HomeMy WebLinkAboutPR 22289: PURCHASE OF TICKET WRITERS City of ort rthur www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: June 8, 2022 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Timothy Duriso, Chief of Police RE: PR 22289—Purchase of Ticket Writers Introduction: The intent of this Agenda Item is to seek the City Council's approval for the City Manager to allow the police department to purchase 9 ticket writers, 7 printers and accessories from Tyler Technologies through Sourcewell Contract# 0903205-TTI in the amount of$28,730.00. Background: On July 13th, 2021 City Council approved Resolution 21-277 entering into an agreement to receive grant funding from the 2021 Edward Byrne Memorial Justice Grant in the amount of $28,730.00. Chapter 271 of the Local Government Code allows a city by resolution of its governing body to participate in cooperative purchasing programs such as Sourcewell as an alternative to a formal bid process. Per Resolution No. 13-556,the city of Port Arthur is authorized to participate in cooperative purchasing with JCB Sourcewell (formerly National Joint Powers Alliance Cooperative Purchasing Program. Budget Impact: There is no cash match for this program. Recommendation: It is recommended that City Council authorizes the purchase of 9 ticket writers, 7 printers and accessories from Tyler Technologies through Sourcewell Contract# 090320-TTI for the total of$28,730.00; funds are available through the 2021 Edward Byrne Memorial Justice Assistance Grant(JAG) Funds, account number 107-17-045-5420-00-30-000, Project Code# PS2021.GRE.MIN, as discussed and/or outlined above. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. No. 22289 1/9/22 jlh RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHASE OF NINE ZEBRA ELECTRONIC TICKET WRITERS AND SEVEN ZEBRA PRINTERS WITH ACCESSORIES FROM TYLER TECHNOLOGIES THROUGH SOURCEWELL COOPERATIVE PURCHASING CONTRACT #090320-TTI FOR A TOTAL AMOUNT OF $28 , 730 . 00 ; FUNDS ARE AVAILABLE THROUGH THE 2021 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) FUNDS, ACCOUNT NO. 107-17-045-5420-00-30-000 , PROJECT NO. PS2021 .GRE .MIN. WHEREAS, on July 21, 2021 City Council approved Resolution No. 21-277 entering into an agreement to receive grant funding from the 2021 Edward Byrne Memorial Justice Assistance Grant in the amount of $28, 730 . 00; and WHEREAS, the funding is to be used for law enforcement equipment, training and technology enhancement; and WHEREAS, the funding is awarded as collaboration between Jefferson County and the City of Beaumont; and WHEREAS, Chapter 271 of the Texas Local Government Code allows a city by resolution of its governing body to participate in cooperative purchasing programs such as Sourcewell as an alternative to a formal bid process; and WHEREAS, per Resolution No. 13-556, the City of Port Arthur is authorized to participate in cooperative purchasing with JCB Sourcewell (formerly National Joint Powers Alliance) Cooperative Purchasing Program; and WHEREAS, the Port Arthur Police Department needs to upgrade and replace electronic ticket writers, printers and accessories; and WHEREAS, Tyler Technologies has provided a quote for the purchase of 9 electronic ticket writers, 7 printers and accessories through Sourcewell Contract #090320-TTI for $28, 730 . 00; and WHEREAS, funds are available through the 2019 Edward Byrne Memorial Justice Assistance Grant Account No. 107-17- 045-5420-00-30-000, Project No. PS2021 .GRE.MIN. P.R. No. 22289 1/9/22 jlh NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1 . That the facts and opinions in the preamble are true and correct . Section 2 . That the City Council hereby authorizes the purchase of nine (9) Zebra Electronic Ticket Writers and seven (7) Zebra Printers with accessories from Tyler Technologies through Sourcewell Contract #090320-TTI for a total amount of $28, 730 . 00 . Funds are available through the 2022 Edward Byrne Memorial Justice Assistance Grant (JAG) Funds, Account No. 107-045-5420-00-30-000, Project No. PS2021 .GRE.MIN. Section 3. That a copy of the caption of this resolution shall be spread upon the Minutes of the City Council . READ, ADOPTED AND APPROVED on this day of June, A. D. , 2022, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES : Mayor: Councilmembers : NOES : Thurman Bill Bartie Mayor ATTEST: Sherri Bellard City Secretary P.R. No. 22289 6/8/22 jlh APPROVED AS TO FORM: al Tize 11/th4264"6.64-13 City Attorney APPROVED FOR ADMINISTRATION: Ronald Burton `\ City Mana er b -13-V61fr Timothy W. Duriso, Chief of Pe ice APPROVED FORK THE AVAILABILITY OF FUNDS: CC A ,L KANDY DAIELS Director of Finance Clifton Williams Purchasing Manager P.R. No. 22289 6/8/22 jlh EXHIBIT "A" • • tyler ••••'� • `echnologies INVESTMENT SUMMARY Tyler Software $6,750 Services $0 Third-Party Products $21,967 Other Cost $0 Travel Total One-Time Cost $28,717 Annual Recurring Fees/SaaS $473 Tyler Software Maintenance $ 1,418 2021-277958-Z5J4H4 • •041 Quoted By: James Mulvey •• ••• tyler Quote Expiration: 12/30/21 • Quote Name: • tecnnologies ******Sourcewell (formerly NJ PA) Contract#:090320-TTI Tyler Sales Quotation For: Shipping Address: Technologies. Port Arthur Police Department Port Arthur Police Department Category: Technology,Security& 