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Home My WebLink AboutPR 24165: APPROVAL OF A CAD SYSTEM HARDWARE AMENDMENT INTEROFFICE MEMORANDUM Date: February 14, 2025 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Fay Young, Information Technology Director RE: Proposed Resolution No. 24165 —CAD System Hardware Amendment Introduction: The intent of this Agenda Item is to seek the City Council's authorization for the City Manager to approve amendment three to License Agreement 277, entered into with Computer Information Systems via Resolution 98-135. The amendment enables Computer Information Systems to continue supporting the new system approved via Resolution 24-500 to replace the aging equipment required to support the Police Department's Computer Aided Dispatch(CAD) System. Background: On June 8, 1998, the City Council approved Resolution 98-135 for the purchase of a CAD system from Computer Information Systems, Inc. On December 17, 2024, the council approved Resolution 24-500 for the purchase of equipment and software to replace the aging CAD system. Budget Impact: The amendment does not have an additional budgetary impact to the original agreement. Recommendation: It recommended that the City Council authorizes the City Manager to approve amendment three to License Agreement 277, entered into with Computer Information Systems via Resolution 98-135. P.R. NO. 24165 FY 2/14/2025 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO APPROVE AMENDMENT THREE TO LICENSE AGREEMENT 277 ENTERED INTO WITH COMPUTER INFORMATION SYSTEMS, INC VIA RESOLUTION 98-135 TO ENABLE THE COMPANY TO CONTINUE TO SUPPORT THE POLICE DEPARTMENT COMPUTER AIDED DISPATCH (CAD) SYSTEM ON THE NEW HARDWARE PER RESOLUTION#24-500 WITH NO ADDITIONAL BUDGETARY IMPACT. WHEREAS, the Computer Aided Dispatch (CAD) system is critical for the citizens of Port Arthur and the operations of the Police Department; and WHEREAS, On December 17, 2024, City Council approved Resolution 24-500 for the purchase of equipment and software to replace the aging CAD system equipment; and WHEREAS, the amendment to the agreement authorizes continued support of the CAD system on the new equipment specified in Resolution 24-500; and WHEREAS, the amendment to the agreement does not have an additional budgetary impact; and WHEREAS,the amendment is attached as Exhibit"A". 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 City Manager to approve amendment three to License Agreement 277 with Computer Information Systems, Inc 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 February, A.D. 2025 at a regular meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: P.R. NO. 24165 FY 2/14/2025 Councilmembers: Noes: Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS Roxann Pais Cotroneo, City Attorney APPROVED FOR ADMINISTRATION: Ronald Burt. XI` Clifton illiams, CPPB City M. ter Purchasing Manager Fa u , CGCI PMP Information Technology Director APPROVED AS TO AVAILABILITY OF FUNDS: 44, Lynda Boswel , Director of Finance P.R. NO. 24165 FY 2/14/2025 Exhibit A PORT ARTHUR, TEXAS 02-03-2025 PROFESSIONAL SERVICES AMENDMENT PROFESSIONAL SERVICES AMENDMENT NR. 03 TO LICENSE AGREEMENT 277 ("AGREEMENT") BETWEEN COMPUTER INFORMATION SYSTEMS, INC. AND CITY OF PORT ARTHUR, TEXAS This Professional Services Amendment Nr. 03, hereinafter called "Amendment Nr. 03" is between Computer Information Systems, Inc., hereinafter called "CIS" and the City of Port Arthur, Texas hereinafter called "City" or"User". CIS and the City shall also be referred to individually as the "Party" and collectively as the "Parties". WHEREAS, the Port Arthur Police Department ("PAPD") Server Hardware Infrastructure that supports the CIS Systems is out of warranty and needs replacement; and WHEREAS, the City wishes to purchase said replacement hardware infrastructure using The Interlocal Purchasing System ("TIPS"); and WHEREAS, CIS has TIPS Vendor Agreement 23105; and WHEREAS, CIS provided a Cost Proposal to the Port Arthur Police Department ("PAPD") dated December 4, 2024 that includes said hardware infrastructure replacement; and WHEREAS, Under said proposal, CIS would pay the TIPS administrative fee directly to the Department of Texas Region 8 Education Service Center; and WHEREAS, the City has accepted said Cost Proposal. NOW, THEREFORE, the parties agree to the following: 1. CIS will act as Agent on behalf of the User to purchase the Network Technology detailed in Attachment Nr. 01 and provide Services detailed in Attachment Nr. 02. 2. User agrees to pay CIS for the Network Technology per the Payment Schedule detailed in Addendum A. Adjustment of costs for hardware and software items deleted by User shall be subject only to: (i), Manufacturer's return policy; (ii), restocking fee; and (iii), return shipping and handling costs. 3. User agrees that upon delivery to User title to and risk of loss for any delivered Network Technology manufacturer's warranty and maintenance and support provisions shall pass through to User. 4. It is understood and acknowledged by the User that CIS and the Network Technology Manufacturers ("Manufacturers"); are independent corporations acting separately under the terms and conditions of their separate contracts with the User for warranty and maintenance. 1 PORT ARTHUR, TEXAS 02-03-2025 PROFESSIONAL SERVICES AMENDMENT 5. User agrees that acceptance shall be based solely on demonstration that upon installation, that the Network Technology is operational in accordance with the applicable Manufacturer's specifications. 