HomeMy WebLinkAbout05 - CAD/RMS Server ReplacementQ SEW Pp�T
CITY OF
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z NEWPORT BEACH
c�<,FORN'P City Council Staff Report
May 8, 2018
Agenda Item No. 5
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Jon Lewis, Chief of Police - 949-644-3701, jlewis@nbpd.org
PREPARED BY: Damon Psaros, Lieutenant, dpsaros@nbpd.org
PHONE: 949-644-3660
TITLE: CAD/RMS Server Replacement
ABSTRACT:
The existing servers and related hardware and software for the Police Department's
Computer Aided Dispatch/Records Management System ("CAD/RMS") are over five
years old and are at the end of their service life. The Police Department is requesting
City Council approval of Amendment No. Seven with the current CAD/RMS vendor,
Superion, for the purchase of new servers and related hardware and software.
RECOMMENDATION:
a) Determine that the action is exempt from the California Environmental Quality Act
(CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines
because it will not result in a physical change to the environment, directly or
indirectly; and
b) Approve Amendment No. Seven to the Software Licenses and Services Agreement
with Superion, LLC of Lake Mary, Florida, for a total cost of $125,116.00, and
authorize the Mayor and City Clerk to execute the Amendment.
FUNDING REQUIREMENTS:
The current adopted budget includes sufficient funding for this purchase. It will be
expensed to Police IT accounts 0103522-851010, 0103522-851013, 0103522-871018,
0103522-871019 and 0103522-871020.
DISCUSSION:
The Newport Beach Police Department is dedicated to providing the highest level of
service to our businesses, residents and visitors. A mission -critical component of
providing efficient and effective police services and rapid response times is a
well-functioning CAD/RMS. The current CAD/RMS servers and related hardware and
software are over five years old, have exceeded their recommended service life and will
no longer be supported by the manufacturer or Superion.
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CAD/RMS Server Replacement
May 8, 2018
Page 2
The Police Department is also experiencing system performance issues with CAD/RMS
including slow transaction times and system freezes. These system performance issues
negatively impact processing incoming phone calls and field -initiated activity and can
slow response times to dispatched calls for service.
The existing end -of -life servers were purchased directly from Dell and were originally
intended for another project, but were repurposed for CAD/RMS in order to shorten the
implementation timeline. Approval of the Amendment will allow replacement of the
servers and related components with hardware and software recommended by and
purchased through Superion, thereby ensuring Superion is responsible for all
components of CAD/RMS. This will improve support and enable quicker resolution of
existing system issues. This will be a one-time purchase, and all ongoing maintenance
costs are covered under the existing software maintenance agreement.
The new server and related components will provide several improvements over the
existing system:
• Full system support from only one vendor - Superion
• Improved performance for the CAD/RMS systems
• Up-to-date VMware server management software
• Enables upgrades to CAD/RMS that require newer software/hardware
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ("CEQA") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Amendment No. Seven to the Software Licenses and Services
Agreement with Superion, LLC
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ATTACHMENT A
AMENDMENT NO. SEVEN TO THE
SOFTWARE LICENSE AND SERVICES AGREEMENT AND
SOFTWARE MAINTENANCE AGREEMENT
WITH SUPERION, LLC
THIS AMENDMENT NO. SEVEN TO THE SOFTWARE LICENSE AND
SERVICES AGREEMENT AND SOFTWARE MAINTENANCE AGREEMENT
("Amendment No. Seven") is made and entered into as of this 8th day of May, 2018
("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter city ("City"), and SUPERION, LLC, a Delaware limited
liability company ("Consultant"), whose address is 1000 Business Center Drive, Lake
Mary, Florida 32746, and is made with reference to the following:
RECITALS
A. On June 28, 2013, City and SunGard Public Sector, LLC ("SunGard") entered into
a Software License and Services Agreement and a Software Maintenance
Agreement ("Agreements") for Consultant to provide maintenance, enhancements,
and licensing ("Services") for Computer Aided Dispatch/Records Management
System ("CAD/RMS"), new releases of Baseline software, and custom
modifications as defined and identified in Exhibit 1 within the Agreements
("Project").
