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11.F.
City Council Draft Agenda - AMENDED
Meeting Date:
10/05/2021
Co-Submitter:
Allison Hughes

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 $234,359.85 (plus any applicable sales tax).

STAFF RECOMMENDED ACTION:

  1. Approve the Annual Master Agreement for Software Maintenance with Hexagon in the amount of $234,359.85 (plus any applicable sale tax); 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 ("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 2021-2022. 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. 

Financial Impact:

Software maintenance is budgeted in the Police Department for FY2021-2022, 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.

Policy Impact:

None.

Connection to PBB Key Community Priorities/Objectives & Regional 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 Software Agreement renewal with Hexagon has been approved by City Council on the following dates.

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

Options and Alternatives:

  1. Approve the Software Agreement with Hexagon for the Police Department software; or
  2. Do not approve the Software Agreement with Hexagon for the Police Department software and direct Staff how to proceed.

Background and History:

The 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 Flagstaff PD, Coconino County Sheriff, and Northern Arizona University. Hexagon requires a new Software Agreement on an annual basis. 

Key Considerations:

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.

Attachments