Consideration and Approval of Contract: 2025 Renewal of the Master Agreement for Software Maintenance with Hexagon for software utilized by the City of Flagstaff Police Department in the amount of $315,822.54, plus applicable taxes.
 

1. Approve the 2025 Renewal of the Master Agreement for Software Maintenance with Hexagon in the amount of $315,822.54 plus applicable taxes; and
2. Authorize the City Manager to execute all necessary documents.

Hexagon software manages all the Computer Aided Dispatch (CAD) and Records Management System (RMS) for public safety.  Staff is requesting approval of the 2025 Renewal of the Master Agreement for Software Maintenance ("Software Agreement") with Hexagon. The Software Agreement is for the Flagstaff Police Department Records Management Software. This agreement allows the Hexagon company to provide ongoing software licensing support and maintenance as necessary. The attached quote outlines the anticipated expenditures for the fiscal year 2025-2026. The renewal of the 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.

Project Name: Hexagon Software Yearly Maintenance
Cost: $315,822.54 plus applicable tax
Account Number Budgeted: 001-04-061-0221-2-4231, 001-04-061-0223-2-4231, 001-04-061-0224-4231
FY26 Budgeted Amount: $320,000
Grant Funded:
Funding Source: General Fund; Costs for the software are shared with Coconino County Sheriff's Office and Northern Arizona University Police Department per Intergovernmental Agreements IGA-2023-123-AG2 and IGA-2023-126-AG2.

This is an annual software contract that has been before Council every year since 2013.

1. Approve the 2025 Renewal of the Software Agreement with Hexagon for the Police Department software; or
2. The Flagstaff Police Department can coordinate with the Coconino County Sheriff's Office and Northern Arizona University Police Department 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 intergovernmental agreements IGA-2023-123-AG2 and IGA-2023-126-AG2 between the Flagstaff Police Department, Coconino County Sheriff's Office, and Northern Arizona University Police Department.  Hexagon requires a renewal of the Software Agreement on an annual basis.

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.

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