AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: September 20, 2016
SUBJECT
Title
Consider adoption of an ordinance of the City of Denton, Texas providing for, authorizing, and approving three (3) year software maintenance for continued vendor support of the TriTech Public Safety System and associated modules used for Police and Fire Department Dispatching and Records Management, which is available from only one source and in accordance with Chapter 252.022 of the Texas Local Government Code such purchases are exempt from the requirements of competitive bidding; and providing an effective date (File 2640 awarded to TriTech Software Systems in the three (3) year not-to-exceed amount of $716,200).
Body
FILE INFORMATION
The City of Denton uses the TriTech Public Safety Software Suite for managing all aspects of Public Safety Dispatching as well as managing the Public Safety Records for Police and Fire Departments. It is essential for the City of Denton to keep current maintenance with the software vendor in order to ensure availability of upgrades, software fixes, and access to knowledge and support resources. The Technology Services department could not identify any local vendors that could provide software maintenance for this application. Therefore, procuring this maintenance from TriTech Software Systems is the best value for the City of Denton (Exhibit 1-Quote).
TriTech Software Systems is the sole-source vendor for continued support and maintenance for the TriTech Public Safety Software Suite of modules (Exhibit 2). Section 252.022 of the Local Government Code provides that procurement of items and services that are available from one source, do not have to be competitively bid.
Although staff is requesting approval for a three (3) year funding amount, the City is in the process of researching replacement or upgrade options for the Public Safety Computer Aided Dispatch/Records Management System (CAD/RMS) for public safety (Police, Fire, and Dispatch). The current CAD/RMS system has been in place since 2000. This will involve seeking proposals from experienced and qualified vendors to provide and implement a contemporary Computer Aided Dispatch/Records Management System (CAD/RMS). This will enable all using departments to better analyze public safety trends, link crimes and events, identify suspects or patients, and improve the quality of field reporting and statistical reports. The option to renew the current software system maintenance will be contingent upon whether an upgrade or replacement system is selected.
RECOMMENDATION
Technology Services recommends awarding to TriTech Software Systems for public safety system maintenance and support in the three (3) year not-to-exceed amount of $716,200. The system maintenance and support services may be renewed annually, not exceeding two (2) one-year renewal terms.
PRINCIPAL PLACE OF BUSINESS
TriTech Software Systems
San Diego, CA
ESTIMATED SCHEDULE OF PROJECT
Funding for continued maintenance is scheduled for the time period from October 1, 2016 through September 30, 2019 unless a new Computer Aided Dispatch/Records Management System is awarded during this time.
FISCAL INFORMATION
Funding for this item is budgeted in the Technology Services Operating Fund account number 830700.6504 beginning October 1, 2016.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Organizational Excellence
Related Goal: 1.5 Utilize technology to enhance efficiency and productivity
EXHIBITS
Exhibit 1: Quote
Exhibit 2: Vendor Sole Source Letter
Exhibit 3: Staff Memo
Exhibit 4: Ordinance
Respectfully submitted:
Chuck Springer, 349-8260
Director of Finance
For information concerning this acquisition, contact: Melissa Kraft at 349-7823.