2009-03-09 Regular Meeting and Workshop of La Porte City Council minutes

Browse Search

REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested: 03-23-09 Bud2et Requested By: Kpn Af'lI'OY Source of Funds:Police Building Funds Department: Polil:e Account Number: 04698929043208 Report: Resolution: Ordinance: XXX Amount Budgeted: $277,69900 Exhibits: ILA and Contracts Amount Requested: $277,69900 Exhibits: Budgeted Item: YES NO Exbibitli SUMMARY & RECOMMENDATION As discussed during the March 9, 2009 Council Meeting Workshop, the La Porte Police Department, as well as Fire and EMS, are currently using an outdated, very limited, and cumbersome HTE Records Management System, which will no longer be supported after the year 2011. After a presentation and discussion on our proposed system, aSSI, during the Council Workshop, staff was directed to proceed with this project. Since the system being requested is offered by Sungard / HTE, which is the software provider for the City's current system, the system conversion is being treated as a system up-grade. Additionally, this conversion is made possible via the League City Consortium, which is the only available records management consortium of this nature serving our region. By joining the League City Consortium, we will be utilizing the software and sever hardware provided through the Consortium. As such, the City is required only to purchase applicable licenses and localized hardware, rather than individual software modules/applications and required data servers, resulting in a very substantial cost savings to the City. As discussed during the workshop, to obtain reduced pricing, the City of La Porte must contractually commit to purchase this system before March 31, 2009 of this fiscal year (full payment due within 90 days of signing contract). The total cost of the aSSI conversion, including all required software, licenses, implementation fees as well as required hardware, would be $277,699.00 for the current fiscal year. The funds required for this conversion are available through the Police Building Fund, which has a current balance of~8'7,()~. .J ~Cf'I.I, 3'7'1 The implementation of the new aSSI system will require the City to enter into several purchase, service, and maintenance agreements over the course of the project's implementation and to incur regular annual maintenance and service fees. As full system conversion is expected to take several months, additional service and maintenance fees may, however, be incorporated into the regular budget beginning next fiscal year (09-10). Action Required bv Council: As described above, approve the joining of the League City aSSI Consortium and the purchase of all system licenses, so re, hardware, etc. required to convert the City's current Sungard HTE Records Management System to the above escri ed Sungard aSSI Records Management System. Grant the City Manager the authority to execute all contracts and ts with the project in question.