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TO: Mayor Richard C. Irvin
FROM: Shanita Thompson, Director of IT Operations
DATE: 03/15/2018
SUBJECT:
A resolution amending the contract for the Hexagon CAD RMS systems from Integraph Corporation of Huntsville Alabama for an additional amount not to exceed $128,432.01.,
PURPOSE:
The CAD RMS project has launched on March 6, 2018 and the following change order has been requested for additional interfaces and software maintenance for those additions.
BACKGROUND:
Additional items not anticipated during the original contract due to change in desired business process have been identified and evaluated for merit. We have requested a change order with Hexagon for some of the items.
This change order (5 rev 1) addresses three additions:
1. ASAP to PSAP - A CAD EdgeFrontier Interface between the alarm monitoring companies and the Public Safety Answering Point (PSAP - 911)
2. CAD interface to PowerPhone CACH (Computer Aided Call Handling), the dispatch center has optioned this instead of using APCO Meds. CACH provides EMD (Emergency Medical Dispatch) to guide dispatcher through the correct questions to ask during a medical emergency. This system will also be used for handling of some non-medical standardized procedures. PowerPhone provides the content of the medical cards as well as training on use of their EMD. Also bundled in their product is a QC component, which will allow dispatch supervisors to audit that processes are being followed.
3. Additional I/Informer Queries - LEADS. This includes new formats and implementation services. We are requesting 14 new query formats. LEADS is the State of Illinois name for NCIC services.
Hexagon has previously submitted change Order 3 rev 1 dated 11/22/2017. This change order was to officially cancel some interfaces that were no longer necessary to the success of the project. The change order resulted in a credit on our contract with Hexagon. We left the monies in the contract in anticipation of additional interfaces or work needed. Due to the original source of funds, and rules that govern use of said funds. We are keeping an accounting of credit type.
Detailed of City’s credit with Hexagon as follows:
-Wireless 911 Surcharge Funds (Fund 211) credit $34,989.81
-Equitable Sharing Justice Fund (Fund 256) credit of $58,097.56
-Total $93,087.38.
Change order 5 rev 1, that the City of Aurora dispatch center has requested, totals $128,432.01. In order to stay within compliance of the funding, only the CAD portion of the credit above can be used, leaving a remaining balance of $93,442.20. This request is to increase the total contracted amount with Hexagon by $128,432.01, and to use a portion of the credit $34,989.81 for this amendment. New monies added will come from 211-1380-419.74-11 in the amount of $93,442.20 which has a 2018 Budget of $2,319,400.00
DISCUSSION:
Staff is requesting approval of Change order #5 for $128,432.01 to Intergraph Corporation of Huntsville, Alabama contract. This contract/agreement was originally approved for an amount of $4,934,170.11 at the 12/22/2015 City Council meeting, Resolution number R15-353. The revised total contract amount including this change order would be $5,027,612.31. The 2018 Budget in account 211-1380-419.74-11 for this contract/agreement is $2,035,150.78.
The funding for the $128,432.01 is located in the account below:
- Wireless 911 Surcharge Funds - 211-1380-419.74-11 in the amount of $93,442.20 and the credit of $34,989.81.
IMPACT STATEMENT:
Per the agreement between the City of Aurora and Intergraph Corporation, if the item is not considered in 2018, this specific agreement and discount will be null and void. .
RECOMMENDATIONS:
It is recommended that the request be approved.
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 contract for the Hexagon systems from Integraph Corporation of Huntsville Alabama for an additional amount not to exceed $128,432.01.
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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 Police and Fire Department CAD/RMS systems are in need of replacement, and the launch of the CAD portion was March 6, 2018; and
WHEREAS, the following change order has been requested for additional interfaces and software maintenance for those additions; and
WHEREAS, the additional increased amount will not exceed $128,432.01; and
WHEREAS, the City's 2018 budget provides sufficient funds for this purchase for the related software and services for the $128,432.01 is listed in the following account
- Wireless 911 Surcharge Funds (Fund 211) 211-1380-419.74-11 in the amount of $93,442.20 and a credit of $34,989.81; 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: a resolution amending the contract for the Hexagon system from Integraph Corporation of Huntsville Alabama for an additional amount not to exceed $128,432.01.