B. On August 15, 2014, City and SunGard entered into Amendment No. One to the
Agreements ("Amendment No. One") to reflect additional, deleted, and modified
services not previously included in the Agreements, and to increase the total
compensation.
C. On November 21, 2014, City and SunGard entered into Amendment No. Two to
the Agreements ("Amendment No. Two") to reflect additional, deleted, and
modified services not previously included in the Agreements, as amended, and to
increase the total compensation.
D. On August 14, 2015, City and SunGard entered into Amendment No. Three to the
Agreements ("Amendment No. Three") to reflect additional services not previously
included in the Agreements, as amended, and to increase the total compensation.
E. On June 28, 2016, City and SunGard entered into Amendment No. Four to the
Agreements ("Amendment No. Four") to reflect additional services not included in
the Agreements, as amended, and to increase the total compensation.
F. On January 17, 2017, City and SunGard entered into Amendment No. Five to the
Agreements ("Amendment No. Five") to reflect additional services not included in
the Agreements, as amended, and to increase the total compensation.
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G. On August 14, 2017, City and Consultant entered into an Assignment Agreement
that assigned all rights, title and interest in and obligations under the Agreements
from SunGard to Consultant.
H. On March 26, 2018, City and SunGard entered into Amendment No. Six to the
Agreements ("Amendment No. Six") to reflect additional and deleted services not
previously included in the Agreements, as amended, and to adjust the total
compensation under the Agreements.
The parties now desire to enter into this Amendment No. Seven to reflect additional
services not previously included in the Agreements, as amended, and to adjust the
total compensation under the Agreements.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
SERVICES TO BE PERFORMED
Exhibit 1 to the Agreements, as amended, shall be supplemented to include the
Add -On Quote (which shall be governed by the additional terms contained therein),
attached hereto as Exhibit 1, and incorporated herein by reference. The City may elect
to delete certain Services within the Add -On Quotes at its sole discretion.
2. COMPENSATION TO CONSULTANT
Pursuant to the Add -On Quotes attached hereto as Exhibit 1 (which shall be
governed by the terms contained therein), the additional compensation that may be paid
to Consultant pursuant to the Agreements shall be increased by One Hundred Twenty
Five Thousand One Hundred Sixteen Dollars and 00/100 ($125,116.00), excluding
any travel and living expense reimbursements and/or taxes. No billing rate changes shall
be made during the term of this Agreement without the prior written approval of City.
In anticipation of future Service upgrades and enhancements, Amendment No.
Four authorized the compensation to Consultant for such future Services in an amount
not exceed One Hundred One Thousand Seven Hundred Twenty Dollars and 00/100
($101,720.00) ("Future Authorization"). Amendment No. Five utilized Fourteen Thousand
Fifty Two Dollars and 00/100 ($14,052.00) of the Future Authorization, and Amendment
No. Six utilized an additional Twenty Six Thousand Two Hundred Fifty Five Dollars and
00/100 ($26,255.00) of the Future Authorization, leaving a remaining balance of Sixty
One Thousand Four Hundred Thirteen Dollars and 00/100 ($61,413.00) for the Future
Authorization.
This Amendment No. Seven increases the balance of the Future Authorization by
One Hundred Twenty Five Thousand One Hundred Sixteen Dollars and 00/100
($125,116.00) to fully fund the additional Services as outlined in Exhibit 1, and allowing
for Sixty One Thousand Four Hundred Thirteen Dollars and 00/100 ($61,413.00) to
remain for expenditure on anticipated future Service upgrades and enhancements.
Superion, LLC Amendment No. Seven Page 2
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The total amended compensation reflects Consultant's additional compensation
for additional and potential future Services to be performed in accordance with this
Amendment No. Seven, including all reimbursable items and subconsultant fees and,
excluding any travel & living expense reimbursement and/or taxes, for a total amount not
to exceed One Million Eight Hundred Sixty Six Thousand Six Hundred Fifty Dollars
and 00/100 ($1,866,650.00).
