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Home My WebLink About79-18 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 79-18 File Number: 2018-0145 MSI CONSULTING GROUP, LLC: A RESOLUTION TO AUTHORIZE THE PURCHASE OF ANNUAL SOFTWARE MAINTENANCE FROM MS CONSULTING GROUP, LLC FOR VIRTUAL JUSTICE SOFTWARE USED BY THE DISTRICT COURT, POLICE DEPARTMENT AND THE CITY PROSECUTOR DIVISION IN THE AMOUNT OF $21,600.00 PLUS APPLICABLE TAXES, AND TO APPROVE A 5% PROJECT CONTINGENCY IN THE EVENT ADDITIONAL LICENSES ARE NEEDED WHEREAS, the City has utilized the Virtual Justice software since the initial purchase was approved by the City Council on May 2, 2006; and WHEREAS, two additional licenses have been requested for 2018 causing the annual cost to increase, thus requiring City Council approval; and WHEREAS, state purchasing laws exclude software maintenance from competitive bid requirements and staff has determined that continuing to use the MSI Consulting Group's Virtual Justice software would provide the best value to the City. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of annual software maintenance from MSI Consulting Group, LLC so the District Court, Police Department, and City Prosecutor Division can continue to use the Virtual Justice software in use by the City for more than ten years, and further approves a 5% project contingency in the event additional licenses need to be purchased. Page 1 Printed on 3121118 Resolution: 79-18 Fll m r 2018-014 PASSED and APPROVED on 3/20/2018 Attest: `• I r � 1� i Sondra E. Smith, City Clerk Treasurer <<E:` y:s! rleilfJJ rr `6^ I:AYFJI LViLL'- w r6,' 'J{GIII -ro A4 Page 2 Printed on 3121118 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 fq ti4 (479) 575-8323 l � i-ifl�lr i Text File File Number: 2018-0145 Agenda Date: 3/20/2018 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 2 MSI CONSULTING GROUP, LLC: A RESOLUTION TO AUTHORIZE THE PURCHASE OF ANNUAL SOFTWARE MAINTENANCE FROM MSI CONSULTING GROUP, LLC FOR VIRTUAL JUSTICE SOFTWARE USED BY THE DISTRICT COURT, POLICE DEPARTMENT AND THE CITY PROSECUTOR DIVISION IN THE AMOUNT OF $21,600.00 PLUS APPLICABLE TAXES, AND TO APPROVE A 5% PROJECT CONTINGENCY IN THE EVENT ADDITIONAL LICENSES ARE NEEDED WHEREAS, the City has utilized the Virtual Justice software since the initial purchase was approved by the City Council on May 2, 2006; and WHEREAS, two additional licenses have been requested for 2018 causing the annual cost to increase, thus requiring City Council approval; and WHEREAS, state purchasing laws exclude software maintenance from competitive bid requirements and staff has determined that continuing to use the MSI Consulting Group's Virtual Justice software would provide the best value to the City. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of annual software maintenance from MSI Consulting Group, LLC so the District Court, Police Department, and City Prosecutor Division can continue to use the Virtual Justice software in use by the City for more than ten years, and further approves a 5% project contingency in the event additional licenses need to be purchased. City of Fayetteville, Arkansas Page 1 Printed on 312112018 Dena Stockalper Submitted By City of Fayetteville Staff Review Form 2018-0145 Legistar File ID 3/20/2018 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Fayetteville District Court/ 2/28/2018 General Government Department Submitted Date Division / Department Action Recommendation: Staff recommends approving the purchase of annual software maintenance, for the Washington County District Court, Fayetteville Department's MSI Consulting Group's Virtual Justice software, in the amount of $21,600.00, plus applicable tax, and approve a 5% contingency. Original Contract Number: Approval Date: Comments: Budget Impact: Multiple General Fund Account Number Fund N/A N/A Project Number Project Title Budgeted Item? Yes Current Budget $ 268,129.00 Funds Obligated $ 159,087.00 Current Balance $ 109,042.00 Does item have a cost? Yes Item Cost $ 21,600.00 Budget Adjustment Attached? NA Budget Adjustment Remaining Budget $ 87,442.00 V20140710 Previous Ordinance or Resolution # 79-06, 130-12 Original Contract Number: Approval Date: Comments: CITY OF FAYETTEVILLE W4V ARKANSAS MEETING OF MARCH 20, 2018 TO: Mayor and City Council THRU: Don Marr, Chief of Staff CITY COUNCIL MEMO FROM: Dena Stockalper, Fayetteville District Court Administrator Keith Macedo, Director of Information Technology DATE: February 27, 2018 SUBJECT: Staff recommends approving the purchase of annual software maintenance, for the Washington County District Court, Fayetteville Department's MSI Consulting Group's Virtual Justice software, in the amount of $21,600.00, plus applicable taxes, and approve a 5% contingency. RECOMMENDATION: Staff recommends approving the purchase of annual software maintenance, for the Washington County District Court, Fayetteville Department's MSI Consulting Group's Virtual Justice software, in the amount of $21,600.00, plus applicable taxes, and approve a 5% contingency. BACKGROUND: The Washington County District Court, Fayetteville Department, initially purchased Virtual Justice on May 2, 2006 via City Council resolution 79-06. The original contract was amended by City Council, via resolution 130-12 on June 19, 2012, to add additional licenses to the Police Department. The contract was again administratively amended on January 31, 2017 to add two (2) additional licenses for City Prosecutor's staff. Virtual Justice is the primary software application that Court, City Prosecutor's, and Police staff utilize to access information related to active and historical court cases. DISCUSSION: MSI Consulting Group, LLC, licenses their Virtual Justice software through a base monthly fee of $1800.00 for the current 28 user licenses for a total annual software maintenance fee of $21,600.00. The current contract is for a perpetual license agreement, but our annual expense has increased beyond $20,000.00 per year, therefore we are requesting City Council approval to purchase MSI Consulting Group's Virtual Justice software maintenance in the amount of $21,600.00 per year, plus applicable taxes, and approve a 5% contingency. BUDGET/STAFF IMPACT: Funds are available within the District Court's, City Prosecutor's, and Police Department's General Fund software maintenance account to fund the annual software maintenance expense. Attachments: Staff Review Memo, Staff Review Form, MSI Consulting Group, Virtual Justice quote Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Feb 27 2018 03:09PM MSI Consulting Group, LLC (479)452-0638 page 1 � MSI Consulting Groupe, LLC �: i 2120 S. Waldron, Suite B-1 • Fort Smith, Arkansw 72903 r (479) 4S2-0560 • Fax: (479) 452-0638 • www.msicg.coin February 27, 2018 Washington Co. District Court - Fayetteville Dept, Attn: Ms. Dena, Stockalper 176 South Church, Suite 1 Fayetteville, AR 72701 Dear Dena, This letter is in response to your request concerning a quote for the monthly & annual amount of our Software License Agreement Contract with the Washington County District Court — Fayetteville Dept. It is my understanding that your city council is requesting this information to be approved by council resolution. The current Software License Agreement Contract between your court and MSI Consulting Group, LLC is based on 28 users. However, your contract can be amended in the event that the number of licenses are increased or decreased at the request of the court. This action will cause your monthly amount to increase or decrease based on the new number of users. Your monthly software lease and maintenance amount is $1,800.00 + tax per month, making your annual amount $21,600.00 + tax for 12 months. Please feel free to contact us at (479) 452-0560, or e-mail at brvan.smith@msicg.com, if you have any questions. Sincerely, Bryan 0. mith Vice President