645 4th St 645 4th St ATTN: Chief Houston Communication Solutions Description: Port Arthur,TX 77640-6455 Port Arthur,TX 77640-6455 Administrative Software Maturity Date: Phone: +1 (409) 983-8668 11/02/2024 Tyler Software Year One Description License Discount License Total Maintenance License REF License - PDA [9] $ 6,750 $0 $ 6,750 $ 1,418 Total $ 6,750 $0 $ 6,750 $ 1,418 TOTAL $6,750 $0 $ 6,750 $ 1,418 Annual/SaaS Description Quantity Fee Discount Annual Hosting Fee Brazos Hosting Fee 1 $473 $0 $473 TOTAL $473 2021-277958-Z5J4H4 Page 1 Third-Party Hardware,Software and Services Description Unit Year One Quantity Unit Price Total Maintenance Maintenance TC720L-0ME24B0-NA/Zebra EVM,TC72, no cellular 9 $ 1,343 $ 12,087 $0 $0 CHG-TC7X-CLA1-02/Zebra EVM,TC7X,Auto Charger(cable cup)-Cigarette Adapter 10 $77 $ 770 $ 0 $0 Z1AE-TC72XX-5C00/Zebra EVM, Warranty,TC72, 5 year 9 $505 $4,545 $ 0 $0 ZQ52-BUE0000-00/Zebra, Printer, ZQ521 7 $ 611 $4,277 $ 0 $0 P1063406-030/Zebra, ZQ520, Vehicle Charger-open ended 8 $ 36 $ 288 $ 0 $ 0 TOTAL $ 21,967 $0 Summary One Time Fees Recurring Fees Total Tyler Software $ 6,750 $ 1,418 Total Annual $ 0 $473 Total Tyler Services $ 0 $0 Total Third-Party Hardware, Software, Services $ 21,967 $ 0 Summary Total $28,717 $ 1,891 Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held For six (6) months from t e o ate/or the E ctive Date of the Contract,whichever is later. Customer Approval: Date: Wo fv-` Print Name: L. ;T/J Se P.O.#: Sl 2/ 2Z D-d��`"1 Comments 2021-277958-Z5J4H4 Page 2 Agency is responsible for paying any applicable state taxes. Contract total does not include tax. Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement ("Agreement") between the parties and subject to its terms.Additionally, payment for said items, as applicable but subject to any listed assumptions herein,shall conform to the following terms: • License fees for Tyler and third party software are invoiced upon the earlier of(i)deliver of the license key or(ii)when Tyler makes such software available for download by the Client;•Fees for hardware are invoiced upon delivery;•Fees for year one of hardware maintenance are invoiced upon delivery of the hardware; • Annual Maintenance and Support fees,SaaS fees, Hosting fees, and Subscription fees are first payable when Tyler makes the software available for download by the Client(for Maintenance)or on the first day of the month following the date this quotation was signed(for SaaS, Hosting, and Subscription),and any such fees are prorated to align with the applicable term under the Agreement,with renewals invoiced annually thereafter in accord with the Agreement. • Fees for services included in this sales quotation shall be invoiced as indicated below. -Implementation and other professional services fees shall be invoiced as delivered. - Fixed-fee Business Process Consulting services shall be invoiced 50%upon delivery of the Best Practice Recommendations, by module,and 50%upon delivery of custom desktop procedures, by module. - Fixed-fee conversions are invoiced 50%upon initial delivery of the converted data, by conversion option,and 50% upon Client acceptance to load the converted data into Live/Production environment,by conversion option. Where conversions are quoted as estimated,Tyler will invoice Client the actual services delivered on a time and materials basis. -Except as otherwise provided,other fixed price services are invoiced upon complete delivery of the service. For the avoidance of doubt,where"Project Planning Services"are provided, payment shall be invoiced upon delivery of the Implementation Planning document. Dedicated Project Management services, if any,will be invoiced monthly in arrears, beginning on the first day of the month immediately following initiation of project planning. -If Client has purchased any change management services,those services will be invoiced in accordance with the Agreement. - Notwithstanding anything to the contrary stated above,the following payment terms shall apply to services fees specifically for migrations: Tyler will invoice Client 50%of any Migration Fees listed above upon Client approval of the product suite migration schedule. The remaining 50%, by line item,will be billed upon the go-live of the applicable product suite.Tyler will invoice Client for any Project Management Fees listed above upon the go-live of the first product suite. • Expenses associated with onsite services are invoiced as incurred. RETURN POLICY:When Hardware is included,Tyler will accept return of delivered hardware only within thirty(30)days of the date of delivery to you, and only if the hardware is returned sealed in its original packaging.Tyler will not issue any refund or credit for returned hardware that is not sealed in its original packaging and/or returned more than thirty(30)days after the date of delivery to you. ASSUMPTION TO TERMS "Tyler will invoice Client for the License Fees listed above upon delivery of the software. Maintenance and Hosting Fees listed above will be invoiced upon one(1)year from the effective date and annually thereafter on the anniversary of that date. The first year's maintenance and hosting fees are waived.All payment terms are net thirty(30)days." 2021-277958-Z514H4 Page 3