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Home My WebLink AboutPR 24496: RATIFICATION PAYMENT/MAINTENANCE RENEWAL OF COMPUTER INFORMATION SYSTEMS, INC. (CIS) City of urt rtlrrtr `�_ 7eius www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: December 8, 2025 To: The Honorable Mayor and City Council Through: Ronald Burton, CPM, City Manager From: Timothy W. Duriso, Chief of Police RE: PR 24496—Ratification Payment/Maintenance Renewal of Computer Information Systems, Inc. (CIS). Introduction: The intent of this agenda item is to seek City Council approval to ratify and confirm the authorization and payment to Computer Information Systems, Inc. (CIS) of Skokie, Illinois for the annual license renewal fee for maintenance of the Police and Fire Department Computer Aided Dispatch, Record Management System, and MCS/AVL Server, in the amount of $61,571.78 for the period of October 1, 2025, through September 30, 2026. Background: The City of Port Arthur Police and Fire Departments rely on the Computer-Aided Dispatch (CAD), Records Management System(RMS), Mobile Data Terminals (MDT), and related systems provided and maintained by Computer Information Systems, Inc. (CIS). These systems are essential to daily public safety operations, emergency response, and compliance with state and federal reporting requirements, including the National Incident-Based Reporting System(NIBRS). The annual maintenance and license renewal agreement for the period October 1, 2025 through September 30, 2026, in the amount of$61,571.78, was required to avoid any disruption in public safety services. "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 City of uir rth —u Texas www.PortArthurTx.gov Due to the time-sensitive nature of the maintenance renewal and the necessity to ensure uninterrupted system availability,payment to CIS was processed prior to formal City Council approval. While the expenditure is necessary and funds are available within the approved budget, City policy and best governance practices require City Council approval for such payments. Accordingly, this ratification resolution is presented to formally approve and confirm the prior action. Budget Impact: Funding for the annual maintenance fee in the amount of$61,571.78 as shown in Exhibit "A" is available in the General Fund—Account No. 001-09-023-5241-00-10-000. Recommendation: It is recommended that City Council approve the attached ratification resolution, thereby ratifying and confirming the prior authorization and payment to Computer Information Systems, Inc. for the annual CAD/RMS maintenance agreement. "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. 24496 12/08/2025 JLH RESOLUTION NO. A RESOLUTION RATIFYING AND CONFIRMING THE AUTHORIZATION AND PAYMENT TO COMPUTER INFORMATION SYSTEMS, INC. OF SKOKIE, ILLINOIS FOR THE ANNUAL LICENSE RENEWAL FEE FOR MAINTENANCE OF THE POLICE AND FIRE DEPARTMENT COMPUTER AIDED DISPATCH, RECORD MANAGEMENT SYSTEM AND MCS/AVL SERVER, IN THE AMOUNT OF $61,571.78; FUNDING AVAILABLE IN 001-09- 023-5241-00-10-000. WHEREAS,the City of Port Arthur utilizes a Computer-Aided Dispatch(CAD) system, Records Management System(RMS), Mobile Data Terminals(MDT), and related public safety software to support Police, Fire, and EMS operations; and WHEREAS, Computer Information Systems, Inc. (CIS), of Skokie, Illinois, is the vendor that provides hosting, maintenance, and technical support for these mission- critical public safety systems; and WHEREAS,the annual maintenance and license renewal for the period of October 1, 2025 through September 30, 2026,in the amount of$61,571.78 as shown in Exhibit"A", is required to ensure uninterrupted public safety operations and compliance with state and federal reporting requirements, including NIBRS; and WHEREAS,the CAD and MDT systems are critical to the efficient operation of the Police, Fire, and EMS Departments, and ensure timely and accurate dispatch and response to all emergency and non-emergency calls for service; and WHEREAS, sufficient funds are available for payment within the appropriate departmental budget Account No. 001-09-023-5241-00-10-000; and WHEREAS, City Council desires to formally ratify and confirm the prior authorization and payment to ensure transparency, compliance with municipal governance practices, and proper documentation within the City's official records NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,TEXAS: Section 1. That the facts and recitations contained in the preamble of this Resolution are hereby found and declared to be true and correct. Section 2. That the City Council hereby ratifies, approves, and confirms the prior authorization and payment to Computer Information Systems, Inc., in the amount of $61,571.78, for the annual license renewal and maintenance of the City's CAD, RMS, P.R. No. 24496 12/08/2025 JLH and MCS/AVL systems for the period of October 1, 2025 through September 30, 2026 with funding available in Account No. 001-09-023-5241-00-10-000. Section 3. That a copy of the caption of this resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of January, A.D., 2026, at a Regular Meeting of the City Council of the City of Port Arthur,Texas,by the following vote: AYES: Mayor: Councilmembers: • NOES: . Charlotte M. Moses Mayor ATTEST: Sherri Bellard, TRMC City Secretary P.R. No. 24998 12/08/2025 JLH APPROVED AS TO FORM: Roxann Pais Cotroneo City Attorney APPROV i FOR ADMINISTRATION: dil Ron Bu ` -' CPM City M- ager i00y,4 Timot y W. Duriso Chief of Police APPROV-,• FOR AVAILABILITY OF FUNDING: Oliala 6V--(,Lefj, Lynda Boswell, Financial Director P.R. No. 24998 12/08/2025 JLH EXHIBIT 44 ,, Computer Information Systems _ is Invoice 600 Central Avenue Suite 249 Highland Park, IL 60035 DATE INVOICE# www.cis.com 10/24/2025 IN-00464 BILL TO SHIP TO Port Arthur PD Port Arthur PD 645 4th Street 645 4th Street Port Arthur Port Arthur TX TX 77641 77641 DUE DATE PO NUMBER TERMS October 24 2025 Upon Receipt DESCRIPTION QTY RATE$ AMOUNT $ Annual Renewal: MCS/AVL&Interfaces 1 16,572.11 16,572.11 Annual Renewal: Network Technology 1 8,650.14 8,650.14 Annual Renewal: CAD, RMS, CIS Interfaces 1 14,101.53 14,101.53 Annual Renewal: CAD-Utility Interface 1 3,240.00 3,240.00 Annual Renewal: Mobile Field Reporting(MFR) 80 237.60 19,008.00 Total 61,571.78 Banking Details: Bank Name: BMO Bank Bank Address: 320 S. Canal Street Chicago, IL 60603 Beneficiary: COMPUTER INFORMATION SYSTEMS INC Account Number: 2104503 Routing Number: (ABA)071000288 SWIFT Code: HATRUS44 If you are planning on sending a cheque, please direct to this address: COMPUTER INFORMATION SYSTEMS INC P.O. Box 71358, Chicago, IL,60694-1358 Computer Information Systems r i S Invoice 600 Central Avenue Suite 249 Highland Park, IL 60035 DATE INVOICE# www.cis.com 10/24/2025 IN-00464