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Home My WebLink AboutAgenda Report - December 6, 2017 C-04TM CITY OF LODI COUNCIL COMMUNICATION AGENDA ITEM C-4 AGENDA TITLE: Adopt Resolution Authorizing a Software and Database Software Purchase to Upgrade the Police Department's Dispatch, Records, Jail, Report Writing, and Property Room Software System and Appropriating Funds ($21,737.48) MEETING DATE: December 6, 2017 PREPARED BY: Chief of Police RECOMMENDED ACTION: Adopt resolution authorizing a software and database software purchase to upgrade the Police Department's dispatch, records, jail, report writing, and property room software system and appropriating funds in the amount of $21,737.48. BACKGROUND INFORMATION: Since 2009, the Lodi Police Department has utilized Superion, LLC as the provider of the department computer aided dispatch system. The City extended the agreement from October 2017 through September 2018 at a cost of $156,292.53. The Superion software provides records management, computer-aided dispatching, in -field reporting, mobile computing, and statistical data that enhance the department's ability to function efficiently. The software maintenance agreement provides ongoing technical support to the software and serves to minimize any disruption to the department's ability to provide service. However, the quality of Superion support can also only be as effective as how synchronized the Superion software is with the proper underlying infrastructure that the software sits and relies on. It has been brought to the attention of the Information Technology and Police Departments that the Superion software is not optimized to run effectively using our current server and database environments and is believed to be a big part of many of our performance and functionality issues. This upgrade/migration to new architecture will allow the Superion software to work at its most optimum and nicely position the City of Lodi for future upgrades according to Superion's recommended software migration path. The cost of the upgrade is $14,720 and includes license, project planning, project management, consulting, third party product software, and hardware. IT acquired a quote from CDW-G and the cost for the new database software is $7,017.48. Due to the cost of the entire project surpassing the City Manager's approval authority, we request that the Council approve the appropriation of funding and authorize the purchase of the upgraded software and new database software. APPROVED: uer, City Manager FISCAL IMPACT: $21,737.48 is included in the FY 2017/18 budget. FUNDING AVAILABLE: $21,737.48 (10031004.72450) - 26,- Andrew Keys Deputy City Manager/Internal Services Director l Tod Patterso Chief of Police QUOTE CONFIRMATION DEAR MATT CASSON, PEOPLE WHO GET IT Thank you for considering CDW•G for your computing needs. The details of your quote are below. Click here to convert your quote to an order. QUOTE # QUOTE DATE QUOTE REFERENCE CUSTOMER # GRAND TOTAL 3KJ1(957 11/15/2017 ]K]K957 1348160 $7,017.48 QUOTE DETAILS ITEM QTY Microsoft SQL Server 2017 Standard - license - 2 cores Mfg. Part#: 7NQ-01194 UNSPSC: 43232304 Electronic distribution - NO MEDIA Contract: California DGS SLP Microsoft (SLP -17-70-0025]) 3 CDW# UNIT PRICE EXT. PRICE 4822261 $2,339.16 $7,017.48 PURCHASER BILLING INFO SUBTOTAL $7,017.48 Billing Address: CITY OF LODI ACCTS PAYABLE PO BOX 3006 LODI, CA 95241-1910 Phone: (209) 333-5538 Payment Terms: Net 30 Days -Govt State/Local SHIPPING $0.00 GRAND TOTAL $7,017.48 Please remit payments to: CDW Government 75 Remittance Drive Suite 1515 Chicago, IL 60675-1515 DELIVER TO Shipping Address: CITY OF LODI MATT CASSON 221 W PINE ST LODI, CA 95240-2089 Shipping Method: ELECTRONIC DISTRIBUTION Need Assistance? CDW•G SALES CONTACT INFORMATION This quote is subject to CDW's Terms and Conditions of Sales and Service Projects at htto://www.cdwg.com/content/terms-conditions/oroduct-sales.asox For more information, contact a CDW account manager O 2017 CDW.G LLC, 200 N. Milwaukee Avenue, Vernon Hills, IL 60061 1 800.808.4239 Page 1 of 1 SUPERION Quote Prepared By: Ron Jacobs 1000 Business Center Dr Lake Mary, FL 32746 Phone: 407-304-3418 Email: Fax: ronald.jacobs@superion.com Quote Date »»Sisl_U_tttiI Q-00028487 09/18/2017 - 1,12,/17/2017 Professional Services Services Product Code PS -PM PS -TS Product Name Project Management Technical Services Product & Services Add -On Quote Quote Prepared For: Gurdeep Kooner, IT Director for PSJ City of Lodi 215 W. Elm. St., PO Box 3006 Lodi, CA 95240 209-333-6800 x 2509 Proj Mgmt Installation Tech Svcs Training Imp! Svcs Ext Price: 2,720.00 Ext Price: 12,000.00 Totals: $2,720.00 - $12,000.00 Comments: Migrations include: CAD migration RMS migration State Connect migration Switch migration Utility server migration