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Home My WebLink AboutPR 24083: CAD SYSTEM HARDWARE INTEROFFICE MEMORANDUM Date: December 9, 2024 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Fay Young, Information Technology Director RE: Proposed Resolution No. 24083 —CAD System Hardware Introduction: The intent of this Agenda Item is to seek the City Council's authorization for the City Manager to approve the purchase of hardware, software, and services to replace the aging equipment required to support the Police Department's Computer Aided Dispatch(CAD) System through Computer Information Systems, Inc. Background: The current hardware used to support the CAD system is aging and has experienced some hardware failures. The current equipment is unsuitable for future upgrades to CAD software system. Budget Impact: Funds in the amount of$87,357.00 are budgeted in the Information Technology I.T. Equipment account#001-09-023-5241-00-10-000-. Recommendation: It is recommended that the City Council authorizes the City Manager to purchase the hardware, software,and services for the support of the CAD system from Computer Information Systems, Inc. through TIPS Contract#230105 for the contract amount of$103,631 less the internal grant/discounted price of$16,274.00 for a total not to exceed$87,357.00. P.R. NO. 24083 FY 12/9/2024 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE HARDWARE,SOFTWARE,AND SERVICES TO REPLACE THE AGING EQUIPMENT USED FOR THE POLICE DEPARTMENT'S COMPUTER AIDED DISPATCH (CAD) SYSTEM FROM COMPUTER INFORMATION SYSTEMS,INC. THROUGH THE TIPS CONTRACT #230105 FOR THE CONTRACT AMOUNT OF $103,631.00 LESS THE INTERNAL GRANT/DISCOUNTED PRICE OF $16,274.00 FOR A TOTAL NOT TO EXCEED AMOUNT OF $87,357.00. FUNDING BUDGETED IN THE INFORMATION TECHNOLOGY I.T. EQUIPMENT ACCOUNT 001-09-023-5241-00-10-000-. WHEREAS, the CAD system is critical for the citizens of Port Arthur and the operations of the Police Department; and WHEREAS,the current hardware has experienced hardware failures; and WHEREAS,the current hardware is unsuitable for future upgrades to the CAD software; and WHEREAS, Chapter 271 of the Local Government Code allows a city, by resolution of its governing body,to participate in cooperative purchasing programs as an alternative to a formal bid process; and WHEREAS, Computer Information Systems, Inc (CIS) can provide the required equipment through TIPS Contract#230105 for the contract amount of$103,631 less the internal grant/discounted price of$16,274.00 for a total not to exceed $87,357.00; and WHEREAS, pursuant to Resolution Number 12-008, the City entered into an interlocal agreement with Region VIII Education Service Center for participation in the Interlocal Purchasing System(TIPS) Cooperative Purchasing Program; and WHEREAS, the specifications for the hardware, software and services are attached as Exhibit"A". NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,TEXAS: Section 1. That the facts and opinions in the preamble are true and correct. P.R. NO. 24083 FY 12/9/2024 Section 2. That, the City Council hereby authorizes the City Manager to purchase the hardware, software, and services for the support of the CAD system from Computer Information Systems,Inc.through TIPS Contract#230105 for the contract amount of$103,631 less the internal grant/discounted price of$16,274.00 for a total not to exceed$87,357.00,in substantially the same form attached hereto as Exhibit"A". Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this the day of December, A.D. 2024 at a regular meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney P.R. NO. 24083 FY 12/9/2024 APPROVED FORA ADMINISTRATION: 0;14r ) I° I t. Ronald Burton, CP i Clifton Williams, CPPB City Manager / Purchasing Manager Fay Yon CGCI MP Information Technology Director APPROVED AS TO AVAILABILITY OF FUNDS: 0A t due Q i vet14 oA W� lI Lynda Boswell, Director of Finance P.R. NO. 24083 FY 12/9/2024 Exhibit A r' ! 5 December 4, 2024 CF) John Boleyn Support Director Port Arthur Police Department 645 4th Street Port Arthur, TX 77642 Subject: Hardware Replacement Proposal Dear Director Boleyn: CIS is pleased to present this Proposal to the Port Arthur Police Department for a full hardware replacement. The costs are summarized as follows: 1. Hardware $ 60,186.00 2. System Software $ 20,174.00 3. Professional Services $ 13,850.00 Total $ 94,210.00 Project Management $ 9,421.00 Total $ 103,631.00 Internal Grant $ 16,274.00 Grand Total $ 87,357.00 CIS TIPS contract number is 230105. CIS agrees to pay the TIPS Administrative Fee. Please call me directly at 877-673-7800 with any questions. Sincerely, Computer Information Systems, Inc. 7t �2osvn Nick Brown Chief Systems ArchitectNice President COMPUTER INFORMATION SYSTEMS, INC. 1600 Central Ave I Highland Park, IL 60035 Toll-Free: 877.673.7800 I Fax: 847.673.7804 I Email:sales@cis.com I www.cis.com SCHEDULE 1 HARDWARE 1. Data Servers (2) $ 41,792.00 Dell R750 • Dual 12 Core Intel Xeon Processor • 384 GB Memory • RAID Controller • 12 TB Mixed Array • Redundant Power Supply • 5 Year 24x7,4 Hour Response Maintenance Keep your drive 2. Backup Servers (1) $ 5,370.00 Dell R250 • 8 Core Xeon Processor • 16 GB Memory • 7.2 TB Array • 5 Year 24x7,4 Hour Response Maintenance Keep your drive 3. Network Access Storage (1) $ 4,368.00 Synology NAS RackStation RS1619xs+ (5 year warranty) 24 TB SATA Array 4. Switch (2) $ 2,448.00 Cisco 1300 Switch • SMARTnet 1 Year 5. UPS (2) $ 5,458.00 APC UPS • SMT3000RMT2U 6. Shipping $ 750.00 Hardware Total $ 60,186.00 2 0 00MPUTER INFORMATION SYSTEMS, INC. SCHEDULE 2 SYSTEM SOFTWARE 1. Windows Server 2022 $ 5,984.00 • Windows Server 2022 2 Core License(24) • Windows Server 2022 RDS Client Access License(20) 2. SQL 2022 $ 14,190.00 • SQL 2022 Server Edition (1) • SQL 2022 Client Access License(70) System Software Total $ 20,174.00 3 �!5 COMPUTER INFORMATION SYSTEMS, INC. SCHEDULE 3 SERVICES 1. Install and Configure Hardware $ 6,000.00 2. Test System $ 2,000.00 3. Migrate System $ 2,000.00 4. Travel Expenses $ 3,850.00 Services Total $ 13,850.00 4 s• s 0 COMPUTER INFORMATION SYSTEMS, INC.