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TO: Mayor Richard Irvin
FROM: Commander Steve Stemmet
Jeff Anderson, Deputy CIO
DATE: November 23, 2021
SUBJECT:
Extending and consolidating the City's agreements with Word Systems LLC for NICE 911 Recording and iRecord Interview Room Recording for the Police Department.
PURPOSE:
The City's 911 Dispatch center has been using the NICE 911 Recording systems to record 911 communications since 2009 and the iRecord Interview Room Recording solution since 2016. Both of these solutions have performed satisfactorily since installation and have each been renewed previously.
BACKGROUND:
Previously, these products were purchased separately and held under separate contracts between the City and Word Systems. By combining these renewals into one Technical Support Agreement (TSA) with Word Systems, the City is saving 19% annually ($10,825.00) over the term of the agreement.
DISCUSSION:
The initial term of this agreement is 3-years at $157,378.70. The City has an option, but not the obligation, to renew the agreement in years 4 and year 5 the rate at $47,459.00. The total value of the contract authorized by this contract is $252,332.70, however, the City is not obligated to use any or both of the extension periods.
City staff has also secured the ability to discontinue use if the iRecord product, if desired. If this decision is made, Word Systems will credit the City for any prorated remainder of the iRecord portion of the contract with either an extension of the agreement for the NICE 911 Recording system, or the purchase of additional NICE 911 Recording equipment.
2021 Funds are available for these solutions in 211-1380-419.64-10.
IMPACT STATEMENT:
These solutions are required to support Public Safety functions described in this resolution.
RECOMMENDATIONS:
That the Resolution be approved.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the consolidation and renewal of agreements with Word Systems, LLC to provide NICE 911 and iRecord Interview Room Recording services for a three-year term in a total contract amount of $157,378.70, and further authorizing the subsequent approval of two optional one-year contract extensions in an annual amount of $47,459.00.
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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 City has utilized solutions from Word Systems since 2009; and
WHEREAS, the City has been satisfied with the performance of the solutions and support provided by Word Systems; and
WHEREAS, by combining the renewal of the two solutions purchased by Word Systems, the City will save 19% annually; and
WHEREAS, Funding for the product will be in account 211-1380-419.64-10
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing shall be and hereby is authorized to execute on behalf of the City an agreement with Word Systems, LLCs that is in substantially the same form as set forth in Exhibit A to this Resolution and which materially conforms to the terms herein specified; and further
BE IT RESOLVED, that the Director of Purchasing shall be and hereby is authorized to execute two one-year extensions of said agreement as set forth in Exhibit A when in the determination of the Chief of Police and the Director the Department of Information Technology the interests of the City so require.