Consent 1.B.1.
Regular City Council Meeting
- Meeting Date:
- 07/08/2013
- TITLE
- New World Public Safety Software Upgrade & Maintenance Agreement
- PRESENTED BY:
- Tina Volek
- Department:
- City Hall Administration
Presentation:
Information
PROBLEM/ISSUE STATEMENT
The City of Billings and Yellowstone County have successfully utilized the existing public safety software for the past 24 years. During the budget process and the Technology Replacement Plan presentation, Council was provided information about the necessity of upgrading the New World Software to their new MSP Windows based software platform. This upgrade will allow the full functionality of our existing mobile software and provide many of the desired upgrades in functionality in mission critical software systems such as Computer Aided Dispatch (CAD), Law Enforcement Records, Corrections, Mug Shots, Finger Printing Interface, Reporting, Analytical Tools, Fire Records, Full Court Interfaces, mapping, and more.
The City of Billings and Yellowstone County have worked with New World Systems over the past 8 months on developing the upgrade & a 10-year maintenance plan. The proposed Addendum is to an existing Master Contract that the City of Billings has with New World Systems. Yellowstone County has also approved a Memorandum of Understanding (MOU) outlining their financial support for the upgrade to the new software, the projected travel expenses, and the ongoing 10-year maintenance contract.
This project will require hardware upgrades in addition to the software upgrade, travel, and maintenance covered by the proposed Addendum. Information Technology (IT) collects reserve funds each year from the public safety agencies, including the Yellowstone County Sheriff's Department. These funds are collected for the sole purpose of funding hardware upgrades and ongoing hardware maintenance costs. Council approved the use of $140,000 out of IT reserves in the FY2014 budget to fund the necessary hardware upgrades needed to support the new system.
The City of Billings and Yellowstone County have worked with New World Systems over the past 8 months on developing the upgrade & a 10-year maintenance plan. The proposed Addendum is to an existing Master Contract that the City of Billings has with New World Systems. Yellowstone County has also approved a Memorandum of Understanding (MOU) outlining their financial support for the upgrade to the new software, the projected travel expenses, and the ongoing 10-year maintenance contract.
This project will require hardware upgrades in addition to the software upgrade, travel, and maintenance covered by the proposed Addendum. Information Technology (IT) collects reserve funds each year from the public safety agencies, including the Yellowstone County Sheriff's Department. These funds are collected for the sole purpose of funding hardware upgrades and ongoing hardware maintenance costs. Council approved the use of $140,000 out of IT reserves in the FY2014 budget to fund the necessary hardware upgrades needed to support the new system.
ALTERNATIVES ANALYZED
The Council may:
• Approve the Addendum to the Master Agreement the City of Billings has with New World Systems therefore allowing staff to move away from a 20+ year old system and implement a system designed to better meet the needs of the organization.
• Not approve the Addendum to the Master Agreement the City of Billings has with New World Systems. City & County staff would have to work together to identify ways to establish both short-term goals to improve the current system and a new long-term roadmap.
• Approve the Addendum to the Master Agreement the City of Billings has with New World Systems therefore allowing staff to move away from a 20+ year old system and implement a system designed to better meet the needs of the organization.
• Not approve the Addendum to the Master Agreement the City of Billings has with New World Systems. City & County staff would have to work together to identify ways to establish both short-term goals to improve the current system and a new long-term roadmap.
FINANCIAL IMPACT
The City of Billings and Yellowstone County have agreed through a Memorandum of Understanding (MOU) to share in the cost of the upgrade, the related travel costs, and the ongoing 10-year maintenance agreement. Details of the MOU are included in a separate agenda item.
The upgrade cost of $741,000 would be shared with Yellowstone County as follows: City of Billings $599,904 & Yellowstone County $141,096. Council approved $600,000 in FY2013 to fund this project out of the Council Contingency Funds. These funds were not spent in FY2013 and have been rolled into the approved FY2014 budget to fund this project.
The 10-year maintenance agreement represents savings to both the City of Billings and Yellowstone County by locking-in the amount of $224,929 annually for years 1 - 5 (City $184,412 & County $40,517) and $244,714 annually for years 6 - 10 (City $200,276 & County $44,438).
The upgrade cost of $741,000 would be shared with Yellowstone County as follows: City of Billings $599,904 & Yellowstone County $141,096. Council approved $600,000 in FY2013 to fund this project out of the Council Contingency Funds. These funds were not spent in FY2013 and have been rolled into the approved FY2014 budget to fund this project.
The 10-year maintenance agreement represents savings to both the City of Billings and Yellowstone County by locking-in the amount of $224,929 annually for years 1 - 5 (City $184,412 & County $40,517) and $244,714 annually for years 6 - 10 (City $200,276 & County $44,438).
RECOMMENDATION
Staff recommends that Council approve the Addendum to the Master Contract for the upgrade of the New World Public Safety Software and the ongoing 10-year maintenance contract.