HomeMy WebLinkAboutE-16 Staff Report -Spillman Tech Maint Agreement 2015-2016CONSENT ITEM
E-16
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER
FROM: SAMUEL G. GONZALEZ, CHIEF OF POLICE
DATE: JANUARY 5, 2016
SUBJECT: PURCHASE OF ANNUAL MAINTENANCE COMPONENT OF SPILLMAN PUBLIC
SAFETY SOFTWARE AND ANNUAL MAINTENANCE OF INSIGHT MODULE
SOFTWARE
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. As part of the Original Purchase
and License Agreement, the second year of maintenance was documented and estimated at $62,758
(Attachment #1, page 5), but those costs were not included in the overall total purchase approved by
Council. Spillman Technologies is also offering to provide the Police Department a free license for use
of their InSight Data Sharing Module; however, there is an annual maintenance fee of $242.00 to
maintain the software. This action approves the purchase of annual maintenance for all current software
programs, including the InSight Data Sharing Module, for the period of December 1, 2015 through
November 30, 2016 in an amount of $63,000.
RECOMMENDATION:
Staff recommends that the City Council take the following actions:
1) Approve the purchase of Spillman Technologies’ Annual Maintenance Component for all current
software programs for the period of December 1, 2015 through November 30, 2016 in the
amount of $62,758.00 (Attachment #2).
2)Approve the purchase of Spillman Technologies’ InSight Annual Maintenance Agreement for
$242.00 and authorize the City Manager to sign Addendum A to the Azusa Police Department
Purchase and License Agreement with Spillman Technologies, Inc. (Attachment #3).
3) Approve the allocation of future annual maintenance costs to Spillman Technologies from the
Police Department’s budget.
APPROVED
COUNCIL MEETING
1/5/2016
Software Maintenance Agreement with Spillman
January 5, 2016
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 Council at the time the contract was approved.
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.
Since our purchase of the Spillman CAD/RMS/MDC software, the company has developed a software
module that allows the users to run real-time queries on databases of other participating agencies for
names, associated images, vehicles, property information, and other records. Spillman has offered to
provide the City a free license to use InSight Data Sharing Module. The City is only responsible for
paying for maintenance on the module which is currently set at $242 annually.
FISCAL IMPACT:
The purchase of the annual maintenance component in the amount of $62,758 has been budgeted for in
the FY 15/16 general fund budget and will be funded from the Police Department IT Account, No. 10-
20-941-000-6415. The amount for the InSight module was not budgeted for, but the $242 cost is
minimal, and will be funded from the same account.
Prepared by: Reviewed and Approved:
Steve Hunt Sam Gonzalez
Captain Chief of Police
Reviewed and Approved:
Troy L. Butzlaff, ICMA-CM
City Manager
Attachments:
1. Original Spillman Purchase and License Agreement
2. Invoice
3. Addendum A, Purchase and License Agreement for Insight Software
ATTACHMENT 1
ATTACHMENT 2
ATTACHMENT 3