HomeMy WebLinkAbout57-20 RESOLUTIONrll�
9RKANSPS
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 57-20
File Number: 2020-0042
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 216120
File Number 2020-0042
Resolution 57-20
PASSED and APPROVED on 2/4/2020
Attest:
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Kara Paxton, City Clerk Treasures z; b4 k'
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Page 2 Printed on 216120
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2020-0042
Agenda Date: 2/4/2020 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 20
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 Paye 1 Printed on 2/5/2020
City of Fayetteville Staff Review Form
2020-0042
Legistar File ID
2/4/2020
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Keith Macedo 1/15/2020 DISTRICT COURT (040)
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,
and approve a 5% contingency.
Budget Impact:
Multiple
Account Number
General Fund
Fund
Project Number Project Title
Budgeted Item? Yes Current Budget $ 236,366.00
Funds Obligated $ 24,358.00
Current Balance $ 212,008.00
Does item have a cost? Yes Item Cost $ 21,600.00
Budget Adjustment Attached? NA Budget Adjustment
Remaining Budget $ 190,408.00
V20180321
Purchase Order Number: Previous Ordinance or Resolution # 79-06, 13-19
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
CITY OF
FAYETTEV'ILLE
ARKANSAS
MEETING OF FEBRUARY 4, 2020
TO: Mayor and City Council
THRU: Susan Norton, Chief of Staff
CITY COUNCIL MEMO
FROM: Dena Stockalper, Fayetteville District Court Administrator
Keith Macedo, Director of Information Technology
DATE: January 2020
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. City Council approved resolution 13-19 in 2019 for annual
maintenance expenses related to Virtual Justice.
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 Virtual Justice quote
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
VJ
MSI Consulting Group, LLC
2120 S. Waldron, Suite B-1 • Fort Smith, Arkansas 72903 • (479) 4S2-OS60 • Fax: (479) 452-0638 • www.msicg.com
January 14, 2020
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.smitha-msicg.com if you have any
questions.
Sincerely,
Bryan D. Smith
Vice President