CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Sole Source Procurement 21-335, Naviline Public Administration and Public Safety CAD/RMS Software Maintenance and Support, to CentralSquare Technologies for an amount not to exceed $399,461 and for a one-year term
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
CentralSquare Technologies has served as the provider of the City’s primary public administration (Naviline) and public safety (CAD/RMS) software applications for various services and functions since 1994. The City continues to use various separate applications for the following business operations:
Major Naviline applications:
1. Permits, Licensing, Code Enforcement
2. Planning and Zoning
3. Cash Receipts, Accounts Receivable
4. GMBA (Accounting)
5. Purchasing/Inventory
6. Customer Information System (Utility Billing)
7. Work Order/Facility Management
Major CAD/RMS applications:
1. Computer-Aided Dispatching used by Police, Fire and 911 Dispatch
2. Records Management Incident Reporting and Field Reporting
3. Warrant tracking, Arrest/Booking, Case Management
4. Property and Evidence Management
5. Accident Management
6. Interfaces to other Public Safety applications
Public Safety support also includes application integrations such as:
1. Mobile Application Software
2. Mapping Software
3. Electronic Fingerprinting Systems
4. State of Illinois Law Enforcement Agency Data System
In 2017, the City selected Tyler Technologies to provide a modern Software as a Solution (SaaS) for the public administration capabilities. Staff is making steady progress toward migrating the capabilities from Naviline to the Tyler systems. The building reviews, permitting and licensing functions will be migrated to Tyler EnerGov in various stages in 2022. The financial, purchasing and budgeting modules are interdependent on other billing/cashiering components in Naviline and cannot be fully discontinued until utility billing functionality is completely implemented in Tyler Munis. City staff will continue to actively evaluate and discontinue support for functionality in Naviline as appropriate.
Planning for a new CAD/RMS solution for Public Safety will commence in 2022.
DISCUSSION:
The software maintenance and support agreement provides the City with upgrades to new software releases and the ability for staff to receive 24/7 support for critical software issues. The Information Technology department coordinates the annual renewal of the software maintenance contract for the public administration and public safety applications and continually reviews the contracts to look for savings.
The maintenance and support cost for the public administration applications is $146,981.75 and the remaining $252,479.25 is for the maintenance and support of the public safety applications.
Information Technology considers this a sole source procurement because CentralSquare Technologies is the developer and owner of the software and the only vendor allowed to provide maintenance and support services. Without the maintenance agreement, the City will not receive future enhancement updates, program fixes, or customer support for the systems.
The contract period is one year from October 1, 2021 through September 30, 2022.
FISCAL IMPACT:
CIP: N/A
Software support for the City’s Public Administration and Public Safety CAD/RMS applications is budgeted in the Software & Hardware maintenance accounts listed below. A combined total of $160,000 is budgeted for the Public administration portion in the Finance & Information Technology accounts, and $269,724 for the Public Safety CAD/RMS in the Fire & Police accounts for a total of $429,724. The requested award is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
15101100-531312 |
General Fund |
$247,071 |
|
16101100-531312 |
General Fund |
$2,721,517 |
|
21101100-531312 |
General Fund |
$222,820 |
|
22101100-531312 |
General Fund |
$265,200 |