HomeMy WebLinkAbout~Master - Waiver of Formal Bidding Requirement for FY 2023/24 Software Maintenance Contracts RESOLUTION NO. 23-328
RESOLUTION WAIVING FORMAL BIDDING REQUIREMENTS AND
AUTHORIZING STAFF TO ENTER FY 2023/24 SOFTWARE MAINTENANCE
CONTRACTS FOR THE CITY OF AMES,IOWA
WHEREAS, on June 14, 2005, the City entered into a 28E Agreement to support a joint
computer network for public safety. The Multi-Agency Public Safety Group (MAPSG) is a public
safety collaboration that includes Story County Sheriff's Office,Iowa State University Department
of Public Safety, and Ames Police as the principal collaborators; and,
WHEREAS, as part of the agreement, each entity is allocated a share of costs and
responsibilities.The City is responsible for 27%of the costs and for arranging payment of software
maintenance; and,
WHEREAS, in order to comply with the terms of the agreement, the City has historically
purchased ONESolution software,a software product of Superion LLC,a CentralSquare Company
(Central Square). Central Square is the shared public safety software vendor for the Public Safety
Computer Aided Dispatch,Police Records,Phase II Mapping,MCIC/State Interface,and reporting
applications. The City contracts with the vendor on an annual basis for maintenance services.
Central Square, LLC is the sole provider of maintenance for these software applications; and,
WHEREAS, the representatives of each Agency responsible for the coordination of
MAPSG continue to believe this solution continues to be the best solution to meet the needs of the
group. In anticipation of the annual renewal, $211,591 was included and approved by the City
Council as part of the FY 2023/24 budget process. This estimate was a 5% increase over the
previous renewal from ONESolution software; and,
WHEREAS, the renewal provided by ONESolution software was higher than anticipated,
$224,952.33, a 10% increase from the July 2022 cost. The City of Ames' share of these expenses
is $61,299.51, approximately 27%. While this renewal represents a significant increase in renewal
cost, the MAPGS partners continue to believe this solution is best suited to meet the needs of the
partnership and avoid significant disruptions in service. If approved, staff will prepare a budget
amendment to accommodate the increase in Fall 2023; and,
WHEREAS, because Central Square is the sole provider of the software, staff believes it
is in the City's best interest to waive the formal bidding requirement. Even though the renewal
costs are higher than anticipated,the representatives of MAPSG continue to recommend approval.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa,
that waiver of formal bidding requirements and authorization of City staff to enter into FY
2023/2024 software maintenance contracts with Superion, LLC, a CentralSquare Company of
Lake Mary, Florida, in the amount of$224,952.33 is hereby approved.
ADOPTED THIS 131h day of June, 2023.
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Renee kall, City Clerk John A. Haila, Mayor
Introduced by: Corrieri
Seconded by: Rollins
Voting aye: Beatty-Hansen, Betcher, Corrieri, Gartin, Rollins
Voting nay: None Absent: Junck
Resolution declared adopted and signed by the Mayor this 13" day of June, 2023.