Administrative Services Department

Transcription

1 Administrative Services Department SUBJECT: Consideration of a Resolution authorizing the Village to amend its GIS Consortium Service Provider Contract with Municipal GIS Partners of Des Plaines, Illinois in a FY 2015 not-to-exceed amount of $80,145 and a three-year total estimated budget increase of $415, AGENDA ITEM: 9. b. iii. MEETING DATE: June 16, 2015 VILLAGE BOARD REPORT TO: Village President and Board of Trustees FROM: Amy L. Ahner, Administrative Services Director (847) Brent Reynolds, Director of Glenview Public Safety Dispacth (847) Eric Deloy, Deputy Director of Glenview Public Safety Dispact (847) THROUGH: Todd Hileman, Village Manager PURPOSE AND ACTION REQUESTED: Staff requests Village Board consideration of a Resolution authorizing the execution of an amendment to the existing contract for professional services with Municipal GIS Partners, Inc. ( MGP ) adding New World Systems application support services in a FY 2015 not-to-exceed amount of $80,145 and a three-year total estimated budget increase of $415, BACKGROUND/DISCUSSION: The New World System software is used by Glenview Police, Fire, and Joint Dispatch to support computer-aided dispatch (CAD), law enforcement records management (LERMS), fire records management (FRMS), and mobile computing systems. Support of the application (software and hardware maintenance, upgrades, new user setup, etc.) has been conducted through the Village s information technology contract. Glenview highly values it partner agencies and due to recent expansion and upgrade of services, staff explored how best to support the application. Staff determined that the New World application could best be supported now and in the future through: A subject matter expert dedicated to the enterprise system Page 1 of 7

2 A single point of contact to coordinate and provide consistent, high-quality end user support A partner accountable for keeping the technology running smoothly so managers can focus on the core competency of the dispatch operation A separation of contracts to reduce risk. Staff solicited proposals from three service providers whose responses ranged from $140,000- $170,000 on an annual basis. MGP provided the most responsive proposal by demonstrating their understanding of the Village s expectations for the service and their focus on continuous improvement and innovation. The MGP proposal includes one full-time equivalent with proficiencies in dispatch and New World software in the annual amount of $160,290. Duties and activities include: Advising and recommending future development for the software application Coordination of new modules, features and special reports Troubleshooting application support tickets and liaison between community, software vendor, and information technology Creating relevant documentation on the system Training for new functionality Creating and generating standard reports. The New World software application continues to build on and leverage the map layers built in GIS. Staffing both dispatch and GIS functions with the same firm promotes the system synergy, enables the growth of standardization, and provides the opportunity for future cross-training. BUDGET: The FY 2015 proposed contract amount is $80, Village staff has worked with the vendor for a final proposed contract estimated not to exceed the amounts of $165, and $170, for FY 2016 and 2017, respectively. This contract is funded through the Village Corporate Fund and is wholly offset through fees collected from dispatch customers. Additional savings will be achieved through a $50,000 information technonology contract reduction and a shift of staff time from application support to dispatch management. RECOMMENDATION: Staff requests Village Board approval of a Resolution authorizing the execution of an amendment to the existing contract for professional services with Municipal GIS Partners, Inc. ( MGP ) adding New World application support services in a FY 2015 not-to-exceed amount of $80,145 and a three-year total estimated budget increase of $415, ATTACHMENT: Attachment 1 Resolution and Resolution Exhibit A (Supplemental Statement of Work #1 for Dispatch Specialist Services) Page 2 of 7

3 Attachment 1 Resolution And Resolution Exhibit A Page 3 of 7

4 RESOLUTION NO. WHEREAS, the Village of Glenview, Village, is a home rule municipality located in Cook County, Illinois; WHEREAS, the corporate authorities have reviewed the GIS Consortium Service Provider Contract Supplemental Statement of Work #1 for Dispatch Specialist Services, attached hereto as Exhibit A and incorporated herein by reference (the Contract ), between the service provider Municipal GIS Partners, Inc. and the Village, authorizing the Village to expend funds for New World System application support services; and WHEREAS, the corporate authorities have determined that it is in the public interest to execute the Contract. NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees of the Village of Glenview, as follows: That the President and Village Clerk are authorized to execute the three-year contract with the GIS Consortium Service Provider, Municipal GIS Partners, Inc., of Des Plaines, IL in the FY 2015 not-to-exceed amount of $80,145 and an estimated not to exceed the amount of $165, and $170, for FY 2016 and 2017, respectively. The three year estimated budget increase totals $415, PASSED this day of, 2015 AYES: NAYS: ABSENT: APPROVED by me this day of, 2015 ATTEST: Todd Hileman, Village Clerk Village of Glenview, Cook County, Illinois James R. Patterson, Jr., President Village of Glenview, Cook County, Illinois Page 4 of 7

