DATE: June 20, 2023
TO: Honorable Mayor and City Council
FROM: Roy Nakamura, Chief of Police
By: Amber Abeyta, Management Analyst
SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH EXECUTIVE INFORMATION SERVICES, INC. FOR PS.NET PUBLIC
SAFETY SOFTWARE SYSTEM SUPPORT SERVICES IN THE AMOUNT
OF $39,821
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The City has a Professional Services Agreement (“Agreement) with Executive Information Services, Inc. (“EIS”) for support of the PS.NET Public Safety System, which will expire on June 30, 2023. PS.NET is the backbone to the dispatch and records systems used for Police Department operations. It is recommended that the City Council approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with EIS in the amount of $39,821, to extend services for an additional year with a 6.9% cost increase.
DISCUSSION
Since 2003, the City has maintained an Agreement with EIS for public safety software system support services. EIS has the proprietary rights/ownership to the law enforcement safety software programs used by the Arcadia Police Department (the “Department”). The software programs include Law Records Management; Computer Assisted Dispatch (“CAD”); Report Writing; Mobile Digital Communications; Los Angeles County Interface; and a Customer Service Portal for submitting crime reports online. All these software programs are used in performing the Department’s daily operations.
EIS has communicated that there will be an increase of 6.9% from Fiscal Year 2022-23 to address inflationary pressures; therefore, the total cost for Fiscal Year 2023-24 is $39,821.
Over the years, EIS has maintained a good relationship with the Department and has been accommodating to the Department’s needs and requirements. Therefore, it is recommended that the City Council extend the Agreement with EIS for one year.
Professional Services Agreement Amendment
for Public Safety Software Support Services
June 20, 2023
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
For the term of the Agreement, the fee for public safety software system support services will be $39,821. The new amount has been budgeted in the City’s Fiscal Year 2023-24 Operating Budget.
RECOMMENDATION
It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with Executive Information Services, Inc. for PS.NET Public Safety Software System Support Services in the amount of $39,821.
Attachment: Proposed Amendment to the Professional Services Agreement
1 AMENDMENT NO. 20 TO THE PROFESSIONAL SERVICES
AGREEMENT FOR PSNET PUBLIC SAFETY SYSTEM PROJECT WITH EXECUTIVE INFORMATION SERVICES, INC.
This Amendment No. 20 (“Amendment No. 20”) is hereby entered into on this ____ day of ______ 2023, by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and Executive Information Services, a Nevada Corporation, with respect to that certain Professional Services Agreement between the Parties dated July 13, 2004 (the “Agreement”), as amended by Amendment No. 1, dated October 4, 2005, as further amended by Amendment No. 2, dated August 8, 2006, as further amended by Amendment No. 3, dated June 12, 2007, as further amended by Amendment No. 4, dated June 17, 2008, as further amended by Amendment No. 5, dated June 16, 2009, as further amended by Amendment No. 6, dated December 13, 2010, as further amended by Amendment No. 7, dated June 29, 2011, as further amended by Amendment No. 8, dated June 27, 2012, as further amended by Amendment No. 9, dated July 24, 2013, as further amended by Amendment No. 10, dated July 9, 2014, as further amended by Amendment No. 11, dated July 8, 2015, as further amended by Amendment No. 12, dated August 26, 2015, as further amended by Amendment No. 13, dated July 27, 2016, as further amended by Amendment No. 14, dated July 5, 2017, as further amended by Amendment No. 15, dated June 20, 2018, as further amended by Amendment No. 16, dated July 10, 2019, as further amended by Amendment No. 17, dated July 21, 2020, as further amended by Amendment No. 18, dated July 21, 2021, and as further amended by Amendment No. 19 dated June 29, 2022.
The Parties agree as follows:
1.Section 3.1.2 of the Agreement, the Term is amended by extending the term from July 1, 2023, through June 30, 2024 (the “Extended Term”).
2.Section 3.3.1 of the Agreement, the Compensation is amended for the Extended Term as referenced in the attached Exhibit “C”.
3.All of the remaining terms and provisions of the Agreement are hereby reaffirmed. [SIGNATURES ON NEXT PAGE]
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2 In witness whereof the Parties have executed this Amendment No. 19 on the date set forth below.
CITY OF ARCADIA EXECUTIVE INFORAMTION SERVICES,
INC.
____________________________ ________________________________ Dominic Lazzaretto David Hieb
City Manager Vice President, Client Services
Date: _______________________ Date: ___________________________
ATTEST:
____________________________ ________________________________ City Clerk Justin Davis
Senior Vice President Operations
APPROVED AS TO FORM: CONCUR
____________________________ ________________________________ Stephen P. Deitsch Roy Nakamura
City Attorney Chief of Police
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3 Exhibit “C”
COMPENSATION
The Agreement is amended to provide that the total compensation for the Extend Term from July 1, 2023, through June 30, 2024, shall not exceed thirty-nine thousand, eight hundred twenty one dollars and zero cents ($39,821), as referenced in the attached quote dated May 10, 2023.
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Arcadia Police Department
Faviola Chaidez
250 West Huntington Drive
Arcadia, CA 91066
United States
Invoice No.EISMN0000260
Description
Arcadia Police Department
250 West Huntington Drive
Arcadia, CA 91066
United States
Date
Due Date
Unit Price AmountQuantityItem No
5/10/2023
Ship ToBill To
7/1/2023
ARC1700Customer No.
CurrencyPayment TermsPurchase OrderContract/Project Number HARRIS-US$Due Upon Receipt
NOTE Annual EIS Support 1.00 0.00 0.00
MAINT Law Records Management, CAD: July 2023 to June 2024 1.00 39,821.00 39,821.00 Thank you for your business!
Subtotal
Taxes
Total
39,821.00
39,821.00
0.00 Tax Exempt? Please send your exemption certificate to the email address above.
Invoice Questions? Please call Thais Pereira at 1-613-519-8220 at our toll-free number 1-888-847-7747; you can also email [email protected]
0.00 Misc
Remit To:
Executive Information Services, Inc.
PO BOX 74008484
Chicago, IL 60674-8484