P2C migration P2P migration Prep / Follow up Payment terms as follows, unless otherwise notated below for Special Payment Terms by Product: License, Project Planning, Project Management, Consulting, Technical Services, Conversion, Third Party Product Software and Hardware Fees are due upon execution of this Quote. Project Management Fees will be invoiced as one combined fee. Training fees and Travel & Living expenses are due as incurred monthly. Installation is due upon completion. Custom Modifications, System Change Requests or SOW's for customization, and Third Party Product Implementation Services fees are due 50% on execution of this Quote and 50% due upon invoice, upon completion. Unless otherwise provided, other Professional Services are due monthly, as such services are Consulting Development Total Services 2,720.00 12, 000.00 $14,720.00 Professional Services: Subtotal: Total: $14,720.00 $14,720.00 $14,720.00 Superion, LLC Page 1 of 3 delivered. Additional services, if requested, will be invoiced at then -current rates. Any shipping charges shown are estimated only and actual shipping charges will be due upon invoice, upon delivery. Annual Subscription Fee(s): Initial annual subscription fees are due 100% on the Execution Date. The initial annual subscription term for any subscription product(s) listed above shall commence on the Execution Date of this Agreement and extend for a period of one (1) year. Thereafter, the subscription terms shall automatically renew for successive one (1) year terms, unless either party gives the other party written notice of non -renewal at least sixty (60) days prior to expiration of the then -current term. The then -current fee will be specified by Superion in an annual invoice to Customer thirty (30) days prior to the expiration of then -current annual period. Superion Application Annual Support (Maintenance): Customer is committed to the initial term of Maintenance for which the support fee is included in the License fee(s) and begins upon execution of this Quote and extends for a twelve (12) month period. Subsequent terms of Maintenance will be for twelve (12) month periods, commencinc at the end of the prior support period. Maintenance fees shown are for the second term of support and which shall be due prior to the start of that term. Fees for subsequent terms of Maintenance will be due prior to the start of each term at the then prevailing rate. Except for the second term of Maintenance for which Superion is committed, subsequent terms will renew automatically until such time a party receives written notice from the other party thirty (30) days prior to the expiration of the then current term. Notification of non renewal is required prior to the start of the renewal term. Customer will be invoiced, and payment is due, upon renewal. Third Party Product Annual Support Fees: The support fee for the initial annual period is included in the applicable Third Party Product License fees(s) unless otherwise stated. Subsequent terms invoiced by Superion will renew automatically at then -prevailing rates until such time Superion receives written notice of non -renewal from the Customer ninety (90) days in advance of the expiration of the then -current term. Notification of non -renewal is required prior to the start of the renewal term. Customer will be invoiced, and payment is due, upon renewal. As applicable for certain Third Party Products that are invoiced directly by the third party to Customer, payment terms for any renewal term(s) of support shall be as provided by the third party to Customer. Additional Terms: This Quote constitutes an Amendment to the Software License & Services Agreement and the Maintenance/Support Agreement (together, the "Contract and Agreement") by and between the parties hereto. The product and pricing information detailed above comprises the "Exhibit 1" schedule or "Supplement" attached to this Amendment. Except as otherwise provided herein, all terms and conditions of the Contract and Agreement shall remain in full force and effect. Any interfaces listed above are interfaces only. Customer shall be responsible for obtaining the applicable software, hardware and system software from the appropriate third party vendor. The Component Systems identified above are "Licensed Programs" or "Licensed Systems" licensed by Superion and are provided in and may be used in machine-readable object code form only. Applicable taxes are not included, and, if applicable, will be added to the amount in the payment of invoice(s) being sent separately. Travel and living expenses are in addition to the prices quoted above and shall be governed by the Superion Corporate Travel and Expense Reimbursement Policy. The date of delivery is the date on which Superion delivers, F.O.B. Superion's place of shipment, the