HomeMy WebLinkAboutItem #09 b. Approval of Police Software and Services Agreement from CTS America and the City of Winter Garden for Computer Aided Dispatch and Records Management Systemlk4RO%/�
Ocoee
fIorida
AGENDA ITEM COVER SHEET
Meeting Date
Item #
Contact Name:
Contact Number:
November 4. 2014
Charles J. Brown
X3022
Reviewed By:
Department Director: Chary
City Manager: Rob Frank
Subject: Contract police software and services agreement from CTS Ameri a and the City of
Winter Garden for computer aided dispatch and reco management system
Background Summary:
The police department is asking to enter into a Software and Services Agreement with CTS America
and the City of Winter Garden for police computer aided dispatching (CAD) and records management
system (RMS) software and services. Currently, the City of Ocoee Police Department is utilizing
CISCO for CAD and RMS software and services. The company that originally designed the software
was sold to Global Software in 2011. Since that time the CISCO product has not been brought to the
functionality of a modern RMS and CAD. This has caused Global Software to resign itself to creating
an entirely new software product. This new product is still in development. In anticipation of the need
of a new RMS and CAD software and service, the City of Ocoee budgeted for purchases of new
licenses and supporting services.
The CTS America software has been utilized by the City of Winter Garden and Florida Highway Patrol
for several years and has a proven track record of success and customer satisfaction. CTS America's
software will eliminate the need for other software products currently being utilized, reduce the
duplication of work, and provide new services currently unavailable through Global Software products.
Finally, contingent on the City of Ocoee Commission approval the Interlocal Agreement with the City
of Winter Garden for police communication services the CTS America product will be required for
CAD.
Issue:
Should the Honorable Mayor and the Board of City Commissioners approve entering into the software
and services agreement with CTS America and the City of Winter Garden for police RMS and CAD
software and services?
Recommendations
Staff respectfully recommends that the Honorable Mayor and Board of City Commissioners enter into
a Software and Service Agreement with CTS America and the City of Winter Garden for police RMS
and CAD software and services.
Attachments:
Software and Services Agreement for the Police CAD and RMS between CTS America, City of Winter
Garden, Florida and City Of Ocoee, Florida
Financial Impact:
The City of Ocoee budgeted 180,000 for entering into a RMS /CAD software and services. Entering
into the agreement with the City of Winter Garden, and CTS America for RMS and CAD will cost the
City of Ocoee no more than $180,000. An additional 12,500 for training of the police users will be
deducted from "Second Dollar Fund (law enforcement training fund).
Type of Item: (please mark with an `k')
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
X Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept.
Reviewed by Q
N/A
N/A
N/A
2
Third AMENDMENT
Software and Service Agreement
THIS AMENDMENT is made this day of month 2014 by CTS America,
d /b /a SmartCOP, Inc., a Florida corporation located at 180 N. Palafox Street, Pensacola,
FL 32502, Winter Garden Police Department located at 252 West Plant Street, Winter
Garden, Florida, and Ocoee Police Department located at 646 Ocoee Commerce
Parkway, Ocoee, Florida 34761.
WHEREAS CTS America, Inc. and Winter Garden Police Department have entered into
Software and Service Agreement and a Software Maintenance and Support Agreement
dated January 1, 2005. Winter Garden Police Department has installed CTS America
software for Computer Aided Dispatch, Records Management System, and Mobile
Software.
WHEREAS CTS America and Winter Garden Police Department are in agreement to let
Ocoee Police Department to sublicense the CTS America software that is installed at the
Winter Garden Police Department. Both agencies are in agreement to work cooperatively
in the use of the software for public safety purposes.
Below is the pricing that will be paid by Ocoee Police Department to CTS America to
allow Ocoee Police Department to sublicense the software at Winter Garden Police
Department and to install software licenses in 70 vehicles. No payment is required from
Winter Garden Police Department.
Pricing
Description
Price
Quantity
Extended
Software
Sublicense Fee for CAD and RMS
$30,000
1
$30,000.00
SmartMCT software
$1,097
70
$76,790.00
AVL software for the mobiles
$50
70
$3,500.00
Mapping software for the mobiles
$50
70
$3,500.00
CADGIS software for Dispatch (includes ESRI
licenses)
$2,700
2
$5,400.00
Third Party Software
Quick Scene Diagramming Software
$125
60
$7,500.00
Microsoft MapPoint Maps
$200
70
$14,000.00
Services
RMS Training (one class of up to 20 students)
$2,500
2
$5,000.00
MCT Training (one class of up to 20 students)
$2,500
3
$7,500.00
Installation and Project Management
$11,379
1
$11,379.00
RMS Data conversion legacy RMS and evidence
Total
Payment Terms
50% payment on signing of contract and SOW
Payment on initiating data conversion
Payment on acceptance of data conversion
Final payment on go -live of system
Annual Maintenance Fee
Includes 24/7 support and free upgrades
First payment 12 months from go -live
$94,784.50
$10,000.00
$15,000.00
$69,784.50
$21,454.20
All conditions and agreements in the original Software and Service Agreement and
Software Maintenance and Support Agreement will remain unchanged.
Therefore, the parties agree and confirm all the terms and conditions of this agreement.
CTS America, a Florida Corporation
by
James Benson
CTS America
Chief Operating Officer
Winter Garden Police Department
by date_
Chief George Brennan
Winter Garden Police Department
Ocoee Police Department
by date
$25,000 1 $25,000.00
$189,569.00
Chief Charles Brown
Ocoee Police Department