5 Supplemental Statement of Work #1 to GIS Consortium Service Provider Contract for Dispatch Specialist Services Pursuant to and in accordance with Section 1.2 of that certain GIS Consortium Service Provider Contract dated the 1st day of January, 2015 (the Contract ) between the Village of Glenview, an Illinois municipal corporation (the Municipality ) and Municipal GIS Partners, Incorporated (the Consultant ), the Municipality and the Consultant hereby agree to this Supplemental Statement of Work (this SOW ) dated as of the [ ] day of [May, 2015]: 1. Dispatch Application Specialist Services: The Municipality desires to hire the Consultant to perform Services in connection with the Municipality s dispatch services as set forth in Annex 1 attached hereto and incorporated herein by reference into this this SOW. 2. Project Schedule/Term: The term of this SOW shall begin on [May, 2015] (the SOW Effective Date ) and end on the anniversary of the SOW Effective Date. 3. Projected Utilization/Service Rates: It is estimated that the number of hours for a single GIS Dispatch Services Specialist to complete the Services set forth on Annex 1 will be 1,644 hours, which will be billed at an hourly rate of $97.50 per hour. 4. Costs, Billing and Payment: The total amount charged under this SOW shall not exceed $160,290 (the Total Consideration ). The Consultant will invoice 1/12th of the Total Consideration every month at the end of each month irrespective of the amount of hours worked during such month. The Consultant will provide an accompanying time activity document with the invoice for tracking work activities and performance. Payment shall be made in compliance with the Local Government Prompt Payment Act (50 ILCS 505/). In the event of any conflict or inconsistency between the terms of this SOW and the Contract or any previously approved SOW, the terms of this SOW will govern and control with respect to the term, projected utilization rates, service rates and scope of services. All other conflicts or inconsistencies between the terms of the Contract and this SOW shall be governed and controlled by the Contract. Any capitalized terms used herein but not defined herein shall have the meanings prescribed to such capitalized term in the Contract. For the avoidance of doubt, the Services set forth in this SOW are being provided at the request of the Municipality in addition to those Services set forth on Attachment 1 to the Contract and have not been negotiated on behalf of GISC or its members. [Signature Page Follows] CHICAGO/# Page 5 of 7

6 Signature Page to Supplemental Statement of Work #1 to GIS Consortium Service Provider Contract for Dispatch Specialist Services IN WITNESS WHEREOF, the undersigned have placed their hands and seals hereto as of the date first above written. ATTEST: By: Name: Its: ATTEST: MUNICIPALITY VILLAGE OF GLENVIEW By: Name: Its: CONSULTANT: MUNICIPAL GIS PARTNERS, INCORPORATED By Name: Its By Name: Thomas Thomey Its: President CHICAGO/# Page 6 of 7

7 ANNEX 1 DISPATCH SPECIALIST SERVICES Description of Services. The Consultant will provide a GIS Dispatch Services Specialist (the GIS Specialist ) to work with the Municipality s dispatch services center (the Dispatch Center ) as set forth herein. For avoidance of doubt, the Consultant or the GIS Specialist will not have any responsibility for responding, receiving or transmitting information to or on behalf of a caller of the Municipality s dispatch services. A. Leadership and Relationship Building. 1. The GIS Specialist shall act as a point of contact for streamlining communication between key groups identified by the Municipality. The GIS Specialist will endeavor to improve the functionality, processes and developments for the Dispatch Center by attending relevant vendor user conferences and user group meetings. 2. The GIS Specialist shall drive continuous improvement and innovation on future development for the application of dispatch services. 3. The GIS Specialist shall coordinate onboarding of new communities and implementation of new modules or features. B. Application Support. 1. The GIS Specialist shall deliver consistent, reliable, high quality support to users of the Computer Aided Dispatch (CAD) technology (the Application ). 2. The GIS Specialist shall assist with troubleshooting the Application support tickets and act as a liaison among the Municipality, the Application software vendor and IT. 3. The GIS Specialist shall be responsible for loading the Application software on workstations in the Dispatch Center. C. Process Development and Documentation. The GIS Specialist will draft relevant governance and policy documents to assist with creating alignment for best practices on how the Application will be used, including, but not limited to, developing processes and documentation to provide clear direction for repetitive tasks or activities. D. Training and Development. The GIS Specialist shall deliver regularly scheduled training sessions in connection with the Application or new processes developed by the GIS Specialist and create training videos for the Municipality s future use. E. Report Administration and Management. The GIS Specialist shall work with the Municipality to create standard reports or special reports that meet the needs of the Municipality. CHICAGO/# Page 7 of 7