HomeMy WebLinkAboutE-6 Spillman Tech Maintenance Agreement 2016-2017CONSENT ITEM
E-6
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER
FROM: STEPHAN HUNT, CHIEF OF POLICE
DATE: DECEMBER 5, 2016
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, 2016 through
November 30, 2017) in the amount of $66,005.65.
RECOMMENDATION:
Staff recommends that 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, 2016 through November 30, 2017 in the amount of $66,005.65;
and
2) Authorize the City Manager to execute the maintenance agreement, in a form acceptable to the
City Attorney, on behalf of the City.
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.
APPROVED
COUNCIL
MEETING
12/5/2016
Maintenance Component of Spillman Public Safety Software
December 5, 2016
Page 2
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.
FISCAL IMPACT:
The Spillman annual software maintenance agreement was included in the FY 2016/17 Police
Department budget in the amount of $62,758 in account 10-20-941-000-6415. However, there was a
slight cost increase in the maintenance component requiring an additional $3,248 in the current fiscal
year. Staff will prepare a budget amendment for the $3,248 to make a total of $66,006 available for the
agreement.
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 Troy L. Butzlaff, ICMA-CM
Management Analyst City Manager
Attachment:
1) Spillman 2016/2017 Maintenance Component Invoice