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TO: Mayor Richard C. Irvin
FROM: Michael Pegues, Chief Information Officer
DATE: 12/14/2017
SUBJECT:
A resolution amending the purchase amount of Integraph RMS (Records Management System) and Xerox Firehouse RMS (Fire Records Management) systems from Intergraph Corporation of Huntsville Alabama for an additional amount not to exceed $350,070.
PURPOSE:
The City of Aurora CAD-RMS Project Team (Team) halted RMS project implementation activities in August 2017 to consider a possible product change from Hexagon’s inPURSUIT Client-Server RMS product (“Client-Server”) that was purchased in December 2015, and was proposed in Hexagon’s competitive bid response to the City’s RFP, to Hexagon’s newer WebRMS product (“WebRMS”). This purchase was previously approved in 2015 on resolution number R15-353.
Although Hexagon will continue to support Client-Server, all future enhancement and product development efforts are focused on their newer WebRMS product, which was not as mature when the City made its original purchase, and lacked key functionality needed to meet minimum City requirements. The City and Hexagon team completed a functional gap analysis of both products in recent months and did not identify any significant issues in WebRMS during the feature comparison, as it has addressed and incorporated issues noted in the past that are now part of the base Web product.
BACKGROUND:
Because the City anticipates that the Client-Server product will eventually need to be “upgraded” to WebRMS in roughly 3-5 years after go-live anyway, combined with the reality that the WebRMS product today is further along than it was when the buying decision was made, the City is evaluating its options. The option scenarios are 1) to switch to the Web product now and abandon its Client-Server implementation (Scenario 1), or 2) continue a Client-Server implementation as planned, considering that a WebRMS implementation in a few years is imminent, and realizing that requests for customizations throughout the implementation are on a case-by-case basis for Hexagon to determine (Scenario 2).
The City has worked with Hexagon on pricing and discounts for a WebRMS implementation switch, including discounts applied, and applying certain activities from one project to the other, where applicable.
Note that the CAD, MPS, and FIREHOUSE (Fire RMS) product implementations are on track and going live on schedule. These costs are not considered in the scenarios and are unaffected.
Scenario 1
Scenario 1 is to halt the Client-Server implementation activities and begin the WebRMS implementation immediately. Hexagon has already provided a draft project plan showing a late 2018 possible go-live under these circumstances. The total cost of this option represents the incurred to date Client-Server implementation costs plus the end-to end WebRMS implementation costs, minus a credit for any activities not yet completed. They also include applicable discounts and credits for activities that can be applied to the new implementation.
Because the City already engaged in a contract for RMS implementation, the NEW costs of this option is the difference between original contract and additional WebRMS costs, which represent a change order of $650,036.15.
*For Scenario 1, a change order (“Change Order #4”) for a total of $650,036 represents the additional (NEW) cost “proposed” to the City above what already is contracted to Hexagon.
Scenario 2
Scenario 2 is to continue as originally planned and complete the Client-Server implementation with the original contract. This also includes considering a future transition to WebRMS in roughly 3-5 years (estimated). The City was unaware of this need when it purchased the Client-Server product in 2015. The total cost of this option has been estimated roughly by adding the end-to-end Client-Server implementation cost (i.e. total contract cost), plus the end-to end WebRMS implementation cost that Hexagon presented recently to the City. This does NOT take into consideration any future product cost increases or decreases as that is unknown to the City. For ease of estimation simplicity, it also does not consider license changes or transfers in maintenance.
Cost Comparison Details
• Client-Server costs come from the existing contract and WebRMS costs come from Change Order #4 provided by Hexagon (11/09/2017).
• Both options include costs for crash reporting module, FBR evidence form modifications and Mug Shot Capture; however, if CoA selects Option1, Hexagon will provide a different change order, as these additional interfaces are not in the current contract. (i.e. either way, City needs to add these into its costs).
• WebRMS costs do not take into account potential price negotiations of Change Order #4, which are currently under evaluation and negotiation with both parties.
SCENARIO 1 (Switch to WebRMS now)
Pros
• Reap immediate functional benefits of WebRMS
• Minimize later disruption to upgrade later (which is inevitable down the road)
• Hexagon is more willing to customize and enhance web product to meet Aurora needs vs. it’s InPursuit
• Product is more modern, with enhanced functionality
Cons
• Go-live for RMS is pushed out later than originally planned, and is staggered from CAD go-live
• Additional up-front cost in the short term
• Certain InPursuit implementation activities that have already occurred are wasted
• Product has been live on fewer clients than InPursuit
SCENARIO 2 (Complete InPursuit Client-Server RMS Implementation now)
Pros
• No additional cost today
• Less RMS delay, and will be live faster
Cons
• Additional greater cost later to upgrade (approx. 3-5 years)
• Likelihood of product not meeting all needs due to Hexagon not focusing enhancements on this product
• Will be one of the last customers on this product.
In conclusion, the IT Division and APD decided that Scenario 1 was the preferred choice for the obviously cost savings, operational stability and business continuity. As a current status, we are currently engaged with Hexagon Executives working towards a more equitable agreement around costs due to several disputes on professional/implementation/data conversion services rendered and value added design contributions.
DISCUSSION:
The account numbers for payments of this amendment have been carried over into the 2018 budget and uses the following account numbers:
- Wireless E911 Surcharge account 211-1380-419.74-11 for Software, Services and Maintenance
- SHAPE account 255-1380-419.74-11 for Software, Services and Maintenance
IMPACT STATEMENT:
Per the agreement between the City of Aurora and Intergraph Corporation, if the item is not considered in 2017, this specific agreement and discount will be null and void.
RECOMMENDATIONS:
I recommend this item be approved by the Finance Committee and be forwarded to Committee of the Whole for Tuesday, December 19th meeting.
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution amending the purchase amount of Integraph RMS (Records Management System) and Xerox Firehouse RMS (Fire Records Management) systems from Intergraph Corporation of Huntsville Alabama for an additional amount not to exceed $350,070.
body
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 Police and Fire Department RMS systems are in need of replacement; and
WHEREAS, this resolution was previously approved in 2015 on R15-353; and
WHEREAS, it is in the City's best interest to purchase said RMS systems from Intergraph; and
WHEREAS, the City is renegotiating contracts with Intergraph and Xerox for said RMS systems and the additional increased amount will not exceed $350,070; and
WHEREAS, the City's 2018 budget provides sufficient funds for this purchase for the related software and services in the following funds and accounts:
- Wireless E911 Surcharge account 211-1380-419.74-11 for Software, Services and Maintenance
-- SHAPE account 255-1380-419.74-11 for Software, Services and Maintenance; 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: the amendment of the purchase amount of Integraph RMS (Records Management System) and Xerox Firehouse RMS (Fire Records Management) systems from Intergraph Corporation of Huntsville Alabama for an additional amount not to exceed $350,070.