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HomeMy WebLinkAbout06-34 Resolution No. 06-34 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH MOTOROLA, INC. FOR EXTENSION OF MAINTENANCE AGREEMENT FOR COMPUTER AIDED DISPATCH SYSTEM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,be and is hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Motorola, Inc. for extension of the maintenance agreement for the city's computer aided dispatch system,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: February 22, 2006 Adopted: February 22, 2006 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk M ��MOTOROLA ��,�� °���=��» January 18, 2006 Mr. Joe Bush City of Elgin 151 Douglas Avenue Elgin, IL 60120 RE: Extension to Maintenance and Support Agreement SA 002031-000 CAD Dear Mr. Bush: By means of this letter, Printrak, A Motorola Company hereby extends City of Elgin maintenance and support agreement as referenced above. Enclosed are two (2) copies of the updated Exhibit A Description of Covered Products, Exhibit B Support Plan, Exhibit C Support Plan Options and Pricing Worksheet and Exhibit D Billable Rates for the period December 1, 2005 through November 30, 2008. Pursuant to Section 12 of the original agreement as referenced abova, all terms and conditions shall remain in full force and effect. The above-captioned maintenance and support agreement, dated January 18, 2006. is hereby amended to extend the term thereof through November 26, 2006. Exhibits A-D, attached hereto and made a part hanaof, are hereby incorporated into and made a part of this extension agreement. In the event of any conflict between the terms and provisions of this extension agreement and its attachments, the terms and provisions of this extension agreement and its attachments shall control. Please indicate acceptance of this extension by signing the acceptance block below and return one copy to my attention at Printrak, A Motorola Company at 1250 North Tustin Avenue, Anaheim, California 92807 or fax it to my attention at 714-237-0050 on or before January 25, 2006. Failure to return this fully executed letter on or before January 25, 2006 will be subject to a 10% recertification and reimplementation fee. If you have any questions or need further clarification, please contact me directly at 714-575-2964 or e- mail c.lay@motorola.com. Sincerely, ,0 Christi Lay Specialist Contracts Administration Motorola, Inc. Accepted by: PRINTRAK,A MOTOROLA CwANPANY City of Elm' Signed by: Signed by' � , �_ -`�� `- Printed Name: Joh . HiettPrinted Name: OLUF MI FOLA8'0 Title: MCEI Vice President of Customer Support Title: CITY MANAGER Printrak, A Motorola Company ' Date: »�'U` / �0 2006 Date: February 22, 2006 Motorola Inc. Integrated Sv.m.00^omomn . ` . . Exhibit A DESCRIPTION OF COVERED PRODUCTS MAINTENANCE AND SUPPORT AGREEMENT NO. 002031'000 CUSTOMER: City of Elgin The following table lists the Products under maintenance coverage: CADSohware/|nterfaoeo Product Description Node Name Qty CAD Software CAD Server License—Himalaya S74 Series 2324C 1 GGM Server License—Himalaya S74 Series 1 First GGM PC License 1 GGM System Admin Kit 1 AWW License 50 CAD DSS License Fee 1 Open Query Server License 1 Open Query Client Licenses per License fee 50 ATM Server License 1 ATM Client License Per License Fee 30 AVL Server License 1 Interface Medium MDT 1 E9-1-1 1 Speo nmomVVVVVB 1 Radio 1 Zetron 25 2 Zetron 2100 Alpha Numeric 1 ATM/AVL (2 Way) 1 TDD Interface 1 AWW to ProQ&A 17 BI Product Product Description License# Qty BI Product BI Starter Query Admin/User 5 Pack P028426'005 1 HPNon'Sto, Series—S stem #51493 Product Description Ob/ Hardware 1961'B S7600 PROCESSOR W/1 GB MEMORY 2 3861 SERVERNET-ETHERNET CONTROLLER CARD 2 3880 SERVERNET WIDE AREA NET CONCENTRATOR 1 4619 18 GB 15K RPM DISK DRIVE FOR S-SERIES 12 5142 4MM