The URL can be used to link to this page

Home My WebLink About56-21 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 56-21 File Number: 2021-0019 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 CITY PROSECUTOR DIVISION IN THE AMOUNT OF $21,600.00 PLUS APPLICABLE TAXES, FOR AN INITIAL TERM OF 1 YEAR WITH THE OPTION TO RENEW FOR FOUR ADDITIONAL ONE YEAR TERMS, AND TO APPROVE A 10% ANNUAL 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, state purchasing laws exclude software maintenance from competitive bidding 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 for an initial term of one year with the option to renew for four additional one year terms, 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 10% annual project contingency in the event additional licenses need to be purchased. Page 1 Printed on 2119121 Resolution. 56-21 File Number. 2021-0019 PASSED and APPROVED on 2/18/2021 Attest: jjj W t t tttjfI� G`ER K AYE77EVILLEOX Kara Paxton, City Clerk Treasd5�-. ; Page 2 Printed on WWI City of Fayetteville, Arkansas 113 West Mountain Street _ Fayetteville, AR 72701 f (479) 575-8323 Text File File Number: 2021-0019 Agenda Date: 2/16/2021 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 CITY PROSECUTOR DIVISION IN THE AMOUNT OF $21,600.00 PLUS APPLICABLE TAXES, FOR AN INITIAL TERM OF I YEAR WITH THE OPTION TO RENEW FOR FOUR ADDITIONAL ONE YEAR TERMS, AND TO APPROVE A 10% ANNUAL 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, state purchasing laws exclude software maintenance from competitive bidding 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 for an initial term of one year with the option to renew for four additional one year terms, 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 10% annual project contingency in the event additional licenses need to be purchased. City of Fayetteville, Arkansas Page 1 Printed on 211812021 City of Fayetteville Staff Review Form 2021-0019 Legistar File ID 2/16/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Keith Macedo 1/8/2021 DISTRICT COURT (040) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approving the purchase of annual software maintenance for MSI Consulting Group's Virtual Justice software, for the Washington County District Court Fayetteville Department, in the amount of $21,600.00 for an initial term of one (1) year with the option to renew for four (4) additional 1 year terms, and approve a 10% annual contingency. Budget Impact: Multiple General Fund Account Number Project Number Budgeted Item? Yes Fund Project Title Current Budget $ 272,960.00 Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? NA Budget Adjustment Remaining Budget �$ 272,960.00 $ 21, 600.00 $ 251,360.00 V20180321 Purchase Order Number: Previous Ordinance or Resolution # 79-06, 13-19, 57-20 Change Order Number: Original Contract Number: Comments: Approval Date: CITY OF FAYETTEVILLE ARKANSAS MEETING OF FEBRUARY 16, 2021 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 8, 2021 SUBJECT: Staff recommends approving the purchase of annual software maintenance for MSI Consulting Group's Virtual Justice software, for the Washington County District Court Fayetteville Department, in the amount of $21,600.00 for an initial term of one (1) year with the option to renew for four (4) additional 1 year terms, and approve a 10% annual contingency. RECOMMENDATION: Staff recommends approving the purchase of annual software maintenance for MSI Consulting Group's Virtual Justice software, for the Washington County District Court Fayetteville Department, in the amount of $21,600.00 for an initial term of one (1) year with the option to renew for four (4) additional 1 year terms, and approve a 10% annual 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 and resolution 57-20 in 2020, 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. Staff is requesting an annual contingency of 10% to cover future additional license purchases or to cover increases in annual maintenance cost. 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 MS1 Consulting Group, LLC 2120 S. Waldron, Suite 13-1 • Fort Smith, Arkansas 72903 • (479) 452-0560 • Fax: (479) 452-0638 • www.msicg.com January 8, 2021 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.smithOmsicq.com if you have any questions. Sincerely, Bryan D. St;tf{ Vice President