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Home My WebLink About04 - CC-4 - Public Safety Software License and - 7/18/2017CITY COUNCIL AGENDA REPORT MEETING DATE: July 18, 2017 ITEM NUMBER: CC -4 SUBJECT: Public Safety Software License and Services Agreement DATE: July 6, 2017 FROM: Information Technology Department PRESENTATION BY: Steve Ely, I.T. Director FOR FURTHER INFORMATION CONTACT: Steve Ely, I.T. Director, 714-754-4891 RECOMMENDATION: Staff recommends that the City Council authorize the City Manager to sign the Purchase Requisition in the amount of $111,910.01 to fund the Software Maintenance Agreement with SunGard Public Sector Inc. (now Superion) from August 1, 2017 to July 31, 2018. BACKGROUND: On July 23, 2013, the City entered into a Software License and Services Agreement with SunGard for CAD, RMS, Mobile Applications, Message Switch, and related services for use by the Police and Fire Departments. (On April 20, 2017, SunGard informed us that it had changed its name to "Superion, LLC.") 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, 2017 through July 31, 2018. The funding is necessary for proper maintenance of the 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. 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. Superion is the alternative vendor that has replaced Motorola. FISCAL REVIEW: Funding for this Agreement is included in the 2017-18 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 Superion will provide the support needed to maintain important systems utilized by the Police and Fire Departments. STEVEN A. ELY I.T. Director STEPHEN DUNIVENT Interim Finance Director TOM DUARTE City Attorney ATTACHMENTS: 1. SunGard's Renewal Quote 2. SunGard's List of Licenses and Services for the City of Costa Mesa 3. Purchase Requisition (for reference) FA SunGard Public Sector Inc. ATTACHMENT 1 4000 OSSI Ct - High Point, NC - 27265 Phone: 336.885.0911 - Fax: 336.885.5329 - Email: ashultz@ossiusa.com SUNGARD` Add -On Quote Date Quote A PUBLIC SECTORMgr 02/03/17 GSO2392 Ronaaldld Jaacc obs Quote Prepared For: City of Costa Mesa, CA Steve Ely 77 Fair Drive Costa Mesa, CA 92626 Qty Part N—ber Product Description Unit Price Extended Annual PriceMatntenance SOFTWARE MAINTENANCE RENEWAL $111,910.01 $111,910.00 $0.00 Software Maintenance Renewal for the Period of 8/1/17 - 7/31/18 Between SunGard Public Sector Inc. a Florida corporation with headquarters at: 1000 Business Center Drive Lake Mary, FL 32746 and City of Costa Mesa, A California Municipal Corporation 77 Fair Drive Costa Mesa, CA 92626 This quote is valid until 08/01/17 T�$� r--$O..o This Quote constitutes an Amendment to the Software License & Services Agreement and the Maintenance Agreement (together, the "Contract and Agreement') 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 listed 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 listed 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 parry products and services listed above, including third parry software, are "Pay Agency Products" under the provisions of the Contract and Agreement. For training and on-site 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 term 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 fisted above for the initial term of support are due upon execution of this Quote. 2/3/2017 13:48:07 SUNGARW PUBLIC SECTOR GSOQ2392 Page 2of2 OSSI ATTACHMENT 2 SUNGARD:- LOCAL SECTORCONFIDENTIAL GOVERNMENT Code Customer Contract # Application Qty 8/1/16-7/31/17 8/1/17-7/31/18 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 ONESolution CAD Map Display and Map Maintenance Software License 1 $ 720.00 $ 720.00 4345 City of Costa Mesa 130585 ONESolution Additional CAD Map Display & Map Maintenance Client License 6 $ 1,440.00 $ 1,440.00 4345 City of Costa Mesa 130585 ONESolution 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 lCity 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 lCity of Costa Mesa 130585 OSSI Mobile Client Maps 72 $ 1,152.00 $ 1,152.00 4345 City of Costa Mesa 130585 ONESolution MFR Client 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 lCity of Costa Mesa 130585 OSSI - STATE/NCIC Messaging Software 1 $ 1,440.00 $ 1,440.00 4345 lCity of Costa Mesa 1130585 OSSI Police to Citizen 1 $ 1,120.00 1 $ 1,120.00 4345 City of Costa Mesa 130585 OSSI RMS Custom Modification - OCATS/CLETS Interface 1 $ 8,240.01 $ 8,240.01 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 1 City of Costa Mesa 1140014 JOSSI - MFR Client MOBLAN - Site License 1 $ - $ Total $ 111,910.01 $ 111,910.01 Code lCustomer lContract# jApplication jQty JTBD 4345 lCityof Costa Mesa 1130585 1 FATPOT CAD -to -CAD Interface 1 1 $ 4,000.00 2/3/17 Prepared by JB 2/3/17 Sent to Ron Jacobs NOTES: There will not be an annual increase applied to the maintenance support for 2017. Please note the above fees provided are an estimate only and that rounding issues do occur so actual fees invoiced could be slightly different. ATTACHMENT 3 CITY OF COSTA MESA, CALIFORNIA Purchase Requisition ® Purchase Order ❑ Change Order ❑ Amendment (Leave Blank for Time Stam PO No./ PO Ref No.: (Assigned by Purchasing) Business Unit: City Date Requisitioned: 07/18/17 Department: IT Division: Programming Ship To Address: Contact Person: Jim Liu Phone Number: x5044 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 LT Software Maintenance Renewal $ $111,910.00 Period of Coverage: 8/1/17 to 7/31/18 Licenses and services provided are listed on the attached List Initial Agreement signed on 7/23/13 between the City of Costa Mesa and SunGard If additional lines are needed, please attach a second sheet. Sales Tax (7.75%): Const./Prof. Svs. Agmt. Completion Date: 06/30/18 Include Shipping Fee: Insurance Required: ❑ Yes (Certificate attached ® No Estimated Total Cost: $111,910.00 Item No. Account Fund Dept./Org. Program Project Amount 1 590804 101 14600 50720 $111,910.00 Comments: Total $111,910.00 Attached: Vendor's Quote; List of Licenses and Services for the City of Costa Mesa. Certificate of Insurance valid until 1/1/18. Suggested Vendor: SUNGARD PUBLIC SECTOR, INC. Address: 1000 BUSINESS CENTER DRIVE City, State, Zip Code:_ LAKE MARY, FL 32725-5585 Phone: 407-304-3418 Fax: Contact Person: RON JACOBS Email: Ronald.Jacobs(aDsungardps.com Proper approvals are required before requisition can be processed. Ordered By: Department Director/Authorized Signature Approved By: Director of Finance/Purchasing Officer Approved By: Chief Executive Officer (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: Rev FY16/17; 01.31.17 OFFICE OF THE CITY ATTORNEY CITY OF COSTA MESA COVER SHEET FOR SIGNATURE REQUESTS All documents must be reviewed and approved by an attorney in the City Attorney's office prior to submittal for the City Attorney's signature. Please complete this cover sheet and attach it to any document submitted for signature. Title of document to be signed: CAR FOR PUBLIC SAFETY SOFTWARE LICENSE Name of reviewing attorney: IVY TSAI Person requesting signature — Name: STEVE ELY Title: I.T. DIRECTOR Signature: Date: Any notes: