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Home My WebLink AboutORDINANCE 2055-2004Suggested by: Administration City of Kenai ORDINANCE N0.2055-2004 AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA INCREASING ESTIMATED REVENUES AND APPROPRIATIONS BY X56,105 IN THE GENERAL FUND TO REPLACE THE POLICE RECORDS MANAGEMENT SYSTEM. WHEREAS, the server which runs the Spillman records management software at the Police Department has passed the end of its service life and is no longer supported by the manufacturer; and, WHEREAS, replacement parts necessary to operate critical, functions, or backup data can no longer be purchased through the manufacturer; and, WHEREAS, the Spillman records management database is the sole source of biographical, geographical, statistical, and service call related data the department is required to maintain and report to local, state and federal agencies; and, WHEREAS, it is in the best interest and most cost effective for the City of Kenai to sole source purchase the contractual services (hardware, software and ' technical support) through Spillman Technologies to best preserve the existing data onto the new hardware platform; and, WHEREAS, funds are available for appropriation in the Fund Balance. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA that estimated revenues and appropriations be increased as follows: General Fund Increase Estimated Revenues: Appropriation of Fund Balance X56,105 Increase Appropriations: Police -Machinery X56,105 PASSED BY THE COUNCIL OF THE CITY OF July 2004. /~ Approved by Finance: (07/01/2004) hl Introduced: Adopted: Effective: July 7, 2004 July 21, 2004 July 21, 2004 Carol L. Freas, City Clerk 107 SOUTH WILLOW STREET BENAI, Ag 99611 Telephone (907) 283-7879 Fax (907) 283-2267 1'~ III T0: Linda Snow City Manager THRU: Charle ~w'~ s M. Kopp Chief of Police FROM: Lee Gattenby Communications Supe r DATE: July 16, 2004 SUBJECT: Memorandum for Record - Letter of Justification Spillman Technologies provides .the Kenai Police Department with a robust criminal records management system (RMS) that is an integral part of the departments case management process. It provides the department statistical information that is passed on through state and federal agencies. The Kenai Police Department is able to submit to the District Attorney's Office timely up-to-date criminal reports due to this system. ~ It is also the data source that provides the city comprehensive end of year statistics. Spillman went on-line in April of 1998. It replaced the Kodak KAR RMS, and has run flawlessly since its inception. However, the IBM server on which the Spillman Records Management System resides on, has reached the end of its useful service life. The IBM- 43P-140 series server that runs Spillman, is older then the one recently replaced by the Kenai Library. Spillman can no longer update its RMS software due to the age of the server, which in turn voids the department's maintenance contract with the vendor. Additionally, the 9mm tape backup hardware that allows the department to preserve copies of the database failed in Apri12004. A backup of the database can be done to the department's network, but Spillman does not support a `network' data restore under its maintenance contract (as this backup method is not covered under the original equipment manufacturer's agreement). The department would have to pay for a Spillman technician to come `on-site' and manually reconstruct the database indices. IBM no longer supports this server, and parts for it either have to be special ordered from overseas, or are no longer available (as is the case with the 9mm tape backup). The department held off from requesting funds to replace the system for FY05 due to pending grants submitted by the Borough to the Department of Homeland Security requesting an all inclusive records management system for all public safety entities on the Kenai Peninsula. In May 2004, the Borough learned it was not awarded funds for a Borough wide Computer Aided Dispatch- Records Management System. ~ ~ 843 South 100 West - - - _ ,~ technologies, inc. Logan, u~T 84321-5~2~ (435) ?53-1b10 i ' ~ ~ -Innovation fax(435) ?53-3031 ~, ~ Kenai Police Department ("Customer") Phone: (907)283-7879 107 South Willow Street Agreement Preparation Date: 07/14/2004 Kenai , AK 99611 Expiration Date: 01 /13/2005 Operating Svstem Server: IBM Contact: Lee Gattenby Quote Number: 2004-456 Salesman: Mike Williams This Sales Quote / ?urchase Agreement ("Agreement") is made and entered into this day of ; 2004 by and between Customer and Spillman Technologies, Inc. ("Spillman"), 843 South 100 West, Logan, Utah 84321. Section 1: Quote Summary Spillman Software Spillman Professional Services 3rd Party Products & Services 14,278 7,160 34,fi67 Total Purchase Price 56,105 Approved and Accepted by: I have read this Agreement in its entirety and hereby approve and accept the terms and conditions of this Agreement as contained herein, l l Signature of Authorized Representative Print Name of Authorized Representative Title of Authorized Representative Date CONFIDENTIAL AND PROPRIETARY fNFORMATION OF SPILLMAN (c) 2003 Spillman Technologies, Inc. All rights reserved. ~ ~ . ~ ~ l 1 ~ Section 6: Payment Terrns -~, Payment Payment Payment Payment Category p°n Contract Upon As Services Other ,~ ~~ Other Payment Due Section Description Totals Sianina installation Provided g~ 2 Software 14,278 3,570 10,709 3 ~ Services 7,160 7.160 3 First Year Su ort 4 Hardware & 3rd Part 34,667 26,000 8 fi67 ~ r~rice i otais 5e,105 29,570 19,375 7,160 ~ ' data! Pul~c~laae Price ,~~56.10~ ,I ~ ~ Section 7: Notes CONFIDENTIAL ANO PROPRIETARY INFORMATION OF SPILLMAN (c} 2003 Spillman Technologies, Inc, All rights reserved.