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TO: Mayor Thomas J. Weisner
FROM: Andrew Feuerborn, Police Technical Services Director
DATE: Sept. 14, 2016
SUBJECT:
Request a resolution authorizing the purchase of Oracle Database Enterprise Edition and related licensing for the Police Department’s Records Management System CIP project from Mythics, Inc. of Virginia Beach, VA via The Cooperative Purchasing Network (TCPN) contract in an amount not to exceed $277,648.40.
PURPOSE:
In December 2015, Hexagon Safety & Infrastructure Inc. was contracted by the City for the purchase of new Computer Aided Dispatch (CAD) and Enterprise Records Management Systems (RMS) to replace the City's legacy public safety systems. This purchase from Mythics, Inc. is one of several purchases necessary to build out the infrastructure required for the new systems. The items being requested are based on specifications provided by Hexagon Safety and Infrastructure, the Police and Fire Departments’ chosen CAD and RMS vendors.
This new software will allow the City to move forward with migrating its Public Safety CAD and RMS systems to the new platforms while still maintaining the legacy systems until such time as they can be decommissioned and/or repurposed.
Mythics, Inc. has been selected based on its holding the TCPN contract with Oracle.
BACKGROUND:
As previously indicated to City Council, procurement of products and services from Intergraph and third party vendors for the CAD and RMS project will be conducted via a phased approach. Third party vendors were approached for quotes and budgetary estimates that would form the basis of design/cost for the overall CAD and RMS project. Early procurements for the project will include supporting infrastructure as well as down payments to Intergraph as outlined in the City’s contract Milestone Payments to Intergraph. Some monies are being held outside of the Intergraph contract to allow for flexibility in purchasing them at a later date and/or substituting them for higher priority unanticipated expenses.
The purchase of Oracle Database Enterprise licensing will provide the databases needed for the majority of the new RMS for the Police Department. Oracle Enterprise Edition was recommended by Hexagon (the Police Department’s chosen CAD & RMS vendor) to meet the technical requirements of the project.
To accommodate a reasonable amount of unknown project requirements, we would ask for purchasing authority for an amount not to exceed $277,648.40. This amount includes $264,398.40 for the product as quoted as well as a 5% contingency of $13,250 to cover unanticipated expenses.
The standard TCPN contract pricing is 29% while Oracle and Mythics’ final quote to the City following protracted discussions represents a discount level as high as 75%.
DISCUSSION:
This software will be purchased through The Cooperative Purchasing Network’s established vendor, Mythics, Inc. As such, this purchase is being submitted as a sole source. The required notarized sole source affidavit is attached to this purchase. By purchasing off the TCPN contract, the City is able to leverage the buying power of the TCPN’s group purchasing organization.
Sufficient funds are available for this purchase in the 2016 budget in the Equitable Sharing-Justice (Drug Forfeiture) Fund in account 256-1233-419.74-11 and the SHAPE fund in account 255-1233-419.74-11.
IMPACT STATEMENT:
The CAD and RMS project as a whole is expected to provide the Police and Fire Departments with the necessary tools to provide more efficient and effective public safety services to the General Public. While the overall CAD and RMS project will have impacts on other City Divisions/Departments, this specific purchase within the larger project does not.
Impacts on other Departments/Divisions are being discussed and planned for within the context of the larger project.
RECOMMENDATIONS:
Request a resolution for approval to make the aforementioned purchase of Oracle Enterprise Database licensing from Mythics, Inc. of Virginia Beach, VA in an amount not to exceed of $277,648.40 for the CAD and RMS CIP project.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the purchase of Oracle Database Enterprise Edition licensing for the Police Department’s Records Management System CIP project from Mythics, Inc. of Virginia Beach, VA via The Cooperative Purchasing Network (TCPN) contract in an amount not to exceed $277,648.40.
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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 contracted with Hexagon Safety & Infrastructure for new Police and Fire Computer Aided Dispatch and Records Management Systems which require Oracle Database Enterprise Edition licensing; and
WHEREAS, The Cooperative Purchasing Network has negotiated a contract for the purchase of Oracle licensing from which the City can purchase the necessary products; and
WHEREAS, Mythics, Inc. has been selected as the TCPN’s chosen vendor for Oracle products; and
WHEREAS, the 2016 City Budget provides sufficient funds for this purchase in the amount of $277,648.40 in account no. 256-1233-419.74-11 of the Equitable Sharing - Justice (Drug Forfeiture) Fund and in account 255-1233-419.74-11 of the SHAPE Fund; and
WHEREAS, pursuant to Aurora Code Section 2-335(a)(3) the desired product is provided by only one source in this situation; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the purchase of Oracle Database Enterprise Edition licenses for the Police Department in the amount not to exceed of $277,648.40 from Mythics, Inc. of Virginia Beach, VA is hereby authorized, and the Purchasing Director is authorized to issue the necessary orders to implement purchase of the same.