City of Oak Creek

Common Council Report

Meeting Date: 

Item No.:         13

Recommendation:  That the Common Council consider a motion to approve the award of a contract in the amount of approximately $170,000 to Key Power International, Inc., subject to approval of funding through the 2006 Budget Capital Equipment Program, for a Police and Fire CAD/Records software package;and approve the purchase of necessary server and network hardware to complete the project. 

Background:  The existing CAD software/hardware purchased by the City in 1992 from Enforcer Technology (at a cost of $106,561) has not appreciably changed in 13 years.  While the software is adequate for Police Dispatching and records management, it does not provide for joint fire and police dispatching.  Also the City has patched together several software packages to fill the gaps.   The existing vendor has promised a newer CAD version for the last 5 years, but has been unable to deliver due to a combination of factors.

Several software/hardware solutions have been looked at, however, due to the high cost, the purchase of a different CAD solution had been delayed as shown in the City’s 5 year CIEP plan.  In August of 2005, Key Power introduced their Phoenix software to existing Enforcer clients.  The product has received positive reviews from all twelve communities involved.  The City of Wauwatosa has been using this product for almost a year.  Key Power is looking to make inroads in the area and is offering a twenty-five percent discount to any community who signs a commitment to purchase their software by December 31, 2005. Police and Fire staff have reviewed and priced several equivalent software solutions.

Several vendors have presented CAD products and cost proposals are shown below:

CAD Vendor Proposals
Vendor	Price	Yearly support	Additional Information
Key Power International. Inc.	$168,306	$25,025	Includes 25% discount ($63,887.50) if commitment is signed in 2005
Tiburon Systems, Inc.	$638,000
Spillman Technologies, Inc.	$398,000	$26,900	Requires an equal payment from another community to share a single software/server solution

An additional $24,000 in savings (2006 Enforcer support fees) can be realized by committing to the purchase of the Phoenix software this year if the product is installed and ready for use by January 1, 2006. 

The Phoenix software is being recommended for many reasons.  Of all the CAD packages viewed, this software offers virtually all of the features needed by the Police and Fire departments.  The lower cost, the ability to run on standard Microsoft products including SQL server, Mastername capabilities, TraCS, UCR/NIBRS, NCIC, NFIRS compliance, and modules in booking, court, evidence tracking, records management, personnel scheduling, MDC’s, mapping, AVL/GPS tracking, and fleet maintenance are included in this software.  The modules in this software will allow the City to replace several additional software packages such as FireHouse, Beast, and ArrestEZ.  This will result in greater savings as the support fees on these software packages will also not be renewed in 2006.

Note: this software can also be utilized in a multi-jurisdictional dispatch center.

Fiscal Impact:  Funding for the project is included in the 2006 CIEP and funds would not be spent until 2006.  Yearly support costs would not be applied until 2007.  Funds for necessary server and network hardware would be taken from the 2006 CIP Project for Computer Hardware.

Prepared by: Caesar Geiger Information Technology Manager	Approved by: Chief Thomas Bauer Chief of Police
Approved  by: Chief Gerard Hammernik Fire Chief	Fiscal Review by: Beverly A. Buretta, CMC City Clerk