SR 06:114 - Laserfiche WebLink

Proposed Timeline Pending contract approval by the City Council, staff anticipates initial hardware purchase to occur in June 2006. Software delivery and initial configuration will follow with the initial implementation of Computer Aided Dispatch starting in October 2006. Records, Field Reporting and Mobile will follow with the project expected to be completed by July 2007. It is important to note that installation of these types of systems is a complex operation involving significant customization to meet departmental and regional agency needs. As a result, there is potential for amendments to the schedule. However, staff is confident that the combination of the assembled staff implementation team and the experience of New World will minimize delays. In addition, the City of San Leandro is completing installation of the same system and the City will be able to take advantage oftemplates and tables that meet our needs. Acquisition and Implementation Costs Staff established a project budget of $1 million to be consistent with funding available in the Information Systems Equipment Replace Fund. While modules are available that would push the procurement well beyond this amount, the selected system will meet police department needs. To adhere to the project budget, staff has agreed to act as a demonstration site for potential agencies considering New World. The City has assumed this responsibility with other systems and has found it to be a good way to reduce acquisition costs with minimal departmental disruptions. A listing of major cost categories is as follows: · The cost of the software is $546,425. This includes a software licensing fee for New World software of $477,165, third party software costs of $24,960, and custom software enhancements of $44,300. The software costs includes a demonstration site discount of $318,110, a volume discount on laptop software of $65,425 and a $15,000 adjustment on in-station automated reporting. · Implementation costs are $290,100. This includes project management fees, on-site installation fees, GEO file assistance, vendor travel expenses and systems training. · Hardware costs for the new system are approximately $64,250. This includes message switch hardware and configuration from New World at a cost of $13,850. Additionally the City will purchase servers, modems, printers and miscellaneous operating software at a cost of$50,400. · Warranty services through July 3, 2007 are included at no charge. Maintenance services for three years following the warranty period are fixed at $125,964 per year (16% of total software licensing fee). Warranty fees will increase for years four and five to 18% and 19% respectively. Currently, the City pays approximately $50,000 annually for system support. However, this new system is much more robust and these costs are reflective of this situation as well as current support pricing structures. SR:06:114 Page 6