HomeMy WebLinkAboutE-07 Staff Report - Spillman Maintenance Agreement 2017-2018CONSENT ITEM
E-7
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: DON PENMAN, INTERIM CITY MANAGER
FROM: STEPHAN E. HUNT, CHIEF OF POLICE
DATE: DECEMBER 4, 2017
SUBJECT: APPROVE ANNUAL MAINTENANCE AGREEMENT WITH SPILLMAN
TECHNOLOGIES
SUMMARY:
On November 18, 2013, the City Council authorized the Police Department to purchase a
Computer Aided Dispatch (CAD), Records Management System (RMS), and Mobile Data
Computer (MDC) integrated software system from Spillman Technologies, Incorporated. On
December 5, 2015, the Council approved the second year maintenance component totaling
$62,758. As part of the original Spillman Purchase and Licensing Agreement, the cost of
maintenance was not specifically voted on by the City Council at the time the contract was
approved. In order to maintain the system and to receive the latest enhancements and most
updated versions of software, the City Council approved an annual maintenance agreement. The
proposed action approves a maintenance agreement with Spillman Technologies for all current
software programs for an additional year (December 1, 2017 through November 30, 2018) in the
amount of $71,139.24.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1) Approve a maintenance agreement with Spillman Technologies for all current software
programs for the period of December 1, 2017 through November 30, 2018 in the amount
of $71,139.24; and
2) Authorize the City Manager to execute the maintenance agreement, in a form acceptable
to the City Attorney, on behalf of the City.
APPROVED
CITY COUNCIL
12/4/2017
Maintenance Component of Spillman Public Safety Software
December 4, 2017
Page 2
DISCUSSION:
As part of the original Spillman Purchase and Licensing Agreement, the cost of maintenance was
estimated and included in the documents when the purchase of the software was made; however,
the maintenance component was not specifically voted on by the City Council at the time the
contract was approved.
Each year the maintenance component varies based on the modules added since the original
purchase; therefore multi-year maintenance agreements are not available.
Software maintenance is critical and must be maintained to improve performance, correct faults,
and keep the database running at optimal levels. Spillman Technologies provides the latest
enhancements and most updated versions of software which are regularly released and installed
into the system when an agency purchases the maintenance agreement. In addition, they provide
support technicians who are available 24 hours a day, 7 days a week to assist with any problem.
Spillman Technologies is a sole source vendor to this maintenance software.
FISCAL IMPACT:
The Spillman annual software maintenance agreement was included in the FY 2017/18 Police
Department budget in the amount of $66,010 in account 10-20-941-000-6415. However, there
was a cost increase of $5,129.24 thus amending the agreement total amount to $71,139.24.
The Police Department will absorb the $5,129.24 of increase with department budget savings.
Prepared by: Fiscal Impact Reviewed by:
Stephan Hunt Talika M. Johnson
Chief of Police Director of Finance
Reviewed and Approved: Reviewed and Approved:
Louie F. Lacasella Don Penman
Senior Management Analyst Interim City Manager
Attachments:
1) Spillman 2017/2018 Maintenance Component Invoice
Attachment 1