Include Shipping Fee: Estimated Total Cost: 0.00 $ 111,910.01 Item # Account Fund Dept./Org. Program Project Amount 1 525702 101 14600 50720 $ 111,910.01 Comments: Total$ 111,910.01 Attached: Vendor's quote. Proper approvals are required before requisition can be processed. Suggested Vendor: SUNGARD PUBLIC SECTOR, INC Address: 1000 BUSINESS CENTER DRIVE Ordered By: City, State, Zip Code: LAKE MARY, FL 32725-5585 Phone: 407-304-3322 Fax: 407-304-1277 Approved By: Vendor's Contact Person: DEAN PAUR Approved By: Department Director/Authorized Signature Director of Finance/Purchasing Officer City Manager (when required) PURCHASING DIVISION USE ONLY Vendor ID: Buyer: Insurance valid thru Ship To/Location: I Due Date: Standard Comments: ACC — ALL — ARR — BLA — CON — DCP — DIS — FCA — FCI - FIX — INS — IS — IST — ORG —QTR — REM — SUB — T&C FINANCE DEPARTMENT USE ONLY Available Appropriation: ❑ Yes ❑No As of: Confirmed By: 2385-20 MW REV.3/10 Rev FY09/10