HomeMy WebLinkAbout03-161 (2) Resolution No. 03-161
RESOLUTION
AUTHORIZING EXECUTION OF AN ADDENDUM TO AN AGREEMENT WITH
MUNICIPAL SYSTEMS, INC. FOR ADMINISTRATIVE PARKING
AND COMPLIANCE HEARING SYSTEM SOFTWARE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that David M. Dorgan, City Manager, and Dolonna Mecum,
City Clerk, be and are hereby authorized and directed to execute an
addendum to an agreement on behalf of the City of Elgin with
Municipal Systems, Inc . for administrative parking and compliance
hearing system software, a copy of which is attached hereto and
made a part hereof by reference .
s/Ed Schock
Ed Schock, Mayor
Presented: June 11, 2003
Adopted: June 11, 2003
Omnibus Vote : Yeas 7 Nays : 0
Attest :
s/Dolonna Mecum
Dolonna Mecum, City Clerk
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MUNICIPAL SYSTEMS, INC.
ADDENDUM TO STANDARD TERMS AND CONDITIONS
Agreement made this aoTH1 day of S 0 N E , 200 3 , by and between
MUNICIPAL SYSTEMS, INC. ("MSI") and City of Elgin
("Municipality").
WHEREAS, the parties have previously entered into an Agreement entitled Standard
Terms and Conditions (the "Agreement") on October 19th , 1999 , and
WHEREAS, MSI has developed a new software package that the Municipality wishes
to utilize, and MSI wishes to license the Municipality to use this new product; and
Whereas, the parties wish to extend the agreement for an additional three-year term.
NOW, THEREFORE, in consideration of the mutual and several promises and
covenants herein contained, the parties do hereby agree as follows:
1. MSI agrees to supply and install its new software system, MOS 2.2, on the
Municipality's current hardware system at no charge to the Municipality, provided that the Municipality
first obtains and installs Microsoft SQL Server on its hardware system. MOS 2.2 will not operate
without SQL Server.
2. The Municipality agrees hereby to extend the term of the Agreement for a period of
three years from the end of the current term, whether the current term is the original or an extended
term of the Agreement. At the end of the additional three-year term, the Agreement will remain in effect
for an additional one-year terms, as set forth in the previously entered Agreement.
3. All of the remaining terms and conditions of the Agreement shall remain in full force
and effect. Page 1 of 2
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IN WITNESS WHEREOF, the parties have executed this Addendum on the date first
written above.
MUNICIPALITY MUNICIPAL SYSTEMS, INC.
By: .ay.tiC/G 0 ,-
MAYOR/PRESIDENT MA TTHEW REG , C.O.O.
Attest: /k Attest: LJcJJL.1J. V101:i7(
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III M� Agenda Item No.
City of Elgin g
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May 23 , 2003 ��
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TO: Mayor and Members of the City Council FINANCIALLY STABLE CIT V GOVERNMENT
EFFICIENT SERVICES.
I%��'�� AND QUALITY INF
RASTRUCTURE
FROM: David M. Dorgan, City Manager %
Martin Gregory, Assistant Finance Director
SUBJECT: Extension to the City' s Existing Service Agreement
Contract with Municipal Systems, Inc .
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider an
extension to the City' s existing service agreement contract with
Municipal Systems, Inc.
BACKGROUND
The City of Elgin entered into an agreement on October 19, 1999
with Municipal Systems, Inc . (MSI) to provide software to
establish an administrative adjudication system for parking
violations . The program has been very successful by providing
an efficient and practical means to resolve parking ticket
issues . In 2002 , 78 . 9% of the tickets issued were either paid
or resolved through the hearing process.
Recently, the State Appellate Court ruled that the state
statutes for the adjudication of parking tickets (adopted by the
City) did not allow a proper course of "due process" for parking
violators. As a result, the City has delayed implementing the
change in parking fines as approved in the 2003 Budget . Most
recently the City' s Parking Ticket Adjudication Ordinance was
amended on April 3 , 2003 to meet the expectations of the courts
ruling.
As a result of the ordinance change, the existing software has
become outdated and required program changes . Through a
negotiated process, MSI has agreed to implement and test the
` -. � .
• Amendment to Contract with Municipal Systems, Inc .
May 23, 2003
Page 2
necessary software changes at no cost and reduce their monthly
software maintenance- fee- to 25% (originally 35%) of fines
collected above the established base . In exchange, MSI is
requesting the maintenance agreement be extended for a 3 year
period.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
(111AFINANCIAL
IMPACT
MSI is willing to provide all software enhancements at no cost,
an estimated savings of $7, 500 . Additionally by lowering the
maintenance fee to 25%, it is estimated that the City may save
$17, 000 per year for the final two years of the agreement based
on the 2003 budgeted revenue . The parking ticket revenue budget
for 2003 is $275, 000 (account number 010-0000-476 . 01-00) .
Itif EGAL IMPACT
The proposed amendment has been reviewed and drafted in an
acceptable format by the Legal department .
ALTERNATIVES
1 . Extend the existing contract .
2 . Continue to use the current software which is not in
compliance with the current court rulings or amended city
ordinance .
3 . Contract with another software vendor to write a complete
parking ticket adjudication program.
RECOMMENDATION
It is recommended that the Mayor and members of the City Council
authorize a 3 year extension to the current agreement with
Municipal Systems, Inc. for software maintenance .
Respectfully submitted for Council consideration.
S