Fiscal Note
The proposed resolution authorizes the Madison Police (MPD) and Information Technology (IT) Departments to enter into a three-year contract with Bay Communications, Inc. to upgrade the existing on-premise Arbitrator system with a cloud hosted solution. The Arbitrator system manages videos created by MPD and the expanded retention periods for evidentiary videos has created a demand for more backup capacity than is currently available.
MPD has allocated sufficient funding in its Police Technology and Equipment capital program ($70,910) and the 2024 MPD operating budget ($20,975) and IT has allocated funding in the Security, Risk and Compliance capital program ($350,000) to fund implementation services, hardware, training for the upgrade, and three years maintenance, for a total cost of $441,885.
No appropriation is required at this time. In the cost-to-continue budget process for the 2027 operating budget, MPD will request additional funds of approximately $137,000 annually for future years annual maintenance of the Arbitrator system.
Title
Authorizing the Madison Police Department and Information Technology Department to enter into a 3 year, competitively selected contract, via the State of Wisconsin Contract (505ENT-O16-NASPOCOMPUT-02), with Bay Communications, Inc. to upgrade to iPro ClOUDE.
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WHEREAS, since 2004 the Madison Police Department has utilized video units in squad cars, and in 2014 the Capital Budget included $945,000 in direct appropriations to purchase new video units and server infrastructure, and existing infrastructure has been in place for ten years and will soon be past end of life; and,
WHEREAS, since that time, video managed by the Arbitrator system has expanded to include district interview rooms, SWAT and Motorcycle officers body worn cameras, additional squads, and the expanded retention periods for evidentiary videos, which has created a demand for more backup capacity than is currently available; and,
WHEREAS, the Madison Police Department is now seeking a technical upgrade for the existing Arbitrator system; and,
WHEREAS, iPro CloUDE provides a sole sourced upgrade path to a cloud-based video evidence management system; and,
WHEREAS, MPD has $20,975 in operating funds for the Arbitrator system, and the upgrade to the cloud-based solutions annual maintenance is estimated at $137,000; and,
WHEREAS, in collaboration with IT, MPD has allocated sufficient funding in its capital Police Technology and Equipment Program and IT in the Security, Risk and Compliance Capital Program to fund the implementation services, hardware and migration for the iPro upgrade. MPD will request for additional funds in the cost-to-continue operating budget process for future years; and,
WHEREAS, under MGO 4.26(3)(e), service contracts of more than one year that average more than $100,000 per year in cost require Common Council approval and signature by the Mayor and City
Clerk;
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 Bay Communications, Inc. (iPro reseller) to purchase, implement and provide annual support services and maintenance for iPro’s cloud based video management system hosted by iPro CloUDE; and
BE IT FURTHER RESOLVED, that the City’s Purchasing Agent is authorized to execute maintenance contracts with Bay Communications, Inc. on a recurring annual basis for the useful life of the software at a negotiated amount, pending availability of budgeted funds.