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Home My WebLink AboutItem #06 Approval of Expenditure of Fortfeiture Funds to Purchase Scheduling Software ire Cen tex of Good Lf I3.0 AGENDA ITEM COVER SHEET Meeting Date: March 15, 2011 Item # Reviewed By: Contact Name: Steven J. Goclon Department Director: Steven ;; o. A/C. /, Contact Number: X3027 City Manager: Robert Fr. 441.. / Ir Subject: Approval of Expenditure of Forfeiture Monies to Purchase Scheduling Software Background Summary: Per Florida State Statutes 932.7055 "...Such (forfeiture fund) proceeds and interest earned there from shall be used for ...other law enforcement purposes, which include defraying the cost of protracted or complex investigations, providing additional equipment or expertise...." The Ocoee Police Department provides Extra Duty officers to outside contractors. Coordinating, scheduling, and paying the officers is a cumbersome task requiring repetitive manual input by staff and volunteers. Software exists that reduces the number of staff members and staff hours spent dealing with these tasks, as well as, provides an equitable system for officers signing up for the Extra Duty details. The Police Department is also required to fill multiple overtime slots for large scheduled City events such as Founder's Day, parades, and probation sweeps. Under the current collective bargaining agreement, these assignments must be offered by seniority. The proposed extra duty software allows for easy accommodation of this agreement. The Police Department requests to expend not more than $5,000.00 from its Police Forfeiture fund to purchase Xtra Duty software from Jivasoft Corporation. The cost of the software for up to 100 users is $4,750.00. Three quotes were obtained by the Police Department. Jivasoft Corporations' Xtra Duty provided the lowest quote, however, the price is scheduled to increase significantly in May of 2011. City of Ocoee IS has reviewed this software and determined it to be compatible with the City's computer system. The Winter Garden Police Department currently uses and highly recommends this software. Issue: Should the Honorable Mayor and Board of City Commissioners authorize the use of not more than $5,000.00 from the Police Forfeiture account to purchase Xtra Duty software from Jivasoft Corporation? Recommendations: It is recommended that the Honorable Mayor and Board of City Commissioners authorize the use of not more than $5,000.00 from the Police Forfeiture account to purchase the Xtra Duty software from Jivasoft Corporation. Attachments: Price quotes from Jivasoft and two other software providers. Financial Impact: $4750.00 from the Police Forfeiture fund. Subsequent years' maintenance fees of $950.00 can be paid through the annual budget. There is approximately $35,000.00 in the Police Forfeiture fund. Type of Item: (please mark with an "x ") Public Hearing For Clerk's Dept Use: Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda x Commission Approval Discussion & Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. N/A Reviewed by () N/A 2 l [rr Jivasoft Corporation Quotation (7 i 7305 San Dario Ave Suite G / Box 424 Date Quotation # 1 Laredo, TX 78045 3/7/2011 2047 Bill To Ship To Ocoee Police Department Ocoee Police Department 646 Commerce Parkway 646 Commerce Parkway Ocoee, FL 34761 Ocoee, FL 34761 Attn: Diana Turner Attn: Diana Turner Quote Effective Through 4/30/2011 Quantity Description Price Each Amount 1 Xtra Duty License - Up to 100 Employees 4,750.00 4,750.00 - Includes both Workstation and Web Components - Site License Permits Unlimited Users and Workstation Installations - Includes Unlimited Telephone & E -mail Support for One Year . - Includes Version Upgrades for One Year - Additional years of support & upgrades can be purchased for 20% of the original license fee Total $4,750.00 C — � 5.E! TeleStaff SUMMARY QUOTATION Customer: Ocoee Police Department TeleStaff Components - TELESTAFF Enterprise Software License for 80 POLICE Staff Members $ 11,200.00 TELESTAFF Implementation Services for 80 POLICE Staff Members $ 8,000.00 One year of PDSI- hosted Web Access for 80 POLICE Staff Members $ 0.00 Sybase Concurrent Connections (1) Qty: 4 $ 500.00 TOTAL $ 19,700.00 Optional Advance Configuration Training (See Appendix) $ 5,000.00 TeleStaff Components - TELESTAFF Enterprise Software License for 80 POLICE Staff Members $ 11,200.00 TELESTAFF Implementation Services for 80 POLICE Staff Members $ 8,000.00 One year of PDSI- hosted Web Access for 80 POLICE Staff Members $ 0.00 Sybase Concurrent Connections (1) Qty: 4 $ 500.00 4 -port dialogic Card (1) Qty:1 $ 1,000.00 4 -port Telephony (1) Qty:1 $ 900.00 TOTAL $ 21,600.00 Optional Advance Configuration Training (See Appendix B) $ 5,000.00 • The pricing above is in U.S. Dollars and will be valid until 6/6/2011 • TeleStaff Annual Maintenance beginning year two will be $ 2,464 • Web Access Annual Support fee beginning year two will be $ 1,568 Ci SS POSS SCHEDULING SOFTWARE QUOTE ONE -TIME SOFTWARE LICENSING FEE POLICE OFFICER SCHEDIAINC, SYSTEM Ocoee Police Department Employee Count: 80 Licenses A. Software License Fees POSS Extra Duty Management & Billing — Stand Alone Version $2,000 SOFTWARE TOTAL $2,000 B. System Training Remote Software Installation & Data Input Training $1,000 2 Days Online Training $2,000 TRAINING TOTAL $3,000 C. Annual Support & Upgrade Plan (ASUPI Included Year One Unlimited Support E- Ticket System /Customer Support Portal Quarterly Upgrades and Enhancements Training Video Library Refresher Training Classes Total Solution Cost $5,000 Subsequent ASUP Cost Starting Year Two: $400 Third Party Software. POSS software uses Microsoft SQL Server. The cost for SQL Server, as well as its client access license (CAL), Is not included In this proposal. The purchase and viability of SQL Server Is the responsibility of the client. Microsoft also offers a version of SQL Server, which Is called SQL Server Express. SQL Server Express can be downloaded for free from Microsoft. Client must check with their database administrator to see if SQL Server, as well as enough CALs, already exists within Client's network. 3 -8 -11 • Visual Computer Solutions, Inc. 4400 US HIGHWAY 9 SOUTH 1 SUITE 3500 1 FREEHOLD, NJ 07728 1 888-864-4144 1 WWW.VCSSOFTWARE.COM