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| TITLE: |
| Consideration and Approval of Contract: Approve the 2023 Renewal of the Master Agreement for Software Maintenance with Hexagon for software utilized by the City of Flagstaff Police Department in the amount of $270,972.72 (plus any applicable sales tax). |
| STAFF RECOMMENDED ACTION: |
- Approve the 2023 Renewal of the Master Agreement for Software Maintenance with Hexagon in the amount of $270,972.72 (plus any applicable sales tax); and
- Authorize the City Manager to execute all necessary documents.
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| Executive Summary: |
| Hexagon software manages all of the Computer Aided Dispatch (CAD) and Records Management System (RMS) for public safety. Staff is requesting approval of the 2023 Renewal of the Master Agreement for Software Maintenance ("Software Agreement") with Hexagon. The Software Agreement is for the Flagstaff Police Department Records Management Software company to provide ongoing software licensing support and maintenance as necessary. The attached quote outlines the anticipated expenditures for the fiscal year 2023-2024. The purchase of the annual software maintenance provides the means to continue to conduct day-to-day activities of the Police Department without delay. The Software Agreement may be subject to any applicable sales tax(es) to be added at a later time. |
| Financial Impact: |
| This is a renewal to the annual Software Agreement with an annual maintenance cost of $270,972.72. This expense is currently budgeted in the FY2023-24 account numbers 001-04-061-0221-2-4231, 001-04-061-0223-2-4231, and 001-04-061-0224-2-4231. Costs for the software are shared with Coconino County Sheriff and Northern Arizona University per Intergovernmental Agreements IGA-2023-123-AG2 and IGA-2023-126-AG2. |
| Policy Impact: |
None
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| Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: |
| Priority Based Budget Key Community Priorities and Objectives
High Performing Governance: Encourage public trust through transparency, accessibility and use of the City's public participation policy.
High Performing Governance: Become an employer of choice and provide employees with the necessary tools, training and support.
Safe and Healthy Community: Provide public safety with the resources, staff and training to respond to community needs.
Team Flagstaff Strategic Plan: Provide exceptional service.
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| Has There Been Previous Council Decision on This: |
| Yes, this is an annual software contract that has been before Council every year since 2013. |
| Options and Alternatives: |
1. Approve the 2023 Renewal of the Software Agreement with Hexagon for the Police Department software; or
2. The Flagstaff Police Department can coordinate with the Coconino County Sheriff and Northern Arizona University on alternative options moving forward. |
| Background/History: |
| The Flagstaff Police Department, Coconino County Sheriff and Northern Arizona University have used Hexagon, formally Intergraph, since before 2013, and is part of intergovernmental agreements IGA-2023-123-AG2 and IGA-2023-126-AG2 between the Flagstaff Police Department, Coconino County Sheriff, and Northern Arizona University. Hexagon requires a renewal of the Software Agreement on an annual basis. |
| Key Considerations: |
| The Hexagon software was selected jointly by the Flagstaff Police Department, Coconino County Sheriff and Northern Arizona University through intergovernmental agreements IGA-2023-023-AG2 and IGA-2023-026-AG2 and any change to another software would need to be coordinated in conjunction with the partner agencies. |
| Community Benefits and Considerations: |
| Hexagon is the company that provides and supports the Flagstaff Police Department's computer aided dispatch and records management system. The Software Agreement provides the Flagstaff Police Department with the technical support to the dispatch and records systems to provide exemplary customer service to the Flagstaff community. |
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