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TO: Mayor Richard C. Irvin
FROM: Liz Robinson-Chan, Commander
Michael Pegues, Chief Information Officer
Jeff Anderson, Deputy Chief Information Officer
Mariusz Gil, Director of Infrastructure and Operations
DATE: March 3, 2023
SUBJECT:
A Resolution requesting approval of a 3-year renewal of software licenses for Computer Aided Dispatch (CAD), Records Management System (RMS) at a total cost of $1,023,986.27 from Intergraph Corporation, 305 Telegraph Way, Madison, AL.
PURPOSE:
This resolution is requesting the renewal of CAD and RMS licenses and supports services from Intergraph Corporation ("Intergraph") that were originally approved under resolution R15-353.
BACKGROUND:
Resolution R15-353 authorized City staff to purchase and implement CAD & RMS software and services from Intergraph, formerly Hexagon Public Safety. The CAD services have been used successfully by both the Aurora Police Department, Aurora Fire Department since that time. The Aurora Police Department has utilized the RMS services since implementation was completed.
DISCUSSION:
After finalizing the initial purchase from Intergraph, the City staff worked with Intergraph staff to implement the CAD and RMS systems. The timeline of the implementation is included in an attached presentation originally presented to the Committee of the Whole on November 17,2020.
Passage of Resolution R21-274, which provided for additional on-site consulting services from Intergraph, also included updated Master Terms and Conditions agreement that superseded the MTC signed in 2016. This MTC is attached to the resolution for reference.
Pricing for the three years of CAD and RMS services breaks down as follows for the three years:
Year 1: $ 279,105.95
Year 2: $ 366,936.36
Year 3: $ 377,943.96
Total: $ 1,023,986.27
The larger price increase between Year 1 and Year 2 is due to aligning the termination dates of the CAD and RMS products. In Year 2, the RMS product timelines will increase from 11 months to 12 months, and the CAD product timelines will increase from 9 months to 12 months. In Year 2 and Year 3, the CAD and RMS products will be coterminous.
Funds exist in account 101-1280-419.38-12 for this purchase.
IMPACT STATEMENT:
Critical Public Safety services will be negatively impacted without the support of this specific resource.
RECOMMENDATIONS:
Approve a 3-year renewal of software licenses for Computer Aided Dispatch (CAD), Records Management System (RMS) at a total cost of $1,023,986.27 from Intergraph Corporation, 305 Telegraph Way, Madison, AL.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing approval of a 3-year renewal of software licenses for Computer Aided Dispatch (CAD), Records Management System (RMS) at a total cost of $1,023,986.27 from Intergraph Corporation, 305 Telegraph Way, Madison, AL.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the Aurora Police Department and the Aurora Fire Department have been successfully using Intergraph Computer Aided Dispatch (CAD), Records Management System (RMS) services; and
WHEREAS, these services are critical for the safety of Aurora residents; and
WHEREAS, Funds exist in account 101-1280-419.38-12 for this purchase.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the 3-year renewal of software licenses for Computer Aided Dispatch (CAD), Records Management System (RMS) at a total cost of $1,023,986.27 from Intergraph Corporation, 305 Telegraph Way, Madison, AL is hereby approved; and further
BE IT RESOLVED, that the Director of Purchasing shall be and hereby is authorized and directed to issue a purchase order for the services described in the agreement attached to this Resolution as Exhibit A and to execute said agreement on behalf of the City and deliver the same to Hexagon.