DAT, DDS-3-DESKTOP NO ACL S-SERIES 1 7280 S76X/86X ENCLOSURE (SINGLE W/BASE) 1 ISD M&SA'Exhibit A 2 ver.04.30.04 �� �� • 7360 S-SERIES POWER SHELF 1 S7X-IPAQ S-SERIES SYSTEM CONSOLE, IPAQ & FLAT PANEL 2 Software 9190 NETBATCH 1 9640 VIEWPOINT 1 SA30 PERFORMANCE MGMT BNDL (HOST 1 SA31V3 PERFORMANCE MGMT BNDL 1 SA57 EXPAND 1 SB81 COBOL85 RUNTIME-S-SERIES 1 SD70 TCP/IP LAN PRINT SPOOLER 1 SE17 ENFORM PLUS 1 SM588V1 RSC/MP HOST 1 SM67V1 RSC/MP WIN32 WINDOWS CLIENT 1 SN73 STANDARD S-SERIES OS PACKAGE 1 SR53 PATHWAY WITH TS/MP (PER CPU 1-4) 2 ISD M&SA-Exhibit A 3 ver.04.30.04 MAINTENANCE AND SUPPORT AGREEMENT NO. 002031-000 Exhibit B SUPPORT PLAN This Support Plan is a Statement of Work that provides a description of the support to be performed. 1. Services Provided. The Services provided are based on the Severity Levels as defined herein. Each Severity Level defines the actions that will be taken by Seller for Response Time, Target Resolution Time, and Resolution Procedure for reported errors. Because of the urgency involved, Response Times for Severity Levels 1 and 2 are based upon voice contact by Customer, as opposed to written contacby facsimile or letter. Resolution Procedures are based upon Seller's procedures for Service as described below. 1 otal System Failure-occurs when the System is Telephone Resolve within 24 not functioning and there is no workaround; such conference within 1 hours of initial as a Central Server is down or when the workflow hour of initial voice notification of an entire agency is not functioning, notification 2 Critical Failure - Critical process failure occurs Telephone Resolve within 7 hen a crucial element in the System that does not conference within 3 Standard prohibit continuance of basic operations is not Standard Business Business Days of unctioning and there is usually no suitable work- Hours of initial voice initial notification around. Note that this may not be applicable to notification intermittent problems. 3 Non-Critical Failure - Non-Critical part or Telephone Resolve within component failure occurs when a System conference within 6 180 days in a component is not functioning, but the System is still Standard Business Seller-determined useable for its intended purpose, or there is a Hours of initial Patch or reasonable workaround. notification Release. 4 Inconvenience -An inconvenience occurs when Telephone At Seller's System causes a minor disruption in the way tasks conference within 2 discretion, may are performed but does not stop workflow. Standard Business be in a future Days of initial Release. notification 5 Customer request for an enhancement to System Determined by If accepted by unctionality is the responsibility of Seller's Product Seller's Product Seller's Product Management. Management. Management, a release date will be provided with a fee schedule, when appropriate. 1.1 Reportina a Problem. Customer shall assign an initial Severity Level for each error repoded, either verbally or in vvhdng, based upon the definitions listed above. Because of the urgency involved, Severity Level 1 or 2 problems must be reported verbally to the Seller's call intake center. Seller will notify the Customer if Seller makes any changes in Severity Level (up or down) of any Customer-reported problem. 