Title
An Ordinance approving the Second Amendment to the FDM Software Support and Maintenance Agreement to extend the term of the Agreement for five years and updating other terms and authorizing the City Manager to Execute the same by and on behalf of the City. (F&BC 7-9-19)
Body
Issue/Request:
The current maintenance agreement with FDM for support of the Fire departments CAD/RMS system has expired, and the City is operating under a temporary agreement. The agreement needs amended to create a multi-year agreement support agreement for this critical system and amend the modules the City can use.
Key Issues:
The Fire Department currently utilizes the FDM system for Computer Aided Dispatch, Records Management and MobileCAD applications. This system was installed in 2003 with associated software maintenance. The vendor, FDM Software, Ltd, continues to upgrade the system in order to provide additional features, improvements, and product fixes.
The City has been able to negotiate an annual rate increase cap with FDM Software, Ltd. The Annual Escalation Percentage of 2% is included in the annual payment amounts set forth in the agreement and are in effect for FY20 through FY24.
The July 2019 amount is currently budgeted in the Fire Department’s FY2020 budget.
The total will be paid over five fiscal years, with annual payments as outlined below:
July 1, 2019 (FY2020): $84,023.11
July 1, 2020 (FY2021): $86,536.57
July 1, 2021 (FY2022): $88,267.30
July 1, 2022 (FY2023): $90,032.65
July 1, 2023 (FY2024): $91,833.30
The amendment also incorporates the City's most recent insurance requirements.
Proposed Council Motion:
FIRST MOTION: I move for second reading an Ordinance approving the Second Amendment to the FDM Software Support and Maintenance Agreement to extend the term of the Agreement for five years and updating other terms and authorizing the City Manager to Execute the same by and on behalf of the City.
SECOND MOTION: I move for adoption an Ordinance approving the Second Amendment to the FDM Software Support and Maintenance Agreement to extend the term of the Agreement for five years and updating other terms and authorizing the City Manager to Execute the same by and on behalf of the City.
Background:
The Fire Department currently utilizes the FDM system for Computer Aided Dispatch, Records Management and MobileCAD applications. This system was installed in 2003 with associated software maintenance. The City and FDM entered into a Support and Maintenance Agreement in April 2014 ("Original Agreement"), which set forth the terms for maintenance services and the modules covered by the agreement. In July 2017, the Original Agreement was amended to modify the list of modules the City could use. The vendor, FDM Software, Ltd, continues to upgrade the system in order to provide additional features, improvements, and product fixes.
Product maintenance allows the City to receive annual updates to the system, which include bug fixes, enhancements, and updates to be compliant with current law. The maintenance contract also allows the City to contact FDM in the event of a problem with the system. This provides staff with the necessary resources to address problems when they are encountered.
Product support fees are due annually in July.
Impact/Analysis:
If the City does not acquire any support from FDM Software, Ltd, any product issues found needing assistance from the software provider will not be addressed nor would application upgrades be available. The impacts on the Fire Department would be significant, as this is the primary application Fire utilizes to manage their department operations.
Timeline:
Start: July 2019
Finish: July 2024
Other Information/Unique Characteristics:
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Presenter
Stephen L. Marsh, Chief Technology Officer
Recommendation
Recommendation: Staff recommends approval of the ordinance.
Committee Recommendation
Committee Recommendation: [Enter Committee Recommendation text Here]