TO: Mayor and Commissioners
FROM: Javaro Sims, Police Department
THROUGH: Jennifer Alvarez, Interim City Manager
DATE: February 2, 2021
Title
APPROVAL OF AMENDMENT NO. 1 TO THE AGREEMENT WITH INCIDENT RESPONSE TECHNOLOGIES, INC. FOR RHODIUM INCIDENT MANAGEMENT SYSTEM SERVICES, UTILIZING NORTH TEXAS SHARE PROGRAM CONTRACT #NCT 2017-36 - $23,124
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Recommended Action:
Recommendation
Motion to approve Amendment No. 1 to the Agreement with Incident Response Technologies, Inc. for Rhodium incident management system services utilizing North Texas SHARE Program contract #NCT 2017-36 and authorize the City Manager to approve renewal options, in the amounts below, contingent on the appropriation of funds.
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Background:
The City of Delray Beach entered into a contract with Incident Response Technologies, Inc. on September 30, 2019 for Rhodium Incident Management System services. The contract is for four years and was procured utilizing North Texas SHARE Program's competitively procured contract #NCT 2017-36. North Texas SHARE program provides municipalities in the Dallas Forth Worth region, the State of Texas, and nationally, with an efficient vehicle to procure Rhodium subscriptions. The total amount of the initially awarded four-year contract is $60,842.88.
Rhodium is a map-based command and control solution designed to enhance situational awareness and information management in support of routine operations as well as large-scale incidents and events. It allows for quick consolidation of information and coordination of assets. Rhodium works in conjunction with AVL (Automated Vehicle Location) to track officers through GPS and provides electronic Incident Command System (ICS) forms for FEMA reimbursement and tracking.
This amendment will add a GPS vehicle tracking subscription to the contract for three years. The additional cost over three-year period is $54,372. This cost includes initial interface configuration for Motorola Radio system to Rhodium for one-way feed of GPS data. The total value of the contract with the addition of the GPS tracking is $125,214.88.
The proposed services under the existing contract and amendment consist of an annual fee for Rhodium access (81 View-only user licenses), Rhodium with ICS subscription (25-99) with hosting, routine updates, eICS forms and standard support, annual fee for 25 standard users and 50 view-only users with access to Rhodium Mobile iOS/Android application and access to Rhodium’s TCP interface for a single connection, annual subscription for GPS tracking credits (100-250 credits), and initial interface configuration for Motorola Radio system to Rhodium for one-way feed of GPS data.
A contingency of $10,000 is requested to allow for additional services or positions on a quote basis, in case changes to the subscription become necessary during the term of the contract.
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Estimated Contract Value |
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Initial Term (4 years) |
September 30, 2019 - September 29, 2023 |
$60,842.88 |
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Addt'l. Svcs. - Amend. 1 annually |
upon date of execution - February 1, 2022 |
$23,124.00 |
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Addt'l. Svcs. - Amend. 1 renewal 1 |
February 2, 2022 - February 1, 2023 |
$15,624.00 |
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Addt'l. Svcs. - Amend. 1 renewal 2 |
February 2, 2023 - February 1, 2024 |
$15,624.00 |
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Contingency |
Total Contingency Amount for Amend. 1 |
$10,000.00 |
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Total Estimated Contract Value: |
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$125,214.88 |
City Attorney Review:
The City Attorney has reviewed and recommends approval.
Funding Source/Financial Impact:
Funding from account 001-21-150-521.68-10 Capital Outlay Software
Timing of Request:
This request is not time sensitive.