HomeMy WebLinkAboutA001 - Council Action Form dated June 10, 2025ITEM #:18
DATE:06-10-25
DEPT:FIN
SUBJECT:SUPERION SOFTWARE MAINTENANCE (MAPSG)
COUNCIL ACTION FORM
BACKGROUND:
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. As part of the agreement, each
entity is allocated a share of costs and responsibilities. The City is responsible for 29% of the
costs and for arranging the payment of software maintenance.
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. This yearly maintenance includes 24-hour programming support, software
upgrades on all applications throughout the year, and eligibility to participate in the Central
Square Users' Group annual meeting, where software enhancements are requested and
formalized for the next year.
The representatives of each agency responsible for the coordination of MAPSG believe this
software continues to be the best solution to meet the needs of the group. In anticipation of
the annual renewal, $253,236 was included and approved by the City Council as part of
the FY 2025/26 budget process. This estimate was a 6% increase over the previous
renewal from ONESolution software.
The proposed agreement includes an annual contract amount of $261,081.67, or
roughly $7,846 more than the budgeted allotment. The City of Ames’ share of these
expenses is approximately $75,870.33 (29.1%), which is slightly more than the budgeted
amount of $73,668. The shortfall in the City's share of the expenses will come from the
Police ($2,088) and Fire ($114) operating budgets. The MAPGS partners believe the
contracted amount represents a reasonable cost escalation and continue to believe this
solution is best suited to meet the needs of the partnership and avoid significant disruptions in
service.
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ALTERNATIVES:
1. Waive the Purchasing Policies and Procedures requirement for competitive bids and
authorize City staff to enter into FY 2025/2026 software maintenance contracts with
Superion, LLC, a CentralSquare Company at an estimated cost of $261,081.67.
2. Do not authorize continuing a software maintenance contract with Superion LLC, a
CentralSquare Company, and attempt to find another vendor for this type of software or
discontinue the intergovernmental partnership.
CITY MANAGER'S RECOMMENDED ACTION:
As part of the MAPSG agreement, the City is responsible for software maintenance and
for approximately 29% of the total cost. The group has historically utilized Central
Square as the shared public safety software vendor for the Public Safety Computer
Aided Dispatch, Police Records, Phase II Mapping, MCIC/State Interface, and reporting
applications and has been happy with the product and service provided.
Because Central Square, LLC is the sole provider of the software, staff believes it is in
the City’s best interest for the Council to waive the formal bidding requirements. Of the
total renewal cost of $261,081.67, the City will be responsible for approximately 29%, or
$75,870.33. Therefore, it is the recommendation of the City Manager that the City Council
adopt Alternative No. 1, as described above.
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