SUBJECT: MASTER SERVICES AGREEMENT ("MSA") FOR THE COMPUTER AIDED DISPATCH SYSTEM

Transcription

1 COUNCIL AGENDA: 01/26/16 ITEM: 3.5 CITY OF C: ZjSk SANjOSE CAPITAL OF SILICON VALLEY Memorandum TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Julia H. Cooper SUBJECT: SEE BELOW DATE: Approved Date I 15" SUBJECT: MASTER SERVICES AGREEMENT ("MSA") FOR THE COMPUTER AIDED DISPATCH SYSTEM RECOMMENDATION Adopt a resolution authorizing the City Manager to: 1. Execute a Master Services Agreement ("MSA") with Intergraph Corporation (Madison, AL) for the purchase of software maintenance and support, and as-required software upgrades and related professional services for the Computer Aided Dispatch System (CAD), for an initial five-year term ending on December 31, 2020, with a maximum compensation not-to-exceed amount of $5,000,000 for the initial five-year term, subject to the annual appropriation of funds; 2. Execute amendments to the MSA to increase or decrease the maximum compensation during the initial term as may be required, subject to the annual appropriation of funds; and 3. Execute up to five additional one-year options to extend the term of the Agreement under the same terms and conditions after the initial five-year term through December 31, 2025, subject to the annual appropriation of funds. OUTCOME Provide continued software support and maintenance and related professional services for the City's mission critical Computer Aided Dispatch System ("CAD" or "System") in support of San Jose Police and Fire Departments' to ensure 24/7 operations for public safety.

2 S HONORABLE MAYOR AND CITY COUNCIL Page 2 BACKGROUND In 2002 the City Council approved the purchase of a new state-of-the-art CAD System from Intergraph. Intergraph was selected through a competitive Request for Proposal ("RFP") process pursuant to the City's procurement requirements. Since 2002, Council has approved various maintenance and support renewals. The CAD System automates emergency communications for dispatchers serving Police and Fire units in the field. CAD is a suite of incident management software including features such as integrated capabilities for call handling and dispatching, intelligent mapping, field communications, data reporting and analysis, and application integration. Some of the key integrated modules are summarized below: Module I/CallTaker I/Dispatcher I/Mobile I/Backup GeoMedia I/Netviewer Description Provides real-time call-taking and dispatching to speed emergency response. Allows staff to answer calls, verify locations, enter precise incident information, and forward calls to control room dispatchers. Adds resource management to allow staff to dispatch units and resources, as well as monitor incident status. Using the integrated map display, I/Dispatcher recommends resources based on incident and vehicle location, drive time, unit type, officer skills and availability, and other pertinent factors. Provides field personnel access to critical applications and information, enables mobile dispatch capabilities on laptops. Field personnel can update event details, access databases, and send and receive messages. Provides support for an off-site, near real-time backup of a main database server over a medium- to low-speed communication link using periodic updates. This is a geographic information system ("GIS") that extracts intelligence from geospatial data and integrates it to present actionable information to capture, validate, and analyze spatial data. Web-based remote CAD resource, allows personnel to retrieve dispatch information without having special CAD software installed on their computers. The CAD software is considered a mission critical system and must function 100% of the time. The maintenance and support services consist of providing a complete solution for all software maintenance and repair, system support, toll free telephone support and on-site response, 24 [ hours per day, seven days per week.

3 Page 3 In addition to annual maintenance and support, there have been numerous technical and functional enhancements to the System. In addition to the 2002 system purchase and license agreement, Staff has executed separate agreements with modified terms when upgrades or changes to the System were required. The terms and conditions of the 2002 agreement did not always extend to the subsequent upgrades and changes. Because future system upgrades and enhancements are anticipated, Staff and Intergraph agree that it would be more effective to have a MSA in place that will include all current business and legal terms, and then execute individual task orders against the MSA on an as-required basis. ANALYSIS The CAD System has performed admirably since it was commissioned in The System is considered mission critical as described above, and the City requires continuous support and maintenance of the CAD System. Ongoing support will provide the City with immediate access to Intergraph's software version updates, fixes, security alerts, and critical patch updates, major product and technology releases, and 24/7 help desk support services. In addition to the annual maintenance, the MSA will enable efficient processing of maintenance upgrades, technical implementation services for enhancements as may be required. Summary of Agreement: Staff is requesting authority to execute a new Master Services Agreement with Intergraph for the future purchase of software licenses, software maintenance support, technical, upgrade and related professional services for the CAD. The initial term of the agreement is for five years with options to extend the agreements for up to five additional oneyear terms to provide technical/professional services, as may be required. The cost for the option years after the initial five-year term shall be based on renewal quotes from Intergraph and any requests for compensation increases must be justified and are subject to approval by the City and the annual appropriations of funds. The maximum compensation of $5,000,000 is established for the initial five-year term and is an unencumbered amount. A Purchase Order will be required for each unique task, and shall be governed by the MSA. Upon City acceptance of the service order, City will issue a Purchase Order to encumber funds for services. EVALUATION AND FOLLOW-UP This memorandum will not require any follow-up from staff. PUBLIC OUTREACH This memorandum will be posted on the City's website for the January 26, 2016 City Council Agenda.

4 Page 4 COORDINATION This memorandum has been coordinated with the Police Department, the City Manager's Budget Office, and the City Attorney's Office. FISCAL/POLICY ALIGNMENT This action is consistent with the City's Operating Budget City Service Areas Delivery Framework for Performance-Driven Government for Operational Services: 1) front line service delivery, 2) make improvements, and Strategic Support's Effective Use of Technology. COST SUMMARY/IMPLICATIONS The following outlines the elements of the contract and other project-related costs. 1. AMOUNT OF RECOMMENDATION/COST OF PROJECT (5 year term): $5,000, COST ELEMENTS OF AGREEMENT/CONTRACT: - Year 1 (not-to-exceed) - Year 2 (not-to-exceed) - Year 3 (not-to-exceed) - Year 4 (not-to-exceed) - Year 5 (not-to-exceed) TOTAL (5 year) NOT TO EXCEED TOTAL $5,000, SOURCE OF FUNDING: Appn 0502, Police Non-personal/Equipment 4. FISCAL IMPACT: After the initial five-year term, the on-going maintenance and repair services are estimated at a not-to-exceed amount of $ for services and contingency per year, subject to annual appropriation of funds. BUDGET REFERENCE The table below identifies the fund and appropriations to fund the contract project costs, including project delivery and contingency costs recommended as part of this memorandum. Fund # Appn# Appn. Name Police Nonpersonal/Equipment Total Amt. for Appn Contract $27,648,779 Up to $ Adopted Operating Budget Page Last Budget Action (Date, Ord. No.) VIII /20/2015 Ord. No

5 January 14,2016 Page 5 CEOA Not a Project, File No. PP10-066(a), Agreements and Contracts. /s/ JULIA H. COOPER Director of Finance For questions, please contact Mark Giovannetti, Deputy Director of Finance at (408)