The URL can be used to link to this page

Home My WebLink About13-19 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 13-19 File Number: 2018-0752 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 were added in 2018 causing the annual cost to exceed $20,000.00, 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 1/16/19 Resolution: 13-19 File Number: 2018-0752 PASSED and APPROVED on 1/15/2019 Attest: Sondra E. Smith, City Cler%TOhV tN"��+f - ; FAYE EVILIT: A fes`% •...�' �w� .��.N► a C) N C,% Page 2 Printed on 1116119 City of Fayetteville, Arkansas 113 West Mountain Street - Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2018-0752 Agenda Date: 1/15/2019 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 4 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 were added in 2018 causing the annual cost to exceed $20,000.00, 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 111612019 City of Fayetteville Staff Review Form 2018-0752 Legistar File ID City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Keith Macedo 12/14/2018 INFORMATION TECHNOLOGY (170) Submitted By 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 taxes, and approve a 5% contingency. Multiple Account Number N/A Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? NA Budget Impact: Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget General Fund N/A Project Title $ 267,768.00 $ $ 21,600.00 246,168.00 V20180321 Purchase Order Number: Previous Ordinance or Resolution # 79-06, 130-12, 79-18 Change Order Number: Original Contract Number: Comments: Approval Date: CITY OF FAYETTEVILLE ARKANSAS MEETING OF JANUARY 15, 2019 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: December 14, 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. City Council approved an annual maintenance agreement on March 2, 2018 in the amount of $21,600.00. 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 the annual expense exceeds $20,000.00 per year, therefore staff is 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 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 Dec 13 2018 01:01PM MSI Consulting Group, LLC (479)452-0638 page 1 MMSI Consulting Group LLC 2120 S. Waldron, Suite B-1 • Fort Smith, Arkansas 72903 a (479) 452-0560 9 Fu: (479) 452-0636 • www.msicg.com December 13, 2018 N 0 a Washington Co. District Court - Fayetteville Dept. M r' Attn: Ms. Dena Stockalper M 176 South Church, Suite 1 Fayetteville, AR 72701 L- �. —1 Dear Dena, Mj This letter is in response to your request concerning a quote for the monthly S 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 [tie 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 a%srnithC5mslgg.com if you have any questions. Sincerely, Bryan D, m�jt4� Vice President