HomeMy WebLinkAboutDocumentation_Regular_Tab 19_2/13/2020Agenda Item #19.
Regular Council
STAFF MEMO
Meeting: Regular Council - Feb 13 2020
Staff Contact: Brad Gom berg, Director of IT Department: IT
ITMEM
Approval of NorthCom Software Purchase
From an Information Technology perspective, joining the North County Communication Center offers
the Village many potential benefits and little downside. Palm Beach Gardens will become our cloud
hosting provider as we migrate away from our current, self -hosted software platform onto the PBGPD
ONESolution (formerly OSSI) Record Management and Mobile system. The ONESolution software
suite offers enterprise class features and will allow for seamless dispatch operation between
NorthComm and Tequesta PD. As the Village will be configured as a sub -agency on Palm Beach
Gardens PD's existing installation, we will only be responsible for purchasing and maintain the client
software licensing. This allows us to utilize the software at a fraction of the cost normally required to
obtain the ONESolution platform, and has an annual commitment that is significantly less then what
we pay for our current software maintenance. In addition to the first year software cost, we will require
an additional $5,000 to provide for assistance in the reconfiguration of Tequesta PD systems and
incidental costs. We will work with PBG ITS to establish VPN connectivity and extend our network
over existing connections and equipment, requiring no additional investment in hardware or services.
Existing records will be migrated to our document imaging platform for archival and eDiscovery. I
have highlighted some key points below.
• Prior to FY 2021, IT will work with Palm Beach Gardens ITS to interconnect our networks via
secured VPN and establish domain trust for user authentication.
• PBGPD will become our private cloud service provider. We will be utilizing their hardware and
software platforms. Tequesta PD will operate as a tenant agency on the PBGPD ONESource
installation.
• Tequesta PD to review retention requirements and dispose of, or migrate approximately
80,000 existing SmartCop and USA Software case records to our Laserfiche document
management system for archival, allowing for the decommissioning of those legacy systems.
• First year IT expense of $61,680 is inclusive of all first year software maintenance and
professional services required to get us up and running on the PBG system. It also includes
$5,000 for vendor assistance and incidentals which is not part of the CentralSquare quotation.
• Existing software maintenance cost is approximately $31,000 + 3% annually while
ONESolution maintenance is $8,820 + 5% per year providing for an approximate annual
savings of $22,000 for IT alone.
BUDGETED AMOUNT: 0.00 AVAILABLE AMOUNT: 0.00 EXPENDITURE AMOUNT:
61,680.00
Page 455 of 557
Agenda Item #19.
Additional Budgetary Information: Funding Source(s):
001-175-664.601
Approval
NorthCom - Memo ADA
Teguesta Police Department, FL - OneSolution RMS, Mobiles Add on to PBG ...
Page 456 of 557
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Memo
To: Jeremy Allen — Village Manager
From: Brad Gomberg— IT Director
CC: Honorable Mayor and Village Counci
From an Information Technology perspective, joining the North County Communication Center
offers the Village many potential benefits and little downside. Palm Beach Gardens will become our
cloud hosting provider as we migrate away from our current, self -hosted software platform onto the
PBGPD ONESolution (formerly OSSI) Record Management and Mobile system. The ONESolution software
suite offers enterprise class features and will allow for seamless dispatch operation between
NorthComm and Tequesta PD. As the Village will be configured as a sub -agency on Palm Beach Gardens
PD's existing installation, we will only be responsible for purchasing and maintain the client software
licensing. This allows us to utilize the software at a fraction of the cost normally required to obtain the
ONESolution platform, and has an annual commitment that is significantly less then what we pay for our
current software maintenance. In addition to the first year software cost, we will require an additional
$5,000 to provide for assistance in the reconfiguration of Tequesta PD systems and incidental costs. We
will work with PBG ITS to establish VPN connectivity and extend our network over existing connections
and equipment, requiring no additional investment in hardware or services. Existing records will be
migrated to our document imaging platform for archival and eDiscovery. I have highlighted some key
points below.
• Prior to FY 2021, IT will work with Palm Beach Gardens ITS to interconnect our networks via secured VPN and
establish domain trust for user authentication.
PBGPD will become our private cloud service provider. We will be utilizing their hardware and software
platforms. Tequesta PD will operate as a tenant agency on the PBGPD ONESource installation.
• Tequesta PD to review retention requirements and dispose of, or migrate approximately 80,000 existing
SmartCop and USA Software case records to our Laserfiche document management system for archival,
allowing for the decommissioning of those legacy systems.
Page 457 of 557
Agenda Item #19.
• First year IT expense of $61,680 is inclusive of all first year software maintenance and professional services
required to get us up and running on the PBG system. It also includes $5,000 for vendor assistance and
incidentals which is not part of the CentralSquare quotation.
• Existing software maintenance cost is approximately $31,000 + 3% annually while ONESolution maintenance
is $8,820 + 5% per year providing for an approximate annual savings of $22,000 for IT alone.
Page 458 of 557
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