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TO: Mayor Thomas J. Weisner
FROM: Andrew Feuerborn, Police Technical Services Director
DATE: December 4, 2015
SUBJECT:
Resolution authorizing the purchase of Intergraph CAD (Computer Aided Dispatch), Intergaph RMS (Records Management System) and Xerox Firehouse RMS (Fire Records Management) systems from Intergraph Corporation of Huntsville Alabama for a purchase amount not to exceed $5,288,000 as well as signatory authority for related contracts with Intergraph Corporation of Huntsville Alabama and Xerox Government Systems, LLC (Firehouse).
PURPOSE:
The purpose of this Resolution is to request permission to proceed with the purchase of Computer Aided Dispatch, Police and Fire Records Management Systems. This includes a request for permission to sign contracts for software and services with Intergraph Corporation, and permission to sign a contract for software and services with Xerox Firehouse.
Hexagon Safety & Infrastructure Division (SG&I), (also known as Intergraph Security, Government & Infrastructure, referred to herein as “Intergraph”), has been selected to provide its I/CAD product for a unified CAD system for both Police and Fire dispatching. Intergraph’s InPursuit RMS was also selected to provide Police RMS while FIREHOUSE Software, a Xerox Solution, has been selected to provide Fire RMS. These products will be purchased through Intergraph as the primary vendor.
Other costs for software, hardware, and services will be necessary to complete the overall system. Based on current quotes and estimates received from Intergraph, Firehouse and other 3rd parties, the estimated total cost has been budgeted not to exceed $7,725,000.00. Final costs will be based on more accurate quotes from relevant vendors at time of purchase. Costs are not anticipated to increase beyond the budgeted amount. Project expenses outside the Intergraph Contract will be presented to Council at upcoming meetings.
BACKGROUND:
The City’s existing CAD and RMS are provided by EnRoute Emergency Systems. These two system form the basis of all Police and Fire operations and have served the City of Aurora well since originally purchased in 1992. Both CAD and RMS enterprise software platforms have experienced numerous updates and upgrades along the way; however, it was becoming apparent that the Police and Fire Departments had “outgrown” their current systems. After twenty years of service, the City determined it was appropriate to take a comprehensive look at the industry’s overall offerings for CAD and RMS and evaluate its options moving forward.
In 2012, Public Safety staff began exploring options for further upgrades of the existing system and determined any upgrades to the EnRoute platform would be inadequate to correct aging and inefficient business processes. The current CAD system was in need of a major upgrade to a more modern graphical user interface and the current RMS system, including its field based reporting application, was no longer being developed by the vendor leading the Police Department to consider moving to a separate vendor for new RMS and field based reporting systems. In early 2013, Core Team members were selected, as well as subject matter experts, from each work unit (Booking/Jail, Evidence, Investigations, Records, and Telecom/Dispatch, etc.). These individuals began attending demonstrations given by alternative CAD/RMS vendors, many of which were hosted by DuPage County during their process of evaluating CAD/RMS replacements.
Needs Assessment
Starting in 2013 and into 2014, a joint needs assessment was conducted across the entire City to include both Public Safety and Public Administration systems requirements. The services of Crowe Horwath and Waterhole Justice Consulting were employed to assist with the needs assessment. Work units from the Police and Fire Departments were actively engaged in identifying functional requirements and existing and desired business processes. The resulting SWOT analysis and functional requirements documents form the basis of the Request For Information (RFI).
Request For Information
In 2014, a two-year long process began which included the completion of an RFI, Request for Proposals (RFP) and multiple on- and off-site product demos. The RFI resulted in responses from the following vendors: Infor, Intergraph, New World, PSSI, Spillman, SunGard, and Tri-Tech. Subsequent to RFI responses being received, product demonstrations were conducted. Vendors were scored and ranked based on their Fit to Functional Requirements and any and all prior product demonstrations. Based on the results of the RFI process the functional requirements were updated and reissued as a RFP to only selected qualified vendors Intergraph and SunGard.
Request for Proposal
On May 5, 2015 the RFP was issued to the selected qualified vendors. Final detailed demonstrations were conducted with both vendors, including hands-on opportunities for a broad group of Police and Fire staff. Following these demonstrations, vendors were scored based on the following criteria:
Table 1
|
Criteria |
Weight |
|
Fit to Functional Requirements |
18.75% |
|
Fit to Technical Requirements |
18.75% |
|
Cost |
18.75% |
|
Software Demonstrations |
18.75% |
|
Scalability |
10.00% |
|
Project Management Methodology |
10.00% |
|
Vendor References |
5.00% |
Against this criteria, Intergraph scored higher with a weighted score of 94.05. SunGard scored 80.59.
SunGard’s response was found to be partially non-responsive. In addition, it was lacking a great deal of detail when compared to the Intergraph response. Specifically, the SunGard response was missing an entire section of the “Fit to Functional Requirements”. Additionally, the “Fit to Technical Requirements” were lacking in detail and clarity. This left City staff with significant concerns over the accuracy of SunGard’s response, specifically, in terms of its “fit to requirements” and actual total cost. This was troubling as SunGard had multiple opportunities to provide this level detail and accuracy especially given the numerous opportunities over three years SunGard had to elicit requirements from the City.
