Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Execute A Blanket Purchase Agreement With Superion, LLC For Maintenance, Support And Additional Licenses For The Police Law Records Management System For An Estimated Amount Not To Exceed $800,000.00 For The Period From July 6, 2023 To September 30, 2025, In Accordance With Section 38.41(C)(11)(A) Of The Procurement Code (Software And Hardware Exemption).
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.
The Information Technology Department is requesting a Blanket Purchase Agreement in the amount of $800,000.00 for a period of approximately three years. This will cover the cost of maintenance, which is currently approximately $170,000.00 per year and allow the purchase of any additional licenses needed. Current estimates would require the purchase of 70 additional licenses, at an estimated cost of $150,000.00, to fully support Police Department personnel. The additional $140,000.00 to make up the full $800,000.00 over the three fiscal years will allow the City to make further ad-hoc 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 Blanket Purchase Agreement is available 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.
This Blanket Purchase Agreement is for Citywide usage and additional funding will be identified on an as needed basis by each respective department subject to available funds.
Recommended for inclusion on the agenda by:
Raheem Seecharan, Director, Information Technology
Adam Reichbach, Assistant City Manager for Finance & Administration