TO: Honorable Mayor & Members of the North Port Commission
FROM: Peter Lear, City Manager
TITLE: Sole Source Procurement of Software, Training, Annual Maintenance and Professional Services from Superion, LLC in an estimated budgeted amount of $295,508.87 which includes contingency in the amount of $5,000.00.
Recommended Action
Approve sole source procurement of software, training, annual maintenance and professional services from Superion, LLC in an estimated budgeted amount of $295,508.87.
Background Information
Superion, LLC is the sole provider of software utilized by the Police Department and allows access to technical support, software patches and major updates from the vendor. It is imperative that we continue to upgrade these applications to receive new functionality, meet new regulatory requirements and ensure the continued compatibility with various systems. Superion, LLC is the sole source for maintenance of their products, and the sole source justifications are attached. This purchase was approved in the FY 2018 Budget as referenced in SLA’s 18-2130 and 19-2133.
The ONESolution P2C upgrade expenses are for a major software update to our mobile CAD software for officers. The software upgrade is free, however, the vendor charges for installation and training for the new version of the mobile CAD software. Included are costs of $2,747.48 for licenses purchased January 2016 with maintenance due in January 2017 that were not correctly invoiced and must be paid. During the review of our annual maintenance and account, this was discovered.
The additional equipment is a hand-held barcode scanner that will be utilized by our Property & Evidence Unit for inventory and auditing of evidence. This is a replacement of a very outdated unit that is no longer operational.
The Citation Module is a new module that is being purchased that will provide officers the ability to issue citations and print them in their vehicle, which will help facilitate quality assurance and increase productivity. This also includes parking tickets, warnings, and notice to appear forms. Additionally, as part of this purchase an interface, an interface to Sarasota County courts will allow the Police Department to electronically submit the citations to the court. Another module being purchased as part of this is the ONESolution Field Training Online Service. This will facilitate our Field Training Unit to develop standardized, online training courses for our officers. As part of this project, the Police Department is investing in a site license for our mobile CAD and mobile field reporting software which will significantly reduce future license fees when hiring new officers. This item was approved during the FY 2018 Capital Improvement Project (CIP) budget.
Contingency will be used for any non-planned training or professional services that may arise.
All appropriate forms, procedures and processes have been reviewed by Procurement.
Strategic Plan
Financially Responsible City Providing Quality Municipal Services.
Financial Impact
The total cost for the Superion annual maintenance and current year purchases is $295,508.87 for Police systems. The budget consists of the following:
|
OSSI Yearly Maintenance |
$ 127,972.16 |
001-2100-521-46-01 |
|
One Solution P2C Migration Services |
$ 3,600.00 |
001-2100-521-31-00 |
|
Additional Software Licenses |
$ 12,500.00 |
001-2100-521-52-50 |
|
Additional Equipment |
$ 2,896.71 |
001-2100-521-52-50 |
|
Citation Module & the ONESolution Field Training Online Service (software, hardware, installation, etc.) |
$ 143,540.00 |
150-2100-521-64-00 |
|
Contingency Funds |
$ 5,000.00 |
Various |
Procurement
Procurement of goods and services from Superion is being made in accordance with Sec. 2-407 of the City Procurement Code.
Attachments:
1. Sole/Single Source Request Form - Superion, LLC
2. Sole Source Letter Superion.
3. Superion Annual Maintenance quote
4. Superion ONESolution MCT Upgrade quote
5. Superion Unitech Handheld PDA Device quote
6. Superion ONESolutions Additional Software Licenses quote
7. Superion Citation Module Project quote
8. Florida Division of Corporations Document-Superion.
Prepared by: Jennifer Ayres
Department Director: Kevin Vespia