To ratify three (3) months of Enterprise Computer Aided Dispatch (CAD) software maintenance in the amount of $73,052 and approve the remaining expenditure for Enterprise Computer Aided Dispatch (CAD) software maintenance in the amount of $219,157 for the remaining year with four (4) automatic one-year renewals in the estimated annual amount of $292,209 from TriTech Software Systems for Technology Services; and authorizing the City Manager to execute all necessary documents. Approved

TriTech Software Systems provides licensing and maintenance for the City’s Computer Aided Dispatch system and has been utilized since 2001. The system is used for 911 dispatching and is critical to the Fire, Police and Public Safety Communications departments. Due to TriTech Software Systems delay in providing a quote for the year, the City is requesting ratification of the first three months of the term to accommodate services currently being provided, as services have not been interrupted.  The agreement is for the term of May 25, 2021 through May 24, 2022.

The initial amount will be in the amount of $292,209 followed by four (4) automatic one-year renewals at an estimated amount of  $300,975 for year two, $310,004 for year three, $319,304 for year four, and $328,883 for year five.

This maintenance includes annual licensing for the CAD workstations at Public Safety Communications, the Emergency Operations Center and the Police substations.  It also includes licensing for the Inform Mobile software used in the Animal Control, Fire and Police vehicles.  In addition, the CAD software provides an interface to the Texas Law Enforcement Telecommunication System (TLETS) and the National Crime Information Center (NCIC) that police officers use to check for stolen vehicles, wanted persons and other shared law enforcement information.

If we do not renew this license and maintenance agreement, the City would need to procure a replacement system for Public Safety Communications, Plano Fire Rescue, Plano Police Department and Animal Services and would need to migrate current and historical data to the new system. Replacing this system would be a multi-year project and such a migration would significantly disrupt the daily operations of the entire City and potentially impact citizen safety.

The City is exempt from the competitive bid process for this purchase as allowed by Texas Local Government Code Chapter 252 Subchapter B Section 252.022(a)(7)(A). (City of Plano Internal Contract No. 2021-0549-XR)

Funding for this item is available in the 2020-21 Technology Services Applications Budget.  This request is to purchase Enterprise Computer Aided Dispatch (CAD) software maintenance for one (1) year with four (4) automatic one-year renewals from TriTech Software Systems, in the amount of $292,209, which will leave a balance of $122,507 in the 2020-21 Technology Services Applications Budget for other maintenance expenditures.  Future year expenditures are dependent on contract renewals in the annual amount of $300,975 for FY 2021-22; $310,004 for FY 2022-23; $319,304 for FY 2023-24 and $328,883 for FY 2024-25 Technology Services Applications Budget.  All future year expenditures will occur within council approved appropriations.

Approval of this item supports the City's Strategic Plan Critical Success Factors of Save, Vibrant Neighborhoods, and Excellent, Innovative, and Accountable City Government.

Funding for this item is available in the 2020-21 Technology Services Applications Budget.  This request is to purchase Enterprise Computer Aided Dispatch (CAD) software maintenance for one (1) year with four (4) automatic one-year renewals from TriTech Software Systems, in the amount of $292,209, which will leave a balance of $122,507 in the 2020-21 Technology Services Applications Budget for other maintenance expenditures.  Future year expenditures are dependent on contract renewals in the annual amount of $300,975 for FY 2021-22; $310,004 for FY 2022-23; $319,304 for FY 2023-24 and $328,883 for FY 2024-25 Technology Services Applications Budget.  All future year expenditures will occur within council approved appropriations.

Approval of this item supports the City's Strategic Plan Critical Success Factors of Save, Vibrant Neighborhoods, and Excellent, Innovative, and Accountable City Government.