CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Sole Source Procurement 23-190, Naviline Public Administration and Public Safety CAD/RMS Software Maintenance and Support, to Central Square Technologies for an amount not to exceed $423,407.41 and for a one-year term
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
CentralSquare Technologies has served as the City’s primary public administration (Naviline) and public safety (CAD/RMS) software provider since 1994. The City continues to use various separate applications for the following business operations:
Major Naviline applications:
1. Permits, Licensing, and Code Enforcement
2. Planning and Zoning
3. Cash Receipts and 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 with 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 (“Tyler”) to provide a modern Software as a Solution (SaaS) for the public administration capabilities. Over the years, staff has migrated a number of applications from Naviline to Tyler.
The financial, purchasing, and budgeting modules are interdependent on other billing/cashiering components still in Naviline and cannot be fully discontinued until Utility Billing functionality is implemented in Tyler.
In 2022, planning for a new CAD/RMS solution for public safety began. In 2023 an RFP was issued, and several vendors are currently being evaluated.
Staff continues to actively evaluate and discontinue support for Naviline functionality as appropriate. A savings of $15,693.54 has been realized this year.
DISCUSSION:
The Information Technology Department coordinates the annual renewal of the software maintenance contract for the public administration and public safety applications. The requested procurement will provide the City with upgrades to new software releases and the ability for staff to receive 24/7 support for critical software issues.
The maintenance and support cost for the public administration applications is $169,763.96 and the remaining $253,643.45 is for the maintenance and support of the public safety applications.
This is a Sole Source procurement because Central Square Technologies is the developer and owner of the software and there are no alternative vendors to provide maintenance and support services.
The contract period is from October 1, 2023, through September 30, 2024.
FISCAL IMPACT:
Maintenance and support for the CAD/RMS applications is budgeted in the accounts listed below for a combined total of $406,666. The requested award exceeds the budget by $16,741.41, however, the overage can be accommodated within the General Fund as a result of underspend in other budgeted services. Staff will monitor expenses to ensure compliance with budgetary guidelines.
|
Account Number |
Fund Description |
Total Budget Amount |
|
*1100-531312 |
General Fund |
$4,678,915 |
|
15101300-531312 |
Electric Utility Fund |
$32,000 |
|
15101500-531312 |
Water Utility Fund |
$32,000 |