Consideration and Approval of Contract: Approve the Annual Master Agreement for Software Maintenance with Hexagon for software utilized by the City Police Department in the amount of $239,598.24 (plus any applicable sales tax).

1. Approve the Annual Master Agreement for Software Maintenance with Hexagon in the amount of $239,598.24 (plus any applicable sale tax); and
2. Authorize the City Manager to execute all necessary documents.

Hexagon software manages all of the Computer Aided Dispatch (CAD) and Records Management System (RMS) for public safety. Staff is requesting approval of the Annual Master Agreement for Software Maintenance ("Software Agreement") with Hexagon. The Software Agreement is for the Flagstaff Police Department Records Management Software company to provide ongoing software licensing support and maintenance as necessary. The attached quote outlines the anticipated expenditures for the fiscal year 2022-2023. The purchase of this annual software maintenance provides the means to continue to conduct day-to-day activities of the Police Department without delay. The Software Agreement may be subject to any applicable sales tax(es) to be added at a later time.

This is an annual Software Agreement with an annual maintenance cost of $239,598.24. This expense is currently budgeted in FY23 account numbers 001-04-061-0221-2-4231, 001-04-061-0223-2-4231, and 001-04-061-0224-2-4231. Costs for the software are shared with Coconino County Sheriff and Northern Arizona University per Intergovernmental Agreement #A2005.

Priority Based Budget Key Community Priorities and Objectives
High Performing Governance: Serve the public by providing high quality internal and external customer service.

• High Performing Governance: Encourage public trust through transparency, accessibility and use of the City’s public participation policy.
• High Performing Governance: Become an employer of choice and provide employees with the necessary tools, training and support.
• Safe and Healthy Community: Provide public safety with the resources, staff and training to respond to community needs.
• Team Flagstaff Strategic Plan: Provide exceptional service

Yes, as this is an annual software contract that has been before Council every year since 2013.

1. Approve the Software Agreement with Hexagon for the Police Department software; or
2. The Flagstaff Police Department can coordinate with Coconino County Sheriff and Northern Arizona University on alternative options moving forward.

The Flagstaff Police Department, Coconino County Sheriff and Northern Arizona University have used Hexagon, formally Intergraph, since before 2013 and is part of an intergovernmental agreement #A2005 between the Flagstaff Police Department, Coconino County Sheriff, and Northern Arizona University. Hexagon requires a new Software Agreement on an annual basis.

The Hexagon software was selected jointly by the Flagstaff Police Department, Coconino County Sheriff and Northern Arizona University through intergovernmental agreement #A2005 and any change to another software would need to be coordinated in conjunction with the partner agencies.

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Hexagon is the company that provides and supports the Flagstaff Police Department's computer aided dispatch and records management system. The Software Agreement provides the Flagstaff Police Department with the technical support to the dispatch and records systems to provide exemplary customer service to the Flagstaff community. 

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