Title
Consider a memorandum/resolution approving a Professional Services Agreement with Blue Skies Associates for data migration to the Niche Records Management System, in the amount of $75,000.
Summary
DATE: October 17,2023
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Professional Services Agreement with Blue Skies Associates
BACKGROUND AND FINDINGS:
In January 2022, Council approved the Centurion Niche Records Management System (RMS) Interagency Agreement.
The Interagency Agreement designates the RMS to be shared among agencies in an effort to more efficiently obtain, assess and utilize criminal justice information. The agreement names the City of Temple as the host city while Bell County and the City of Killeen are designated as backup sites.
Niche Technology will provide services and software for all development, implementation, training, maintenance, and support related to implementing the Police Department Records Management System. Niche Technology will be available for continuous, on-going maintenance and support.
The following project milestones have been completed.
• June 2022 - Temple Police Department begins contract negotiations with NicheRMS
• March 2023 - Temple Police Department completes contract negotiations contract signed between City of Temple and NicheRMS
• April 2023 - August 2023
• Installation of NicheRMS in development environment
• Deployment of system ready for user acceptance testing
• Complete and test application interfaces
• Next Step Data Conversion - estimated start date January 2024
Blue Skies Associates is an accredited Niche partner and has already contracted with the City of Temple to perform their data conversion and has the knowledge and experience with the data from WebRMS to the new NicheRMS system.
Blue Skies Associates will work closely with Killeen PD and City of Killeen staff to design an agreed approach to mapping and validating the data migration of WebRMS data to the NicheRMS. Blue Skies Associates’ staff will then perform the actual data migration work, based on the agreed mapping and validation rules. Blue Skies Associates staff will also support Killeen PD and City of Killeen staff during the Unit Testing and User Acceptance Testing (UAT) phases of the Niche RMS implementation project. Blue Skies Associates will work with Killeen PD and City of Killeen staff to perform all final acceptance testing, with final acceptance of all work to occur prior to the ‘Go-Live Date’
THE ALTERNATIVES CONSIDERED:
1. Authorize the Professional Services Agreement.
2. Do not authorize the Professional Services Agreement.
Which alternative is recommended? Why?
Alternative one is recommended, allowing the City Manager, or his designee, be authorized to execute a professional services agreement with Blue Skies Associates in the amount of $75,000 and authorize the City Manager, or designee, be expressly authorized to execute any and all change orders within the amounts set by state and local law.
CONFORMITY TO CITY POLICY:
This item conforms to state and local policies. Texas Government Code, Chapter 2254, states that contracts for the procurement of defined professional services may not be awarded on the basis of competitive bids. Instead, they must be awarded on the basis of demonstrated competence and qualifications.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
$75,000 will be encumbered in FY 2024.
Is this a one-time or recurring expenditure?
This is a one-time expenditure.
Is this expenditure budgeted?
Yes, funds are available in the Governmental CIP Fund account 349-8927-493.61-40 (project code 210023).
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends that the City Council authorize the City Manager, or designee, to execute a professional services agreement with Blue Skies Associates in the amount of $75,000 and authorize the City Manager, or designee, to execute any and all change orders within amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Agreement
Certificate of Interested Parties
Contract Verification