Component Systems to Customer. The Superion application software warranty shall be for a period of one (1) year after delivery. There is no Testing and Acceptance period on the Licensed System(s) herein. Preprinted conditions and all other terms not included in this Quote or in the Contract and Agreement, stated on any purchase order or other document submitted hereafter by Customer are of no force or effect, and the terms and conditions of the Contract and Agreement and any amendments thereto shall control unless expressly accepted in writing by Superion to Customer. Third party hardware/software maintenance and/or warranty will be provided by the third party hardware and software manufacturer(s). Superion makes no representation: as to expected performance, suitability, or the satisfaction of Customer's requirements with respect to the hardware or other third party products specified in this Quote. Superion, LLC Page 2 of 3 The return and refund policy of each individual third party hardware/software supplier shall apply. This Agreement is based on the current licensing policies of each third party software manufacturer as well as all hardware manufacturers. In the event that a manufacturer changes any of these respective policies or prices, Superion reserves the right to adjust this proposal to reflect those changes. Should Customer terminate this agreement per any "Term of Contract" Section of the Contract and Agreement, as may be applicable for certain customers, Customer agrees to pay, immediately upon termination, the remaining balance for all hardware, software, and services delivered prior to the termination date together with travel reimbursements, if any, related to the foregoing. Notwithstanding any language in the Contract and Agreement to the contrary, the purchase of support services is NOT necessary for the continuation of Customer's License. Pricing for professional services provided under this quote is a good faith estimate based on the information available to Superion at the time of execution of this Quote. The total amount that Customer will pay for these services will vary based on the actual number of hours of services required to complete the services. If required, additional services will be provided on a time and materials basis at hourly rates equal to Superion's then -current rates for the services at issue. For training and on-site project management sessions which are cancelled at the request of Customer within fourteen (14) days of the scheduled start date, Customer is responsible for entire price of the training or on-site project management plus incurred expenses. City of Lodi Authorized Signature: Date: Printed Name: Superion, LLC Page 3 of 3 RESOLUTION NO. 2017-209 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING A SOFTWARE AND DATABASE SOFTWARE PURCHASE TO UPGRADE THE POLICE DEPARTMENT'S DISPATCH, RECORDS, JAIL, REPORT WRITING, AND PROPERTY ROOM SOFTWARE SYSTEM, AND FURTHER APPROPRIATING FUNDS WHEREAS, since 2009 the Lodi Police Department has utilized Superion, LLC, as the provider of the department computer aided dispatch system; and WHEREAS, the new Superion, LLC, system provides records management, computer aided dispatching, field reporting, mobile computing and other functions which allow the department to function more efficiently; and WHEREAS, it has been brought to the attention of the Information Technology and Police Departments that the Superion software is not optimized to run effectively using our current server and database environments and is believed to be a big part of many of our performance and functionality issues; and WHEREAS, this upgrade/migration to new software and database software architecture will allow the Superion software to work at its most optimum level; and WHEREAS, the cost of the upgrades are $14,720 and includes license, project planning, project management, consulting, third party product software, and hardware. IT acquired a quote from CDW-G and the cost for the new database software is $7,017.48. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize a software and database software purchase from Superion, LLC, and CDW-G, to upgrade the Police Department's dispatch, records, jail, report writing, and property room software system, in the amounts of $14,720 and $7,017.48, respectively; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby appropriate funds in the amount of $21,737.48 (10031004.72450). Dated: December 6, 2017 I hereby certify that Resolution No. 2017-209 was passed and adopted by the City Council of the City of Lodi in a regular meeting held December 6, 2017, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Johnson, Mounce, Nakanishi, and Mayor Kuehne NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None NIFERL. FERRAIOLO City Clerk 2017-209