1.2 Seller Response. Seller will use best efforts to provide Customer with a resolution within the appropriate Target Resolution Time and in accordance with the assigned Severity Level when Customer allows timely access to the System and Seller diagnostics indicate that a Residual Error is present in the Software. Target Resolution Times may not apply if an error cannot be reproduced on a regular basis on either Seller's or Customer's Systems. Should Customer report an error that Seller cannot reproduce, Seller may enable a detail error capture/logging process to monitor the System. If Seller is unable to correct the reported Residual Error within the specified Target Resolution Time, Seller will escalate its procedure and assign such personnel or designee to correct such Residual Error promptly. Should Seller, in its sole d)aoreUon, determine that such Residual Error is not present in its Re|eaoe. Seller will verify: (a) the Software operates in conformity to the System Specifications, (b) the Software is being |8DM&8A-Exhibit D 4 ver.04.30.04 . . � ' used inamanner for which itwas intended ordesigned, and (c) the Software is used only with approved hardware or software. The Target Resolution Time shall not commence until such time as the verification procedures are completed. 1.3 Error Correction Status Report. Seller will provide verbal status reports on Severity Level 1 and 2 Residual Errors. Written status reports on outstanding Residual Errors will be provided to System Administrator on a monthly basis. 2. Customer Responsibility. 2.1 Customer is responsible for running any installed anti-virus software. 2.2 Operating System (''[>G^) Upgrades. Unless otherwise stated herein. Customer is responsible for any OS upgrades to its System. Before installing any OS upgrudm. Customer should contact Seller to verify that a given OS upgrade is appropriate. 3. Seller Responsibility. 3.1 Anti-virus software. At Customer's request, Seller will make every reasonable effort to test and verify specific anti-virus, anti-worm, or anti-hacker patches against a replication of Customer's application. Seller will respond to any reported problem as an escalated support call. 3.2 Customer Notifications. Seller shall provide access to (a) Field Changes; (b) Customer Alert Bulletins; and (c) hardware and firmware updates, as released and if applicable. 3.3 Account Reviews. Seller shall provide annual account reviews to include (a) service history of site; (b) downtime analysis; and (c) service trend analysis. 3.4 Remote Installation. At Customer's request, Seller will provide remote installation advice or assistance for Updates. 3.5 Software Release Compatibility. At Customer's request, Seller will provide: (a) current list of compatible hardware operating system ne|eaaes, if applicable; and (b) a list of Seller's Software Supplemental or Standard Releases 3.6 On-Site Correction. Unless otherwise stated henain, all suspected Residual Errors will be investigated and corrected from Seller's facilities. Seller shall decide whether on-site correction of any Residual Error is required and will take appropriate action. 4. Decision Support System ("DSS") Products. (Applies to Motorola's PremierCAD Software only). The CAD DSS products are supported on a consultative basis only with annual consultation hours not to exceed eight (8) hours. Any additional consultation shall be invoiced on a time and material basis at Seller's then current rates for professional services. 5. Compliance to Looa\, County, State and/or Federal Mandated Changes. (Applies to Software and interfaces to those Products) Unless otherwise stated herein, compliance to |000|, oounty, state and/or federally mandated ohanges, including but not limited to IBR, UCR, ECARS, NCIC and state interfaces are not part of the covered Services. G. Annual System Performance Review and Report. Seller will prepare the following reports to include: 6.1 (Applies to PremierCAD Software only) (a) System Analysis MEASURE: Evaluate disk and CPU load PEEK: Evaluate memory availability and use VIEWSYS: Evaluate use and availability of PCBs EK8SA/TMOS: Review logs for hardware reports File Sizing Review file sizing on changeable files (b) Pathway Analysis Evaluate effectiveness of system configuration for current load Evaluate TCP/Server statistics Evaluate efficiency of server class maximum and minimum settings . . . (c) Performance