At first glance, SunGard’s initial pricing of $2,427,070.40 appears attractive; however, this is before factoring in costs not delineated and under estimated. (NOTE: this number includes Firehouse and is corrected for math errors that appeared on their RFP.) After a basic assessment of missing costs, it was determined that the actual total cost of the SunGard solution approached that of Intergraph while not providing the same level of functionality.
In contrast, Intergraph’s initial pricing of $4,973,784.08 was higher than SunGard. Intergraph’s response; however, was found to be extremely detailed, complete, and transparent in its presentation of Fit To Requirements and actual total cost. (NOTE: this number also includes Firehouse and was corrected for math errors in Firehouse.) Following the final “hands on” demonstrations of Intergraph’s products, user responses were overwhelmingly in favor of Intergraph over SunGard (See Table 2). In addition, Intergraph offered a more scalable long-term solution with a broader spectrum of products from which to select to meet the City’s current and future needs.
There were two key differentiators offered by Intergraph that further contributed to their selection. The first being Intergraph’s EdgeFrontier product, a middleware application designed to facilitate system to system integrations, including systems not offered by Intergraph. EdgeFrontier will be utilized to interface Police, Fire, and Public Administration systems in order to realize further efficiency gains across the City’s enterprise systems by reducing duplicate data entry/storage and conflicting data sources. The second differentiator was the fact that Intergraph’s InPursuit RMS includes every module that is offered by Intergraph. The City will take advantage of the majority of the RMS modules on day one. It is anticipated that the City will use additional modules soon after initial implementation without further expense to the City. All software licensing for the modules is included in the initial purchase.
Reference checks were conducted with both Intergraph and SunGard customers around the country. Vendors were asked to identify customers comparable to Aurora in both their use of the vendor’s products and in agency size and populations served. While both vendor’s reference checks were relatively positive, Intergraph again emerged as the clear winner. In particular, customers stated that Intergraph was able to live up to its product claims and deliver quality products.
The following table is the summary of subject matter expert and end user scoring.
Table 2
It should be noted that IT, Police and Fire personnel attended vendor demonstrations hosted by DuPage County over the last two years as the County conducted a similar process for the selection of a new CAD/RMS vendor. DuPage County, including the City of Naperville, recently indicated that Intergraph was identified as their top vendor of choice. DuPage County has subsequently initiated contract negotiations with Intergraph.
The City has been engaged in an exhaustive contract review and negotiation phase with Intergraph. The Contract documents have been included with this submittal for the Council’s review; however, these documents are still pending further negotiations between the parties.
As part of the contract review and negotiations: products, interfaces, services, training, and additional features were selected in addition to those included in the base cost proposal. This was anticipated from the outset given the scope of the project and the unknown factors involved with new vendors and their respective product lines. These contract changes account for the increase from the initial RFP price to the current contracted price. Both RFP respondents were asked to provide an initial price as well as a complete menu of product offerings from which the City could select to fill in all necessary operational requirements. SunGard failed to fulfill this requirement making it impossible to determine the total project cost. The base contract price, as negotiated with Intergraph with the above additional listed items, has now been set at $ 4,675,721.00.
In addition to the amount of software and services directly contracted for under the agreement with Intergraph, additional software, hardware and services will be procured from secondary vendors to support the overall project. See Table 3 for estimates of costs involved. These numbers cannot be fully identified until post contract signing and additional detailed design meetings are held with the contract holder. As a result, City Council will be presented separately with any requests above the bid threshold.
Table 3
|
Vendor |
Purchasing Vehicle |
Items needed |
Estimated Total per Vendor |
|
Intergraph |
RFP |
CAD/RMS |
$5,288,400 ($4,680,000 Contract price and $608,400, 13% Contingency) |
|
Sentinel Technologies Inc * |
City of Aurora Pre-negotiated Rate |
Cisco Server and Network Hardware, Software & Services and additional general consulting services |
$ 360,800.00 |
|
Presidio, Inc. * |
State of IL Contract |
VMware |
$ 96,000.00 |
|
CDW-G * |
State of IL Contract, NIPA Contract |
Microsoft Licensing, Netapp, Veeam |
$ 1,178,100.00 |
|
Mythics, Inc. * |
State of IL Contract |
Oracle Licensing |
$ 65,000.00 |
|
APCO International * |
Sole Source |
APCO Meds Emergency Medical Dispatch/911 advisor. |
$ 49,000.00 |
|
Crowe Horwath, LLP. * |
Sole Source |
Consulting and PM |
$ 561,750.00 |
|
3rd Parties to be named * |
Misc, various. |
Hardware, Software, Services, Maintenance. |
$ 125,950.00 |
|
|
|
Total: |
$ 7,725,000.00 |
|
* Item is rough estimate at this time. |
|
|
Procurement of products and services from Intergraph and 3rd party vendors will be conducted via a phased approach. Selected 3rd party vendors were approached for quotes and budgetary estimates that would form the basis of design/cost. Early procurements 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.
