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ORDER OF THE BOARD OF ALDERS OF THE CITY OF NEW HAVEN AUTHORIZING THE MAYOR OF THE CITY OF NEW HAVEN TO EXECUTE A 6-YEAR CONTRACT BETWEEN THE CITY OF NEW HAVEN AND PROPHOENIX CORPORATION TO DEVELOP A PLATFORM WHICH COVERS THE CONSULTING FEES, HARDWARE, SOFTWARE, INSTALLATION, TRAINING, AND MAINTENANCE FOR COMPUTER AIDED DISPATCH/RECORD MANAGEMENT SYSTEM/JAIL MANAGEMENT SYSTEM (CAD/RMS/JMS).
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WHEREAS: the City of New Haven through its Public Safety Departments has used Central Square (formerly SunGard Public Sector) as its CAD/RMS/JMS platform since 2012; and
WHEREAS: the City of New Haven is seeking approval to update technology of its CAD/RMS/JMS platform by contracting with a new company, ProPhoenix Corporation; and
WHEREAS: Central Square is ending the product’s useful life and has been replaced by a new system with the software company which now offers limited support for their legacy products;
WHEREAS: The City of New Haven conducted an RFP review process and reviewed three (3) options for systems;
WHEREAS: the City of New Haven recognizes that by increasing efficiencies in all aspects of record management-e.g., reducing arrest report writing time, reducing incident reporting time-and improving geographic information systems that identify patterns and trends where crime are occurring (including weather forecasts and traffic data) to more quickly triage calls for service, law enforcement is made more effective; and
WHEREAS: the City of New Haven supports its Public Safety Departments’ efforts to improve its CAD/RMS/JMS platform by contracting with ProPhoenix Corporation; and
WHEREAS: the cost for the six-year contract will include fixed costs totaling $3,947,652.82; and
WHEREAS: the cost for the six-year contract will also include an annual 3rd party cloud hosting fee, currently Amazon Web Services (AWS) at $36,000 per year which is subject to adjustment annually based on AWS fees charged to ProPhoenix; and
WHEREAS: the ProPhoenix Corporation solution will require specialized hardware estimated at $200,000 initially with a replacement schedule necessary over the life of the contract estimated at $300,000 that will be included in the contract as a hardware allowance of $500,000 and billed as incurred; and
WHEREAS: new software introduced throughout the term of the contract will need to integrate with the ProPhoenix CAD/RMS/JMS solutions; a $175,000 future software integration allowance will be included in the contract, to be billed as incurred; and
NOW, THEREFORE, BE IT ORDERED THAT THE Board of Alders of the City of New Haven authorizes the Mayor of the City of New Haven to approve a 6-year contract between the City of New Haven and ProPhoenix Corporation, with options to renew for additional years.