AGENDA MEMORANDUM

 

 

Meeting Date:           October 8, 2007

 

From:                          Chief William J. Chrisman      

 

Subject:                      Resolution authorizing an agreement with HTE, Inc. for new Public Safety Software

 

 

Staff Recommendation:

Staff recommends approval of an agreement with HTE, Inc. for Public Safety software as detailed in the addendum to the contract. 

 

Analysis:

Beginning in late 2005, Leesburg began to seek information regarding a new Police Software Systems package.  Staff’s  intent was to upgrade or replace our existing system with a vendor capable of handling Computer Aided Dispatch, Records, Mobile Data, Property and Evidence, Internal Affairs Tracking, Crash Reporting, and Citations. 

 

An extensive needs analysis was completed utilizing a vendor at no cost to the City.  The needs analysis “Findings Report” examined over 400 areas of functionality in the police department’s current systems.  Some key concerns identified are as follows:

 

·        Four  different  older systems in use at the Police Department consisting of  three  vendor packages and in-house developed software. 

·        Little integration among these four applications is possible.

·        Extracting data in meaningful administrative or investigative ways is extremely difficult.

·        The vendor for the mobile data solution is no longer in the business.  We no longer have support for this 10+ year old technology.

·        Portions of the mobile data solution software no longer function because of lack of support.  It’s not just dated technology, as other components change… portions break.

·        Mapping data is not utilized in the existing system.  It is available as a third party add-on, but integration would require yet another vendor added to our public safety vendor mix.

·        Crime Analysis and problem solving initiatives are insufficient because of the lack of system functionality.

 

Shortly after receiving the findings, staff selected four vendors to provide demonstrations.  Staff, which included supervisory and command level employees who have been active with APCO (Association of Public-Safety Communications Officials), NENA (National Emergency Number Association), and CJIS (Florida’s Criminal Justice Information Systems) for many years, selected the vendors  based on staff’s extensive knowledge and background in the public safety field.

 

Staff considered vendors for demos if they had been in the public safety software business for 15+ years.  They had  to be capable of providing a complete CAD, Records, and Mobile Data solution.  Finally, they had to have multiple long term customers who maintained positive (based on our informal contacts and experience in the field) recommendations about the vendor.

 

The  philosophy for evaluating the products centered not only on the core values above, but also took into account the users more so than managers.  The opinion of the users; Dispatchers, Police Officers, Records Clerks is of high value in determining the software vendor of choice.  System and field users were involved in demos and needs analysis interviews at all levels.

 

Aside from Police users and administration, Leesburg’s I.T. staff and the Assistant City Manager were involved in the selection process.

 

H.T.E. Incorporated’s OSSI software was one of the top two vendors of choice among users.  It was the top vendor of choice among Police Administrators and I.T. staff.

 

Vendors were solicited extensively over the past several months for the best possible pricing.  The top vendors started in the $900,000 range and as staff sought the “best” pricing, the numbers fell to more realistic figures under the $600,000 range.   These prices are for the system software only.  Leesburg’s  I.T. staff buys hardware from select vendors at a less expensive rate.  Additionally, OSSI offered a site license, which is not normally part of their business model.  The vendor  realizes the Leesburg Police Department is a showplace for their product.

 

Purchase of the HTE OSSI Public Safety software is sole source  and will be an addendum to the existing HTE contract with the City of Leesburg.

 

Options:

1.  Approve the addendum to the City-wide Agreement with HTE, Inc.

2.  Such alternative action as the Commission may deem appropriate.

 

Fiscal Impact

Funds are available in the Police Impact Fees account for the initial package cost of $299,400 and will be available for the annual support costs $89,888 beginning in year two of the program. 

 

Submission Date and Time:    10/5/2007 4:44 PM10/3/2007 1:36 PM____

 

Department: __Police_______________

Prepared by:  _Maj. S. Rockefeller_____                     

Attachments:         Yes____   No ______

Advertised:   ____Not Required ______                     

Dates:   __________________________                     

Attorney Review :       Yes___  No ____

                                                 

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _141-2111-521-5210___

 

Project No. ___________________

 

WF No. ______________________

 

Budget  _____$300,000_________

 

Available ____300,000__________


 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN ADDENDUM TO THE CONTACT WITH HTE, INC. TO PROVIDE A NEW PUBLIC SAFETY SOFTWARE SYSTEMS PACKAGE; AND PROVIDING AN EFFECTIVE DATE.

 

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

 

            THAT the Mayor and City Clerk are hereby authorized to execute an addendum to the agreement with HTE, Inc. whose address is 1000 Business Center Drive,_Lake Mary, Florida___, for Public Safety Software Package.

 

             THAT this resolution shall become effective immediately.

 

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the _8th____ day of __October_______ 2007.

 

 

 

                                                                                    ______________________________

                                                                                    Mayor

 

ATTEST:

 

 

__________________________

City Clerk