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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 cu...
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