Fiscal Note
The total project cost is $996,000, including the New World Systems contract and a server upgrade. Federal funding of $700,000 is available. The 2012 Police Department Capital Budget will need to include $296,000 in G.O. Borrowing authorization to complete this project.
Title
Authorizing the Mayor and City Clerk to sign a contract with New World Systems Corporation to upgrade the Police Department's records management system.
Body
WHEREAS, the Madison Police Department (MPD) currently utilizes a records management system that was purchased in 1996; and,
WHEREAS, advances in technology, communications, and systems have been so extensive in the past 15 years that an upgrade is critical; and,
WHEREAS, the records management system is currently shared by a consortium of Dane County law enforcement agencies that provide more than $117,000 annually for access to the system and support services; and,
WHEREAS, the current technology is outdated and unable to provide the detailed, timely data these agencies and the MPD need in order to more effectively solve crime; and,
WHEREAS, in 2010 the MPD obtained a federal COPS technology earmark in the amount of $700,000 to upgrade the records management system; and,
WHEREAS, after an extensive request-for-bids and committee review process, a vendor, New World Systems Corporation, has been identified to upgrade the Department's Records Management System; and
WHEREAS, the total cost of the upgraded records management system has been negotiated down to $850,000; and
WHEREAS, the City Information Technology Department has determined that a server upgrade will be required at a cost of $146,000 for hardware and licenses; and,
WHEREAS, the MPD has requested Capital G.O. borrowing in 2012 in the amount of $296,000 for the purpose of completing this project; and,
WHEREAS, in order to avoid jeopardizing the federal grant award, the contract needs to be signed and the project implemented.
NOW THEREFORE BE IT RESOLVED that the City Purchasing agent and the Madison Police Department are authorized to accept the negotiated bid from New World Systems Corporation; and,
BE IT FURTHER RESOLVED that the City IT Department and the Madison Police Department are authorized to purchase the servers and licenses needed for the implementation of this upgrade; and,
BE IT FURTHER RESOLVED that the Mayor and City Clerk are authorized to sign a contract for software support and maintenance services with New World Systems Corporation; and,
BE IT FINALLY RESOLVED that G.O. Borrowing funds of $296,000 will be included in the 2012 Capital Budget.