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TO: Mayor Richard C. Irvin
FROM: Michael Pegues, Chief Information Officer
Shanita Thompson, Director IT Operations
Cmdr. Michael Doerzaph, Cmdr Support Services
DATE: 04/10/2019
SUBJECT:
A Resolution Authorizing A Change Order for Crowe Horwath, LLP, Oak Brook, Illinois for the Public Safety Hexagon CAD/RMS project in the amount of $334,500.00.
PURPOSE:
Attached is the Crowe Change order for ongoing project management, vendor management, and business process work with the public safety systems in support of the WebRMS Go-Live, targeted for completion December 2019/early January 2020. In general, this reflects the extended timeline for Hexagon projects, which were originally to go live all together in early 2018, but changed to a staggered go live of CAD (March 2018, successfully live now), FIREHOUSE (successfully live now), and a full product change from on-premise InPursuit RMS, to the modernized WebRMS product that was not fully available when the City first engaged with Hexagon. This change order supports Crowe professional services through that go-live, planned for late December 2019/early January 2020.
Change order 6 from Hexagon is a zero dollar / credit change for the removal of the Field Based Reporting (FBR) Software and Services that is no longer needed for the WebRMS portion of the Hexagon CAD/RMS implementation. All FBR software, services and training has been removed from the contract, as well as the associated software maintenance, resulting in a credit of $182,000. This change order doesn’t not affect the contract value, and the balance can be used towards future Hexagon software or services, such as the Netviewer licenses. The total credit to date is $240,097.55. [See attached City of Aurora IL CO6 Package].
Netviewer licenses will allow remote connectivity to review Police and Fire event data through a web browser. Police and Fire staff will use this functionality in the field while responding to events and for administrative purposes. Netviewer will have the capability to be used on tablets, phones, laptops as well as desktop computers inside the network. This will improve communication and increase visibility of public safety events for both fire and police. The cost for each Netviewer license is approximately $1500. We have a quote of $75,000 for 50 licenses which the credit will be used to obtain.
BACKGROUND:
The current contract with Crowe expired December 2018 and Crowe has continued to diligently work on the ongoing Hexagon WebRMS portion of the project.
The Change Order request assumption is that WebRMS will go-live by December 2019 as currently planned. Funds that are budgeted to last through January 2020 will accommodate the agreed upon January 2020 go-live date and some post go-live support to ease the transition. This agreement will be for Crowe services from December 2018 - January 2020 in the amount of $334,500. This covers the program manager, lead specialist on iterations and a business analyst for a total of 200 hours per month to lead activities.
The Change order for Crowe is to continue supporting the City of Aurora in its public safety systems implementation. It is also to accommodate the revised project schedule in alignment with Hexagon’s implementation schedule of WebRMS.
Services to be provided in the extension in which some of these are ongoing from original contract. Others are new ways that Crowe recognized to add value to support an effective implementation:
• Project management
• Vendor management (of Hexagon / Intergraph)
• Documentation / Artifacts by business group
• Develop Test Plan framework, Test Plans, and facilitate Test Plan workshops. Manage iterations of testing.
• Data Conversion Oversight
• Plan, lead/facilitate Iterations with all functional groups
• Training Oversight
• Go-Live additional support
Due to the decision made in 2017 (with the support of Crowe) to go from the on-premise Client-Server solution to WebRMS to achieve greater modernization and functionality, there were budgeted cost that were no longer necessary for the project. [R17-420]
Examples such as:
- Oracle maintenance
- Interfaces
- Custom Forms
- Virtual server licenses
- Software licenses
- Storage Area Network savings
These portions of the original project cost of $7.7 million will be reduced to reflect the newer project design and fund the continued support of Crowe.
WebRMS was the preferred choice for the obvious cost savings, operational stability and business continuity.
DISCUSSION:
This is budgeted in the Hexagon CAD/RMS project that has a 2019 budget in the Information Technology accounts within the Public Safety fund(s) account numbers 211-1380-419.74-11 ($1,901,400), 255-1380-419.74-11 ($466,900) and 256-1380-419.74-11 ($1,402,100). No budget amendment or project amendment for total funding needed for this change order.
IMPACT STATEMENT:
Not approving this resolution can impact and prolong the Hexagon CAD/RMS project.
RECOMMENDATIONS:
Approving the resolution authorizing a Change Order for Crowe Horwath, LLP, Oak Brook, Illinois for the Public Safety Hexagon CAD/RMS project in the amount of $334,500.00.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing a Change Order for Crowe Horwath, LLP, Oak Brook, Illinois for the Public Safety Hexagon CAD/RMS project in the amount of $334,500.00.
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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 Police and Fire Department CAD/RMS systems were in need of replacement, and the CAD portion was successfully launched March 6, 2018; and
WHEREAS, the decision made in 2017 to go from the on-premise Client-Server solution to WebRMS to achieve greater modernization and functionality, there were budgeted cost that were no longer necessary for the project; and
WHEREAS, the WebRMS portion of the project is projected to be complete by January 2020; and
WHEREAS, an amendment is needed to increase the professional services contract from Crowe Horwath to complete the management of this project until January 2020 in the amount of $334,500; and
WHEREAS, the City's 2019 budget provides sufficient funds for this amendment of $334,500 in the following public safety fund accounts 211-1380-419.74-11 ($1,901,400), 255-1380-419.74-11 ($466,900) and 256-1380-419.74-11 ($1,402,100); and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: a resolution authorizing a Change Order for Crowe Horwath, LLP, Oak Brook, Illinois for the Public Safety Hexagon CAD/RMS project in the amount of $334,500.