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Consent
Item No. 4.
| MEETING DATE: 03/03/2025 |
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| TO: | HONORABLE MAYOR AND COUNCILMEMBERS |
| FROM: | JIM SADRO, CITY MANAGER By: Adam Foster, Chief of Police |
| SUBJECT: | APPROVE APPROPRIATION IN AN AMOUNT NOT TO EXCEED $51,515.76 FOR PAYMENT TO MOTOROLA SOLUTIONS, INC. FOR SIXTH-YEAR MAINTENANCE OF POLICE DEPARTMENT COMPUTER-AIDED DISPATCH (CAD) AND RECORDS MANAGEMENT SYSTEM (RMS)
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RECOMMENDATION:
That the City Council approve an appropriation of $51,515.76 from the Asset Forfeiture fund for payment to Motorola Solutions, Inc. for sixth-year maintenance of the Police Department's Computer-Aided Dispatch (CAD) and Records Management System (RMS).
DISCUSSION:
On September 18, 2017, City Council authorized the purchase of a new Spillman Technologies Computer-Aided Dispatch (CAD) and Records Management System (RMS) for the police department. The purchase included an initial five-year maintenance agreement for a total cost of $862,988. The cost of the new system and maintenance was paid for using Asset Forfeiture and Public Safety Augmentation Funds. The police department started utilizing the new system in September 2018, which is referred to as the “go-live” date.
As agreed to in the original contract, additional maintenance charges were set to begin six years from the "go-live" date and were estimated at $64,066. However, the sixth-year maintenance agreement expense was inadvertently not included in the police department's FY 2024-25 adopted budget. According to the Motorola invoice dated January 23, 2025 (Attachment 1), the actual sixth-year maintenance charge for the period covering September 1, 2024, through August 31, 2025, is $51,515.76. Moving forward, the cost of the yearly maintenance fee will be subject to an annual increase of not more than 3% from the prior year, and will be included in future year proposed budgets for the police department.
Funding for the maintenance cost of the CAD-RMS system is an eligible use of Asset Forfeiture funds. If approved by City Council, the use of this special revenue funding source will not impact the Police Department's current fiscal year General Fund budget.
As agreed to in the original contract, additional maintenance charges were set to begin six years from the "go-live" date and were estimated at $64,066. However, the sixth-year maintenance agreement expense was inadvertently not included in the police department's FY 2024-25 adopted budget. According to the Motorola invoice dated January 23, 2025 (Attachment 1), the actual sixth-year maintenance charge for the period covering September 1, 2024, through August 31, 2025, is $51,515.76. Moving forward, the cost of the yearly maintenance fee will be subject to an annual increase of not more than 3% from the prior year, and will be included in future year proposed budgets for the police department.
Funding for the maintenance cost of the CAD-RMS system is an eligible use of Asset Forfeiture funds. If approved by City Council, the use of this special revenue funding source will not impact the Police Department's current fiscal year General Fund budget.
FISCAL IMPACT/SOURCE OF FUNDING:
If approved by City Council, the recommended appropriation of $51,515.76 will be funded by the City's Asset Forfeiture Fund, which has sufficient unencumbered funding to cover this cost.
GENERAL PLAN RELEVANCE/CITY COUNCIL GOALS & OBJECTIVES:
This recommended action is consistent with the following areas of the General Plan:
PS 1.1 Response Time
PS 1.4 Operations & Facilities
PS 1.6 Technology
It is also consistent with the following City Council FY 24/25 Goals & Objectives:
Goal 1A - Response Times
Goal 1H - Technology - Information Sharing
Goal 1J - Technology - Crime Analyst Function
PS 1.1 Response Time
PS 1.4 Operations & Facilities
PS 1.6 Technology
It is also consistent with the following City Council FY 24/25 Goals & Objectives:
Goal 1A - Response Times
Goal 1H - Technology - Information Sharing
Goal 1J - Technology - Crime Analyst Function