Project timeline:
The overall project is expected to run two years from the date of contract signing. The CAD portion of the project will run concurrently to the RMS portion of the project. Go live for both of these portions are planned to be staggered by approximately two weeks. Payment milestones to the vendor match monies planned for the project, including the current CIP as proposed in the 2016 budget as well as Public Safety CAD/RMS project monies carried over from 2015 to 2016 budget year.
DISCUSSION:
Going into a difficult budget year, the Police and Fire Departments are sensitive to challenges caused by the State of Illinois’ budget issues. As a result, significant efforts have been made to limit the impacts on the general fund budget. The Police Department has anticipated this purchase for several years and has set aside monies in both the 911 surcharge funds and drug forfeiture funds. The result of this planning ensures that this project is fully funded with minimal impact to the general fund as outlined in the 2016 budgeted CIP.
It should be noted that the use of Wireless and Wireline 911 surcharge funds are restricted by statute. These funds will only cover CAD related expenses. Drug forfeiture funds by statute may only be spent on Police related expenses. As a result, monies will be drawn from the SHAPE fund for the Fire RMS portion of the project. Only ongoing annual maintenance will affect the General Fund; however, CAD related maintenance will continue to be drawn from the 911 surcharge funds as long as they are available. The Police Department is actively seeking additional Federal grant funding to further offset expenses.
Both the Police and Fire Departments anticipate significant efficiency gains and enhanced public safety from moving to the new systems. It is anticipated that new features and functions such as electronic citations and crash reporting, mobile fire inspection reporting, future public video camera integration, crime analysis tools, and others will act as force multipliers for both Departments. These efficiency gains will save man hours and in turn will result in a cost savings beyond the cost of the project itself over the next several years of operation.
Sufficient monies have been identified in the following funds (See Table 4).
Table 4
|
|
2015 - 2016 (Carry over) |
2016 (CIP) |
2017 (CIP) |
2018 (CIP) |
Totals 2015-2018 |
|
Wireless 911 Surcharge Fund (211 ) |
$0 |
$2,245,000 |
$755,000 |
$0 |
$3,000,000 |
|
Grant ETSB (Revenues - Monies reimbursed by ETSB) |
$0 |
$821,000 |
$0 |
$0 |
$821,000 |
|
Equitible Sharing Justice (216) |
$930,000 |
$721,000 |
$974,000 |
$704,000 |
$3,329,000 |
|
SHAPE (255) |
$75,000 |
$79,000 |
$321,000 |
$100,000 |
$575,000 |
|
Totals: |
$1,005,000 |
$3,866,000 |
$2,050,000 |
$804,000 |
$7,725,000 |
IMPACT STATEMENT:
This project has far reaching implications for Public Safety operations. In addition, Equipment Services will be enlisted to install in-vehicle printers and mounting equipment as part of a 2015 Decision Pack that was withheld pending further detail from the CAD and RMS project. There are numerous State, County, and Local systems that will be interfaced by both CAD and RMS.
RECOMMENDATIONS:
I recommend this item be approved by the Finance Committee and forwarded to Committee of the Whole for the Tuesday, December 15th Meeting.
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 Intergraph CAD (Computer Aided Dispatch), Intergaph RMS (Records Management System) and Xerox Firehouse RMS (Fire Records Management) Systems from Intergraph Corporation of Huntsville Alabama for a Purchase Amount Not to Exceed $5,288,000 as well as Signatory Authority for Related Contracts with Intergraph Corporation of Huntsville Alabama and Xerox Government Systems, LLC (Firehouse).
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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 and RMS systems are in need of replacement; and
WHEREAS, the City has conducted thorough RFI and RFP processes resulting in the selection of Intergraph CAD and RMS systems and the Xerox Firehouse RMS system; and
WHEREAS, it is in the City’s best interest to purchase said CAD and RMS systems from Intergraph, and
WHEREAS, the City is negotiating contracts with Intergraph and Xerox for said systems, and
WHEREAS, the City's 2015, 2016 and anticipated 2017 and 2018 budgets provide sufficient funds for this purchase in the amount not to exceed $5,288,000.00 for the related software and services in the following funds and accounts:
• Wireless E911 Surcharge account 211-1233-419.74-11 for Software, Services and Maintenance in the amount of $2,686,638
• Federal Asset Forfeiture account 216-1233-419.74-11 for Software, Services and Maintenance in the amount of $2,026,762
• SHAPE account 255-1233-419.74-11for Software, Services and Maintenance in the amount of $575,000
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 City authorizes a resolution for the purchase of Intergraph CAD (Computer Aided Dispatch), Intergaph RMS (Records Management System) and Xerox Firehouse RMS (Fire Records Management) systems from Intergraph Corporation of Huntsville Alabama for a purchase amount not to exceed $5,288,000 as well as signatory authority for related contracts with Intergraph Corporation of Huntsville Alabama and Xerox Government Systems, LLC and does hereby further authorize its Purchasing Director to issue the necessary orders to implement purchase of same.