3. AMENDMENTS
The City Manager is authorized
amendments to the Agreement on behalf
remaining Future Authorization amount.
4. INTEGRATED CONTRACT
to execute any future modifications or
of the City regarding expenditures of the
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
Superion, LLC Amendment No. Seven Page 3
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IN WITNESS WHEREOF, the parties have caused this Amendment No. Seven to
be executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTONE 'S OFFICE
Date: 01 d
By: �rr
Aaron C. Harp uNw s•Lt
City Attorney
ATTEST:
Date:
Leilani I. Brown
City Clerk
Attachments: Exhibit 1
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
Bv:
Marshall "Duffy" Duffiled
Mayor
CONSULTANT: Superion, LLC, a Delaware
limited liability company
Date:
By:
Brad Surminsky
Chief Financial Officer
Date:
Bv:
Tom Amburgey
Vice President
[END OF SIGNATURES]
Superion, LLC Amendment No. Seven Page 4
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4A', I. - k
ADD-ON QUOTES
Superion, LLC Amendment No. Seven Page A-1 5-7
tZ- SUPER ION
Quote Prepared For:
John Veale, Computer Sys. Mgr., PD
Newport Beach Police Department
100 Civic Center Dr
NEWPORT BEACH, CA, 92660
(949) 644-3681 gen pd)
Date: 03/15/18
Quote Number: Q-00002780 Valid Until:
05/31/18
Add -On Quote
Server Replacement
Quote Prepared By:
Dean Paur, Account Executive Field Sr
Superion
4000 OSSI Court
High Point, NC 27265
Phone: (407) 304-3322 Fax: (407) 304-1277
dean.paur@superion.com
Thank you for your interest in Superion and our software and services solutions. Please review the below quote and feel free to contact Dean Paur with any questions.
Third -Party License Fees & Maintenance
Product Name
Quantity
License Fee
Maintenance
Microsoft SQL Server Standard Edition Core License
12855
$12,855.00
$0.00
Microsoft Windows Server 2016 Standard Edition
3878
$3,878.00
$0.00
Vmware v5phere 6 ESSLPL KIT 3 Hosts
4183
$4,183.00
$0.00
Vmware Prod SNS vSphere 6 ESSLPL KIT -3 Year
2924
$2,924.00
$0.00
Tota 1
$23,840.00
$0.00
Third -Party Hardware
Product Name
Quantity
Amount
Dell R640- Qty 2
37506
$37,506.00
SAN- Qty 1
26958
$26,958.00
Switch — Qty 1
7412
$7,412.00
Network cable- Qty 8
800
$800.00
Total
$72,676.00
Professional Services
Technical Services
Product Name
Amount
ONESolution All Other Technical Services PS
$16,000.00
Page 1
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SUPER ION
Project Management
Product Name
ONESolution All Other Project Management PS
Summary
Product/Service
Professional Services
Third -Party License Fees
Third -Party Hardware
Total
Grand Total
See Product notes in the Additional Information Section
Total
$16,000.00
Amount
$5,120.00
Total
$5,120.00
Total Professional Services
$21,120.00
Amount
$21,120.00
Subtotal
$21,120.00
$23,840.00
$72,676.00
Subtotal
$96,516.00
Sales Tax ($96,156 x 7.75%)
$117,636.00
$7,480.00
$125,116.00
Payment terms as follows, unless otherwise notated below for Special Payment Terms by Product:
License, Project Planning, Project Management, Consulting, Technical Services, Conversion, Third Party Product Software and Hardware Fees are due upon execution of this Quote.
Training fees and Travel & Living expenses are due as incurred monthly. Installation is due upon completion. Custom Modifications, System Change Requests or SOW's for
customization, and Third Party Product Implementation Services fees are due 50% on execution of this Quote and 50% due upon invoice, upon completion. Unless otherwise
provided, other Professional Services are due monthly, as such services are delivered. Additional services, if requested, will be invoiced at then -current rates. Any shipping charges
shown are estimated only and actual shipping charges will be due upon invoice, upon delivery.
