Title
False Alarm Tracking System Contract - EXC 23 - 082 - Request for Award (Ordinance S-50308)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with 365 Labs, LLC, to provide a false alarm tracking system for the Police Department. Further request an exception to the indemnity and assumption of liability provisions of Phoenix City Code section 42-18. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $572,000.
Report
Summary
This contract will provide a vendor-supported, cloud-hosted web application system called 365 false alarm to replace the current Public Records and Services Unit's false alarm tracking system (FATS). FATS was built on depreciated technologies no longer supported by Microsoft. The False Alarms Unit is responsible for administering false alarm violations, new permits, permit renewals, payment processing, invoicing, and letter generation, and provides a public-facing portal for customer registration and payments through the system. The 365 false alarm will interface with the computer-aided dispatch system to automatically import false alarms and connect to the City of Phoenix's systems applications and processing (SAP) for billing purposes. It is critical to replace the current outdated system with a cloud-hosted vendor-supported system, which will help the False Alarms Unit manage over 162,000 business and residential accounts with about 50,000 active lawful permits in the current system. This program is a significant revenue stream for the Police Department.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved determination memo due to special circumstances, being without competition. 365 Labs offers the modules, interfaces, and functionality needed to replace the existing system with vendor supported cloud hosted solutions. The vendor completed a Service Organization Control 2, Type 2 security audit compliance process for their cloud-hosted solution that meets the City's Information Security and Privacy Office's requirements.
Contract Term
The contract will begin on or about Nov. 1, 2023, for a five year term with no options to extend.
Financial Impact
The aggregate contract value will not exceed $572,000 for the five year aggregate term.
Funding is available in the Police Department budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Lori Bays and the Police Department.