2009-02-23 Regular Meeting and Workshop for the City of La Porte Council

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REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested: 03-09-09 Budl!et Requested By: Kl'n ArI{'oy Source of Funds: Department: Police Account Number: Report: X Resolution: Ordinance: Amount Budgeterl: Exhibits: Power Point Presentation Amount Reque~ted. Exhibits: Budgeted Item: YES NO Exbibih SUMMARY & RECOMMENDATION The La Porte Police Department, as well as Fire and EMS, are currently using an outdated, very limited, and cumbersome HTE Records Management System, which will no longer be supported after the year 2011. As such, we have been looking for alternative programs and have selected the aSSI System as our preferred option. This system is manufactured and sold by the same vendor as our current HTE system and would be considered an upgrade rather than a new purchase. The cost of a "stand alone" aSSI System is quite high, at just under $1 million dollars. By joining a newly formed regional consortium and converting to the consortium's shared use servers, however, we could save a significant amount of money when converting to ass!. In addition, by joining the consortium we would have direct access to all the consortium's collective applications and regionalized crime information. The total cost of implementing a new aSSI Records Management System through the consortium would be $461,426. This is the aSSI premium system and we would have access to virtually all ofaSSI's public safety models and applications. We have, however, received notification from the aSSI Group that, if the City of La Porte is willing to contractually commit to purchase this system before March 31, 2009 of this fiscal year (full payment due within 90 days of signing contract), they would be willing to provide us with a 50% discount on all software and licensing fees, saving the City of La Porte $198,727. With these savings, the total cost of the aSSI conversion, including all required software, licenses, implementation fees as well as all required hardware, would be $262,699. This system has been thoroughly researched and reviewed with the Directors from the Police, Fire, EMS, and IT Departments with very high reviews. The new system will revolutionize the City's public safety operations, far improving the effectiveness and efficiency of our employees. The police department has, to a large extent, identified funding opportunities to assist in making this conversion using existing surplus funds and is seeking Councils approval in pursuing the purchase before March 31, 2009 in order to allow the City to capitalize on the $198,727 discount. Date