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��SUPERION
Annual Subscription Fee(s): Initial annual subscription fees are due 100% on the Execution Date. The initial annual subscription term for any subscription product(s) listed above
shall commence on the Execution Date of this Agreement and extend for a period of one (1) year. Thereafter, the subscription terms shall automatically renew for successive one
(1) year terms, unless either party gives the other party written notice of non -renewal at least sixty (60) days prior to expiration of the then -current term. The then -current fee will
be specified by Superion in an annual invoice to Customer thirty (30) days prior to the expiration of then -current annual period.
Superion Application Annual Support: Customer is committed to the initial term of Maintenance and Support Services for which the support fee is included in the License fee(s) and
begins upon execution of this Quote and extends for a twelve (12) month period. Subsequent terms of support will be for twelve (12) month periods, commencing at the end of the
prior support period. Support fees shown are for the second term of support for which Superion is committed and which shall be due prior to the start of that term. Fees for
subsequent terms of support will be due prior to the start of each term at the then -prevailing rate. Subsequent terms will renew automatically until such time Superion receives
written notice from the Customer thirty (30) days prior to the expiration of the then current term. Notification of non -renewal is required prior to the start of the renewal term.
Customer will be invoiced, and payment is due, upon renewal.
Third Party Product Annual Support Fees: The support fee for the initial annual period is included in the applicable Third Party Product License fees(s) unless otherwise stated.
Subsequent terms invoiced by Superion will renew automatically at then -prevailing rates until such time Superion receives written notice of non -renewal from the Customer ninety
(90) days in advance of the expiration of the then -current term. Notification of non -renewal is required prior to the start of the renewal term. Customer will be invoiced, and
payment is due, upon renewal. As applicable for certain Third Party Products that are invoiced directly by the third party to Customer, payment terms for any renewal term(s) of
support shall be as provided by the third party to Customer.
Additional Terms:
This Quote constitutes an Amendment to the Software License & Services Agreement and the Maintenance/Support Agreement (together, the "Contract and Agreement") by and
between the parties hereto. The product and pricing information detailed above comprises the "Exhibit 1" schedule or "Supplement" attached to this Amendment. Except as
otherwise provided herein, all terms and conditions of the Contract and Agreement shall remain in full force and effect.
Any interfaces listed above are interfaces only. Customer shall be responsible for obtaining the applicable software, hardware and system software from the appropriate third party
vendor.
Any software applications listed above which are solely owned by Superion are "Component Systems" under the provisions of the Contract and Agreement. Before signing this
Quote, please contact your Account manager if you are not certain which software applications are owned by Superion
Any hardware or other third party products and services listed above, including third party software, are "Pay Agency Products" under the provisions of the Contract and
Agreement.
For training and on-site project management sessions which are cancelled at the request of Customer within fourteen (14) days of the scheduled start date, Customer is responsible
for entire price of the training or on-site project management plus incurred expenses.
Comments:
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5-10
�T SUPER ION
Dell R640- Qty 2
Proc: 20C /40T
Ram: 256GB
HDD: (2) 40OGB SSD QLogic 57810 Dual Port 10Gb Base -T
ProSupport Plus: 3 Year Mission Critical 4Hr On-site Service
SAN- Qty 1
SCv3020 ISCSI 10Gb iSCSI
Dual Controller 24x Dell 600GB, SAS, 15K, 2.5", HDD
ProSupport Plus: 3 Year Mission Critical 4Hr On-site Service Cisco
Switch — Qty 1
NEXUS 3172T 48 X 1/10GBASE-T AND 6 QSFP+ PORTS
QSFP40G BIDI SHORT -REACH TRANSCEIVER
Microsoft SQL Server Standard Edition 2016- 10 Cores
Microsoft Windows Server 2016 Standard Edition —100 Cores
VMWare VSPHERE 6 ESSLPL KIT 3 HOSTS MAX 2 PROCS PER HOST— Qty 2
VMWare PROD SNS VSPHERE 6 ESSLPL KIT 3YR—Qty 2
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