TO: Honorable Mayor & Members of the North Port Commission
FROM: Peter D. Lear, CPA, CGMA, City Manager
TITLE: Approve the utilization of a five-year contract with Omnia® Partners through SHI International Corp.(“SHI”), (solicited by City of Mesa, Arizona Contract #2018011-02) and one of SHI’s International Corp. authorized partners, ProPhoenix for public safety software, support and maintenance for a total cost over a five-year period of $868,274.45.
Recommended Action
Approve the utilization of a five-year contract with Omnia® Partners through SHI International Corp.(“SHI”), (solicited by City of Mesa, Arizona Contract #2018011-02) and one of SHI’s International Corp. authorized partners, ProPhoenix for public safety software, support and maintenance for a total cost over a five-year period of $868,274.45.
Background Information
The North Port Police Department (NPPD) currently utilizes Computer Aided Dispatch (CAD) / Records Management System (RMS) software platform owned by Central Square. The software has been in place and used by NPPD since 2005 and is no longer meeting the technology needs of the department.
NPPD went through restructuring in late 2018 with the addition of personnel and reassignments. One area of restructuring was the Information Technology (I.T.) Division. With the restructuring, a review was done of the entire I.T. Division. The review encompassed current technology regarding hardware infrastructure and software suites, along with the overall I.T. budget to determine if funds were being expended in the best interest of the city, as well as the community and whether those funds were meeting the demands, need, and mission of the NPPD. It was determined an updated, more efficient CAD/RMS system is needed.
Prophoenix software offers the most modern and robust technology for public safety. The capabilities offer so much more than other companies and the value of the dollars being spent equates to increased efficiencies. In the field, officers can write reports, import and access photos, correct and approve reports, access mug shots and demographic information, silent messaging and dispatching using our WDA mobile product along with other features. Keeping officers on the road is important but so are the efficiencies NPPD will have by using this feature. The software has many more features such as analysis tools, extensive reporting capabilities, predictive analysis and business intelligence features.
This software suite is used in over four hundred (400) public safety agencies that range in size from smaller than NPPD to extremely large metropolitan public safety agencies. The North Port Police Department can make this purchase from SHI and the implementation costs are expensed over the five-year contract. Annual maintenance can be purchased at year six, which is approximately half of the amount NPPD would pay to Central Square to stay at status quo.
In addition, The ProPhoenix Software License and Support Agreement lists a maximum increase of 3% annually of the maintenance agreement for life. All pricing includes future upgrades.
|
Payment Milestones |
Payment |
When Invoiced |
|
1st Milestone Payment |
$166,000.00 |
Contract Signing |
|
2nd Milestone Payment |
$169,818.87 |
1st Anniversary of Signing Date |
|
3rd Milestone Payment |
$173,526.89 |
2nd Anniversary of Signing Date |
|
4th Milestone Payment |
$177,420.30 |
3rd Anniversary of Signing Date |
|
5th Milestone Payment |
$181,508.39 |
4th Anniversary of Signing Date |
|
6th Milestone Payment as listed in ProPhoenix Agreement |
$82,677.69 |
5th Anniversary of Signing Date paid directly to ProPhoenix |
|
*Annual Support and Maintenance Renewal Annually |
Limited to 3% of prior year’s total |
Anniversary Date |
The total cost over a five-year period is $868,274.45 is broken out in the SHI Quote.
The City Attorney has approved this Agreement for form and legal content.
Strategic Plan
Maintain the adopted level of health and public safety services.
Financial Impact
The total cost of the five-year term is $868,274.45 and will be budgeted annually with the payment breakdown explained in the Software License and Support Agreement. Funding in the amount of $166,000.00 for the initial payment will come from the budgeted amount in Account #001-2100-521-46-01.
Procurement
This service is being procured pursuant to Section 2-403 (a) (4) a of the City Procurement Code- Exemptions the utilization of other local government or public entity contracts to procure goods or services.
All cooperative contracts available through Omnia Partners, Public Sector are competitively solicited and publicly awarded by lead agency using applicable procurement and regulations. Omnia Partners offers the most robust portfolio of high-quality contracts in the public-space, while creating streamlined and cost-effective procurement. As an authorized partner, ProPhoenix will provide public safety solutions which increase the NPPD to have the ability to utilize the latest, cutting edge solutions and provide officers information at the point of need.
Vendor: SHI, International Corp.
290 Davidson Ave.
Somerset, NJ 08873
Attachments:
1. Procurement Competitive Exemptions Form’ SHI
2. SHI Quote-17707269
3. ProPhoenix Software License and Support Agreement
4. 2018011 IT Solicitation and Agreement
5. Addendum 1 for Contract #2018011
6. Addendum 2 for Contract #2018011
7. OMNIA
8. Florida Division of Corporations Document
Prepared by: Michael Baute, Captain
Department Director: Todd R. Garrison, Chief of Police