TMX Timings: Evaluate application response times Analysis 6.2 (Applies to Motorola0 Computer Aided Dispatch Software installed on Stratus ftServer only) Update Equipment drivers Upload Equipment patches, hot fixes and firmware Evaluate effectiveness of System configuration for current load based upon overall CPU Utilization 6.3 Based on the Annual System Performance Review and Reports, Seller's Technical Support Analyst will review findings and recommend software or hardware changes to improve overall operations. (The below listed terms are applicable only when the Maintenance and Support Agreement includes (a) Equipment which is shown on the Description of Covered Products, Exhibit A to the Maintenance and Support Agreement;or(b) CAD HP NonStop S-Series hardware in addition to the Seller CAD Software.) 7. On-site Product Technical Support Services. Seller shall furnish labor and parts required due to normal wear to restore the Equipment to good operating condition. 7.1 Seller Response. Seller will provide telephone and on-site response to Central Site, defined as the Customer's primary data processing facility, and Remote Site, defined as any site outside the Central Site, as shown in Support Plan Options and Pricing Worksheet. 7.2 At Customer's request, Seller shall provide continuous effort to repair a reported problem beyond the PPM. Provided Customer gives Seller access to the Equipment before the end of the PPM, Seller shall extend a two (2) hour grace period beyond PPM at no charge. Following this grace period, any additional on-site labor support shall be invoiced on a time and material basis at Seller's then current rates for professional services. 7.3 CAD HP NonStop S-Series Service Plans 7.3.1 The following HP electronic support tools are available: Express Notice A proactive email notification of new software releases, announcements and updates Scout for NonStop Servers Once registered, users have the ability to perform interim product modification (IPM) analysis on NonStop Kernel systems and to download IPMs electronically. Total Information Manager (TIM) A CD collection of support documentation shipped with the initial system. Knowledgebase for NonStop Support Once registered, users have access to a powerful (KBNS) search tool offering quick and easy access to previously answered technical support questions. 7.3.2 HP NonStop K-Series Service Plan: Premier24 The PPM is 24 hours a day, 7 days a week. On-site response time is within four ISD M&SA'Exhibit D 6 ver.04.30.04 ^ . . . (4) hours. Includes the following services: • Holiday coverage—extends the PPM to include national holidays. • No Fault—adds extra coverage for unexpected environmentachanges such as extreme temperature changes that are not otherwise covered. Base9 The PPM is 8 a.m.-5 p.m. K8onday'Friday, excluding national holidays. On-site response time is within eight(8) PPM hours. 7.3.3 HP NonStop S-Series Service Plan: Continuous The PPM is 24 hours a day, 7 days a week. On-site response time is Availability within two (2) hours. Includes on-site coverage for national holidays. High Availability The PPM is 24 hours a day, 7 days a week. On-site response time is within four(4) hours. Includes on-site coverage for national holidays. Enhanced Availability The PPM is 8 a.m.