Title
An Ordinance authorizing the City to spend additional funds to purchase additional software licenses and services pursuant to the Software License and Services Agreement between the City of Lee’s Summit and CentralSquare Technologies, LLC, and authorizing the City Manager to execute all documents necessary to effectuate the same on behalf of the City. (F&BC 7/6/22)
Body
Issue/Request:
An Ordinance authorizing the City to spend additional funds to purchase additional software licenses and services pursuant to the Software License and Services Agreement between the City of Lee’s Summit and CentralSquare Technologies, LLC, and authorizing the City Manager to execute all documents necessary to effectuate the same on behalf of the City.
Background:
CAD (Computer Aided Dispatch), RMS (Records Management System), and mobile software is an important software package used by the Fire Department. It is used by dispatch, firefighters writing reports, administration, support services, operations, and more. The City's current solution, FDM, was purchased by CST. FDM is extremely out of date and its functionality is much lower than most products offered by other vendors.
While CST still supports FDM, it has no plans on upgrading the software. CST has its own CAD/mobile product and has partnered with First Due for RMS with all software pieces completely integrated into one suite. The CAD PRO and First Due suite is the natural upgrade path from FDM and CST has provided a migration plan for that upgrade. Data migration from FDM to CAD Pro and First Due is being completed by CST.
Key Issues:
The existing FDM Computer Aided Dispatch/Records Management System (“CAD/RMS”) in use by the Fire Department has previously been acquired by CentralSquare Technologies, LLC (“CST”), which is also the current provider for the Lee’s Summit Police Department with the product CAD Pro. CST is currently not able to meet contract requirements for RMS for the Fire Department, without significant enhancements to FDM. CST has notified the Fire Department that its will no longer be working to enhance FDM CAD or RMS and have recommended migration to the platform used by the Police Department. In addition, the Fire Department has been notified that support staff for FDM currently has vulnerabilities.
Due to the current non-compliance in regards to RMS, the potential ongoing support issues, and the notification of the current FDM product no longer receiving ongoing enhancements, the Fire Department recommends transitioning to the CAD Pro product, provided by CST, and currently owned and operated by the Lee's Summit Police Department. The system will be enhanced to allow the additional Fire Department users. The transition of the Fire Department from the current CAD provider to the system currently utilized by the Police Department will also complete Phase I Step 2 of Consolidation recommended by the Mission Critical Partners 2020 Audit of the Emergency Dispatch Centers. The Phase 1 Virtual Consolidation included operating shared services such as CAD/RMS, Radio System, and other PSAP systems.
Funding for the transition is a one-time expense item in the FY2023 budget process, use of unspent project funds currently assigned for FDM upgrades, and credits received from annual maintenance fees for FDM. Staff has negotiated payments beginning no earlier than after the beginning of FY2023. Future annual maintenance expenses are equivalent to current annual maintenance expenses for FDM.
Due to the product currently being owned and operated by the City, this purchase is considered an upgrade, not requiring a formal bid process with other vendors.
Proposed Committee Motion:
I move to recommend to City Council for approval an Ordinance authorizing the City to spend additional funds to purchase additional software licenses and services pursuant to the Software License and Services Agreement between the City of Lee’s Summit and CentralSquare Technologies, LLC, and authorizing the City Manager to execute all documents necessary to effectuate the same on behalf of the City.
Presenter
Mike Snider, Fire Chief
Recommendation
Recommendation: Staff recommends approval.
Committee Recommendation
Committee Recommendation: