Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Issue Purchase Orders To Superion, LLC. For Maintenance, Support And Additional Licenses For The Police Law Records Management System, For An Amount Up To $650,000.00, During The Period From October 1, 2025, To September 30, 2027.
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The Department of Information Technology desires to purchase maintenance, support, and additional licenses for the Police Department’s Records Management System (“RMS”), which is a centralized database system of all law enforcement records such as police incidents, arrests, and citations.
The City began participation in the County Interlocal Agreement (“ILA”) for cooperative participation a regional public safety communications system inclusive of a shared RMS in 2003, with renewals in 2008, 2013, and most recently in 2020, with an effective date of January 1st, 2021, and a 5-year term ending January 1st, 2026, unless terminated.
The 2020 Regional ILA with Broward County continues the City’s involvement of cooperative participation in a Regional Public Safety Intranet and requires the City to provide all client licenses and any customized software relative to its use of the regional law RMS, and for the County to provide the RMS infrastructure and servers.
Pursuant to Resolution No. R-2019-303 the City entered into a Superion Solutions Maintenance Agreement with the County’s chosen vendor for LRMS, Superion, LLC for client licenses, installation services, and maintenance. The Resolution also authorized subsequent automatic annual renewals.
The Information Technology Department is requesting spending authority in the amount up to $650,000.00 for a period of two years. This will cover the cost of maintenance, which is currently approximately $305,000.00 per year. The additional $40,000.00 to make up the full $650,000.00 over the two fiscal years will allow the City to make further as-needed purchases in support of public safety. This has historically been necessary and is also expected for future use.
The RMS capabilities include the management of incidents, arrests, field contracts, citations, and crashes; documentation of training information; asset management; quartermaster; internal affairs; suspect tracking; felony registration; case management; and Uniform Crime Reports management.
Superion’s RMS continues to be the County’s standard program due to its extensive data sharing capabilities and multi-jurisdictional functionality.
Fiscal Impact:
A portion of the funding for the purchase order will be available in the FY 2026 Operating Budget in account numbers 557.130101.51900.531170.000000.000.000, 557.130101.51900.546340.000000.000.000, 557.130101.51900.546341.000000.000.000, 557.130101.51900.552150.000000.000.000, and 557.130101.51900.564410.000000.000.000, and will be requested in subsequent fiscal years’ operating budgets subject to approval and adoption by the City Commission.
Recommended for inclusion on the agenda by:
Raheem Seecharan, Director, Information Technology
Adam Reichbach, Assistant City Manager