—5 p.m. Monday-Friday, excluding national holidays. On-site response time is next business day. 7.4 Under all CAD HP NonStop Series hardware service plans, coverage will include: • Perform corrective or scheduled preventive service during the PPM specified in the Plan. • Log all service requests and furnish telephone and/or on-line diagnostic services from the Seller's call intake center or the HP Nonstop Support Center (CTNSC) 24 hours per day, 7 days per week. • Furnish all labor, parts, materials, and on-site service during the PPM as necessary to ensure HP NonStop Series hardware is operating in accordance with applicable published specifications. Replacement parts will be new or equivalent of new in performance. Replaced parts will become the property of HP. • Install any mandatory Field Change Order(s) required for the safety or proper operation of maintained HP NonStop Series hardware. • Assign an HP Customer Engineer and an alternate who will be responsible for providing service. • Provide on an annual basis (i) equipment inventory of maintained HP NonStop Series hardware; and (ii) planning meeting to discuss the current Service Plans and Customer's future requirements. Exhibit C SUPPORT PLAN OPTIONS AND PRICING WORKSHEET Maintenance and Support Agreement# 002031-000 Date 1/18/06 REV1 New Term Effective Start 12/1/05 End 11/30/06 CUSTOMER: City of Elgin BILLING AGENCY: Address(1): 151 Douglas Avenue Address(1): Address(2): Address(2): CITY, STATE,ZIP CODE: Elgin, IL 60120 CITY, STATE,ZIP CODE: CONTACT NAME: Joe Bush CONTACT NAME: CONTACT TITLE CONTACT TITLE TELEPHONE: 847-289-2778 TELEPHONE: FAX: FAX: Email: bush_j@cityofelgin.org Email: For support on products below,please contact ISD Customer Support at(800)734-6241 or email at cscenter@motorola.com. ❑ AFIS System 0 DeskScanTM Station ❑ LiveScanTM Station 0 OmnitrakTM System ❑ Mugshot InstantlmageTM • PremierCADT" ® CAD HP NonStopTMSeries hardware ❑ RMS InfotrakTM 0 ImagetrakTM 0 OffendertrakTM ❑ Motorola®Computer Aided Dispatch ❑ Customer Service Request System 0 Case Management System 0 License Permitting System 0 Custom Software ❑ Enhancements to Products 0 LEEDS/CAs 0 Cityworks ❑ Integration Framework ❑ Integration Framework Express ❑ Premier MDCTM Message Switch 0 Premier MDCTM 0 Premier MDCTM Select ❑ Premier MDCTM Select Message Switch ❑ Premier MDCTM Reporting 0 Premier Handheld ❑ TalkThru/RF Plus Message Switch ❑ Premier Handheld Citation ❑ TalkThru/RF Plus ❑ Premier 2Way ❑ AirMobilen" 0 TxMessen.ertM SOFTWARE SUPPORT ANNUAL FEE HARDWARE SUPPORT ANNUAL FEE ® GOLD/GOLDtrak ® HP NonStop Series Premier 24 HIGH $ 27,545 • 24 hours a day,7 days a week PPM • 24 hours a day,7 days a week PPM • Supplemental Releases • 4 Hour on-site response • Standard Releases • HP NonStop Series Operating system and application • Technical Support Services • I System#51493 • CAD $ 60,789 Note: Not available for CSR or Cityworks • BI Product $ 1,318 Note:Not available for CSR or Cityworks SOFTWARE SUPPORT TOTAL $ 62,107 HARDWARE SUPPORT TOTAL $ 27,545 OTHER AVAILABLE OPTIONS ANNUAL FEE ❑ Users Conference Attendance Year Number Attendees Requested $ ($2,650 per Attendee) ❑ Consulting Services-8 Hour Blocks(plus travel fees) $ ❑ Other: $ OTHER OPTIONS TOTAL $ Prepared by: Christine Lay, 714-575-2964, c.lay@motorola.com FULL TERM FEE GRAND TOTAL* $ 89,652 *Exclusive of taxes if applicable ISD M&SA-Exhibit D 8 ver.04.30.04 . " . Exhibit D CURRENT BILLABLE RATES MAINTENANCE AND SUPPORT AGREEMENT NO. 002031-000 CUSTOMER: City of Elgin The following are Motorola's current billable rates, subject to an annual change. COVERAGE HOURS(PPM) BILLABLE RATES (OUTSIDE THE SCOPE OF A CURRENT EXECUTED AGREEMENT) 8am-5pm, M-F(local time) $160 per hour,2 hours minimum After 5p,Saturday,Sunday,Printrak Holidays $240 per hour,2 hours minimum COVERAGE HOURS (PPM) BILLABLE RATES (WITHOUT AN AGREEMENT) 8am-5pm,M-F(local time) $320 per hour,2 hours minimum After 5p,Saturday,Sunday,Printrak Holidays $480 per hour,2 hours minimum ISD M&SA'Exhibit D 9 ver.04.30.04 , • 1 EL December 2, 2005 N TO: Mayor and Members of the City Council SAFE COMMUNITY FROM: Olufemi Folarin, City Manager James J Burns, Deputy Chief SUBJECT: Renewal of Maintenance Agreement with Motorola for Computer Aided Dispatch System PURPOSE The purpose of this memorandum is to provide the Mayor and members of City Council with information to consider