Fiscal Note
No additional City appropriation is required in 2022 for the proposed maintenance contract. Funding for the annual maintenance of the New World Public Safety System is included in the Police Department’s 2022 adopted operating budget. Funding for the purchase and implementation of the New World Public Safety Socrata police analytics dashboard and module and maintenance for the first two years is included in the Police Technology and Equipment capital program.
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Authorizing the Mayor and City Clerk to sign a ten (10) year contract selected on a non-competitive true sole source basis for annual maintenance with Tyler Technologies for its existing New World Public Safety System and sign a contract to purchase an analytics dashboard and module through Tyler Technologies
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WHEREAS, the Madison Police Department (MPD) has significant technology needs to ensure effective daily law enforcement operations, including communications, timely data, updated technology and records management systems; and,
WHEREAS, in 2011, a Council resolution (File ID # 23403) authorized MPD to sign a contract with New World Systems Corporation to upgrade the police department's records management system, for which the associated support and maintenance contract ran for a term of 10 years ending in 2021; and,
WHEREAS, in the intervening years, New World Systems Corporation was purchased by Tyler Technologies, who is also the owner of the City of Madison’s ERP software system; and,
WHEREAS, the City of Madison pays Tyler Technologies for a variety of services, such as continued support and maintenance, and the purchase of additional enhancements, modules and associated software products; and,
WHEREAS, MPD’s records management system is currently shared by a consortium of Dane County law enforcement agencies which provide funding to the City for access to the system and support services; and,
WHEREAS, the current contract expires December 31, 2021 and the proposed 10-year contract period beginning January 1, 2022 for annual maintenance and support services secures significant cost savings through lower annual price increases, with an annual amount up to $357,219 (with annual fees not to exceed a 3% increase each year) for both the New World annual maintenance and the Socrata Police Analytics fees, with those yearly fees itemized in the attached Noncompetitive Selection Request Forms; and,
WHEREAS, MPD also intends to purchase and implement Tyler’s police analytics and dashboards module, Socrata Public Safety Law Enforcement Analytics, which is an extension of the existing Tyler Technologies/New World public safety system, offered as a Software as a Service (SaaS) and hosted by Tyler; and,
WHEREAS, this module is fully integrated with MPD’s law enforcement records management system and geospatial data elements providing for crime analytics, operational analysis, and real-time data analytics; and,
WHEREAS, MPD has allocated sufficient funding in its 2022 operating budget for the annual maintenance and support costs both for MPD as well as the amount to be billed to the regional consortium members, and will include annual contractual increases during the cost-to-continue operating budget process for future years; and,
WHEREAS, MPD has allocated sufficient funding in its capital Police Technology and Equipment Program for the purchase and implementation of the New World Public Safety Socrata police analytics dashboard and module and annual SaaS subscription fees, implementation and maintenance for the first two years for a total cost of $63,220, with annual subscription fees after year 2 not to exceed a 3% increase each year, and will include the annual subscription costs during the cost-to-continue operating budget process for future years; and,
WHEREAS, MGO 4.26 requires Common Council approval of service contracts of $50,000 or more, and those with a contract exceeding five (5) years if the contractor was not selected through a competitive selection process, Tyler Technologies is the only company that provides support and maintenance services for its complex, proprietary software system, and the reasons for selecting this contractor as a true sole source are also set forth in the attached Noncompetitive Selection Request Forms.
NOW THEREFORE BE IT RESOLVED, that the Mayor and City Clerk, or the Designee of the Finance Director, if appropriate, are authorized to sign a contract with Tyler Technologies, Inc. to purchase and implement the Socrata Law Enforcement Police Analytics dashboard and module to be hosted by Tyler Technologies, for the purposes and at the price described above, and the ability to add future annual subscription fees as applicable to the Tyler maintenance contract or another contract vehicles as appropriate; and
BE IT FINALLY RESOLVED, that the Mayor and City Clerk are authorized to sign a ten (10) year services contract with Tyler Technologies for the period beginning January 1, 2022 to provide annual support services and maintenance for the Madison Police Department’s New World public safety system, at the price described in the attached Noncompetitive Selection Request Form.