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8.H.
City Council Meeting - FINAL
Meeting Date:
07/07/2020
Co-Submitter:
CJ Perry
From:
Wayne Anderson, IT Manager - Applications

Information

TITLE:

Consideration and Approval of Contract: Annual Master Agreement for Software Maintenance with Hexagon for software utilized by the City Police Department in the amount of $256,619.12.

STAFF RECOMMENDED ACTION:

1.) Approve the Annual Master Agreement for Software Maintenance with Hexagon in the amount of $256,619.12; and
2.) Authorize the City Manager to execute all necessary documents.

Executive Summary:

Staff is requesting approval of the Annual Master Agreement for Software Maintenance with Hexagon.  The contract 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 2021. The purchase of the annual software provides the means to conduct day-to-day activities of the Police Department without delay.  The contract listed may be subject to any applicable sales tax(es) to be added at a later time.

Financial Impact:

Software maintenance is budgeted in the Police Division, account number 001-04-061-0221-2-4231 and 001-04-061-0221-2-4231.  These costs are shared with the County based on the shared law enforcement facility Intergovernmental Agreement. 

Policy Impact:

None.

Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan:

  • 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

Has There Been Previous Council Decision on This:

Yes.  This software has been utilized by the City's Police Department for some 15 years.  This same renewal has been before the City Council on the following dates.

06/18/2013   
07/01/2014   
01/20/2015   
09/01/2015   
06/21/2016   
07/05/2017   
06/19/2018   
06/18/2019   
07/05/2017   
06/19/2018   
06/18/2019   
01/07/2020   
and more prior to 2013.

Attachments