COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Troy Stirling, Chief of Police
SUBJECT:Title
Discussion and Action: Agreement and Purchase of Flex Suite & Command Central Cloud Hybrid from Motorola Solutions, Inc. (Chief Stirling)
Body
FUNDING SOURCE:
General Fund
PURPOSE:
To consider awarding the purchase of Flex Suite & Command Central Cloud Hybrid and approval of Customer Agreement with Motorola Solutions, Inc. (City’s Agreement 500600) to replace the current Computer-Aided Dispatch (CAD), Records Management System (RMS) and Jail Management Solution (JMS) software, in accordance with City Code §§ 3.10.010.3(A)(16) and 3.10.030.1.
BACKGROUND:
The CAD/RMS/JMS currently utilized was upgraded in 2013, moving from a “green screen” system to a Windows based format. Since that time, there have been significant enhancements to these types of systems that our current platform cannot keep pace with. Personnel from the Police Department, Fire Department, and Administrative Services Information Technology Division researched the top-rated companies offering these systems, and after many meetings and on-site demonstrations it was decided that the Flex Suite offered by Motorola Solutions, Inc. provides the best solution for the needs of our organization.
The Flex Suite consists of CAD, RMS, JMS, and Mobile software that references a centralized database, providing quick access to all data from anywhere in the system. Flex’s single-source database allows entering, storing and extracting data in real time, preventing duplicate data entry and saving time.
The quoted amount of $743,190 (plus applicable taxes) for year one of the 10-year agreement includes the cost of total data conversion and the first year of maintenance. The grand total for the 10-year agreement is $4,677,015 (plus applicable taxes), which includes a discount of $1,067,008.
This proposed action seeks Council’s award of the purchase of the Flex Suite & Command Central Cloud Hybrid and approval of agreement containing the terms and fixed pricing for a 10-year term.
COMMUNITY IMPACT:
Flex Suite & Command Central Cloud Hybrid contains the capability to search multiple record sources at once and share data with all departments utilizing Flex in real time, including surrounding agencies such as Kingman and Bullhead City police departments, reducing response time and increasing situational awareness in the field while providing interoperability throughout the tri-city area.
FISCAL IMPACT:
Funds for year 1 of this purchase are allocated and available in the Fiscal Year 2024-25 Administrative Services Department, Information Technology division budget. Funding for the additional terms of the agreement will be requested during the subsequent budget processes.
The 10-year fixed pricing summary contained in the agreement incorporates annual 3% Consumer Price Index adjustments.
ATTACHMENTS:
LHC Flex Suite & Command Central Cloud Hybrid (Customer Agreement)
Hyperlink: 01-Motorola Online Terms-Contractual Addenda_Consolidated (can be accessed online at <https://www.lhcaz.gov/docs/default-source/bids-and-rfps/01-motorola-online-terms_contractual-addendums-consolidated.pdf> )
SUGGESTED MOTION:Recommended action
I move to award the purchase of the Flex Suite & Command Central Cloud Hybrid and approve the Customer Agreement with Motorola Solutions, Inc., in an amount of $743,190 plus applicable taxes for year one of the agreement; authorize staff to exercise the option to renew the agreement annually; and authorize the City Manager to execute all agreement documentation on behalf of the City.