6. User agrees that payment by User of any CIS invoice shall indicate that User has accepted the Network Technology on said invoice. 7. User agrees to be responsible for and to pay all costs of any State taxes, local taxes or permits that may be applied to the Network Technology scheduled in Attachment 01. 8. User agrees that the sole warranty, maintenance and support provisions, if any for the hardware or software products detailed in this Amendment, are the published warranty, maintenance and support provisions of that Manufacturer of a given computer hardware or software product and that there is no other warranty, maintenance or support conditions expressed or implied by CIS. 9. User understands and agrees that the applicable Manufacturer's warranty, and/or maintenance and support if any commences and terminates solely in accordance with that given Manufacturer's published specifications. Commencement of any computer hardware warranty will occur on the date of delivery either at CIS or at the User, whichever is first. Commencement of any systems software warranty and/or support commences on the date of purchase or registration as applicable for a given manufacturer. The User is solely responsible for all warranty and/or maintenance and support renewals and all related costs directly with the applicable Manufacturer that is not scheduled and included in this Amendment. 10. CIS will pursue Manufacturer's warranty on behalf of the User. 11. User agrees to pay CIS for the Network Technology as detailed in Attachment 01 despite any problem outside this Amendment User has with CIS' performance under the Agreement as amended. 12. CIS and User agree that any dispute or course of action of this Amendment does not in any way affect the obligations of CIS or User under the Agreement. 13. User is solely responsible for the LAN and/or Wide Area Network connected to the System. 14. User acknowledges and agrees that the performance at remote sites is also limited by the bandwidth of the WAN, computer and workstations employed by Users. 15. User agrees to provide a network of dedicated data lines with adequate bandwidth as specified by CIS. 16. User and Additional Users Facility Responsibility a. User and Additional Users will provide the following network, equipment, labor and materials (Facilities) required to support the Network Technology including but not limited to: • Utility/Emergency Power • UPS as required 2 PORT ARTHUR, TEXAS 02-03-2025 PROFESSIONAL SERVICES AMENDMENT • Power and LAN Access at the Host Server, Rack Server and Workstations • 100/1000 LAN • 100/1000 Switches as Required • CAT 6 Wiring to Workstations b. All User and any Additional User facilities shall be ready and tested prior to User scheduling delivery and installation of the Network Technology at User's and Additional Users sites. 17. All other terms and conditions of the Agreement as amended not in conflict with this Amendment shall apply to this Amendment including but not limited to the Agreement Paragraph B, Warranty; Paragraph C, Limitation of Liabilities; and Paragraph H.7, Venue and Jurisdiction. 18. In the event there is a dispute between the parties hereto with regard to any specifications, terms or conditions, the order of precedence shall be this Amendment Nr. 03, the Agreement as amended, and any resultant User Contract Documents. COMPUTER INFORMATION SYSTEMS, INC. CITY OF PORT ARTHUR, TEXAS SIGNATURE: SIGNATURE: NAME: MICHAEL YEF` NAME: TITLE: PRESIDENT TITLE: DATE: FEBRUARY 3, 2025 DATE: SIGNATURE: NAME: TITLE: DATE: Addenda: A Attachments: Nr. 01, 02 Exhibits: CIS TIPS Agreement 3 PORT ARTHUR, TEXAS 02-03-2025 PROFESSIONAL SERVICES AMENDMENT ADDENDUM A COST AND PAYMENT SCHEDULE A. Other Program Product Costs Network Technology (Schedules) Hardware—Schedule 1 $ 60,186.00 System Software- Schedule 2 $ 20,174.00 Services - Schedule 3 $ 13,850.00 Network Technology Total $ 94,210.00 Project Management $ 9,421.00 Total $ 103,631.00 Internal Grant $ 18,584.00 $ 87,357.00 B. Payment Schedule Nr. 1 Payment upon Execution of Amendment $ 60,000.00 Nr. 2 Payment upon Delivery of Network Technology and Services $ 27,357.00 $ 87,357.00 C. TERMS Net due upon receipt of Invoice as scheduled above. 4 7 PORT ARTHUR, TEXAS 02-03-2025 PROFESSIONAL SERVICES AMENDMENT AMENDMENT NR. 03, ATTACHMENT 01, 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 Rackmount NAS 24 TB SATA Array 4 4. Switch (2) $ 2,448.00 Cisco 1300 Switch • SMARTnet 1 Year 5. UPS (2) $ 5,458.00 APC UPS • Smart-UPS 3000VA LCD RM 2U 120V 6. Shipping $ 750.00 Hardware Total $ 60,186.00 5 PORT ARTHUR, TEXAS 02-03-2025 PROFESSIONAL SERVICES AMENDMENT AMENDMENT NR. 03, ATTACHMENT 01, 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 6 11 PORT ARTHUR, TEXAS 02-03-2025 PROFESSIONAL SERVICES AMENDMENT AMENDMENT NR. 03, ATTACHMENT 01, 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 7 PORT ARTHUR,TEXAS 02-03-2025 PROFESSIONAL SERVICES AMENDMENT ATTACHMENT NR. 02 STATEMENT OF WORK 1. Order and Deliver Hardware and System Software to CIS 2. Prep Hardware and System Software at CIS • Unpack Hardware • Install System Software on Server • Install CIS Software on Server 3. Ship Hardware and System Software to PAPD 4. Install Hardware 5. Migrate Data 6. Inspection and Testing • Test CIS Software End-to-End 8