renewing a contract with Motorola for maintenance and support for the City's Computer Aided Dispatch (CAD) System. RECOMMENDATION It is recommended that the City Council authorize the City Manager to renew the contract with Motorola for maintenance and support in the amount of$89,652. BACKGROUND The City of Elgin installed a state-of-the-art CAD System in 2003. The system became operational in December of 2003 and the one year warranty maintenance period began. The warranty period expired in 2004 and the City contracted with Motorola for on-going maintenance. During the last year, Motorola has performed exceptional work in support of our system and has met all of our expectations for timeliness and updates. This is a Motorola designed and installed system and only Motorola is capable of providing this service for the City's CAD System, making it a sole source exception to the procurement ordinance. This agreement calls for 24/7 support of all of the software and hardware installed as part of the system. It allows for any upgrades that may become available, including enhancements. The Police Department operates the CAD System as part of emergency communications and finds the product and support to be of a very high quality. This project is supported by the E-911 surcharge. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. . • - Renewal -CAD System Maintenance and Support contract with Motorola December 2, 2005 Page 2 FINANCIAL IMPACT The total cost of the contract with Motorola is $89,652. There are sufficient funds budgeted ($137,000) and available ($121,000) in the 2005 E-911 Fund Budget, account number 220-0000- 791.30-99, Professional Services, to enter into the contract. LEGAL IMPACT None. ALTERNATIVES 1. The City may decide to reject this bid and direct the police department to seek alternative bids. 2. The City may decide to seek separate contract for the maintenance of the hardware and software separately. Respectfully submitted for Council consideration. jjb Attachment Renewal -CAD System Maintenance and Support contract with Motorola December 2, 2005 Page 3 MOTOROLA Septemae•G,200 kr. Ed Trac City ofEgin 151 0 au•31as Av ern,a Elgin.IL 5C123 RE: Extension to Maintenance and Support Agreement SA 002031-000 CAD Soar NI'. ob: By mears of Oils letter. 'ii d'ac, A Motorola Company he-eby eicencs City of Egin n-airtenence and s.ippar. aglterent as re'erenced above. Enclosed a•e two 2) copies of tie updated Ext It.: A nes:ripbon of(*.rimed Products, Exhibt B Supers PIFs, Exhibt C Suppart P an options and Prcing War-is-set and Ex:ibit D Bi'lable Rates for 1t canoe Decemtrai 1,2X5 thror.•3l- Nn•.ember.%.27rri. Pursuit to Sector 32 cf tie onginal agreemen: a. referenced above all .arms and conditions s-a I remain it full fore and effect. Please indicate accJeptance of his extension by signing the acceptance block below and return one copy to my attention at PrIntrak,A Motorola Company at 1250 North Tustin Avenue.Anaheim, California 82807 or fax it to my attention at 714-237-0050 on or before December 1,2005. Fakirs to return l"Is 104 cxcculeJ letter on or before Deoembor 1,2005 w.I res.:lt.112VA°In ri0irtwrrance.mvh en 'rill be subject:o a 10%recertification and reimplementation fee you have any q_lesions or nett further deification.p COnlact rr dirrc:ly at 714-575-29134 cr e- nail c.13y©motora acorn. ~inter y, C'mstrne Lay Spe,:al st Con:rants Arlministry:ion Motorola. Inc. Accepted by: PRINIRAK,AMOTOROLA CO P,ANY City erfElgin Siyred by: `• ' /f L , ir Signed by Primed Nan .John M.Hlett Printed Name: 1111c. ACE Vice Pres Jwl:3'CUF1ome: 5uppol'. Tura: Printrek,A Mo:orcla Crenpany Date: FP r :OL': nate Roran'a.rp -.toy j0iV11.r+7S s•. :0.1SSik ♦elk.'?or •• ,.ei,N An,.'A T:.I ;.T3.C•:y — 443 7+:t1:4 Renewal -CAD System Maintenance and Support contract with Motorola December 2, 2005 Page 4