Title
Resolution Approving an Agreement for I.T. Services between Oakland County and the City of Ann Arbor for Continued Participation in CLEMIS for Five Years FY24 - FY28 and Appropriate Funding ($527,900.00) (8 Votes Required)
Memorandum
The attached resolution seeks approval of an Agreement for I.T. Services in an amount of $105,800.00 annually (plus allowed contingencies) for continued participation in Oakland County's Courts and Law Enforcement Management Information System, commonly called “CLEMIS,” for five years, FY2024 through FY2028. The City is currently participating in CLEMIS pursuant to a similar five-year agreement with Oakland County entered into on August 23, 2018 (Legistar File # 18-1298). The City of Ann Arbor has been a participating member of CLEMIS since August 2005.
CLEMIS provides public safety technology solutions including Computer Aided Dispatch (CAD), CAD Mobile, Report Management System, fingerprinting and mug shots for use by local police and sheriff agencies. The use of this highly specialized and integrated technology service allows many public safety organizations across Southeast Michigan, including Washtenaw County, to share information and intelligence across agency and government boundaries, improving public safety responsiveness and the overall safety of the Ann Arbor and Washtenaw County communities.
Budget/Fiscal Impact: The first $105,800.00 annual expenditure (plus the $10,580.00 contingency) is partially budgeted in the approved FY2024 Information Technology Services Unit budget. An additional $11,300.00 is being requested from the fund balance in the Information Technology Fund. Funds for FY2025 through FY2028 are planned to be budgeted in those fiscal years in the amount of $105,800.00 annually (plus a $10,580.00 contingency each year) in the Information Technology Services Unit budget.
Staff
Prepared by: Joshua Baron, IT Applications Delivery Manager
Reviewed by: Tom Shewchuk, Director, Information Technologies Service Unit
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City of Ann Arbor requires that efficient and interoperable information sharing services be maintained for public safety agencies, allowing for the effective delivery of safety services within the City of Ann Arbor and throughout Washtenaw County;
Whereas, CLEMIS, provided through Oakland County, provides public safety technology solutions including Computer Aided Dispatch (CAD), CAD Mobile, Report Management System, fingerprinting and mug shots for use by local police and sheriff agencies;
Whereas, The use of this highly specialized and integrated technology service allows many public safety organizations across Southeast Michigan, including Washtenaw County, to share information and intelligence across agency and government boundaries improving public safety responsiveness and the overall safety of the Ann Arbor and Washtenaw County communities;
Whereas; The City of Ann Arbor has been a participating member of CLEMIS since August 2005 and is operating under a five-year agreement with Oakland County approved on August 23, 2018 (Legistar File # 18-1298);
Whereas, It is in the City’s interest to the Agreement for I.T. Services with Oakland County, and associated purchase orders, in an amount of $105,800.00 annually (plus allowed contingencies) for FY2024 through FY2028;
Whereas, The City has planned, approved, and budgeted for FY2024 CLEMIS Information Services expenditure in the FY2024 Information Technology Services Unit budget of $105,800.00; and
Whereas, The City plans to budget for CLEMIS Information Services in its FY2025 - FY2028 Information Technology Services Unit budgets;
RESOLVED, That City Council approve the Agreement for I.T. Services between Oakland County and the City of Ann Arbor and associated purchase orders to Oakland County for continued participation in CLEMIS for a five-year term, in an amount of $105,800.00 annually;
RESOLVED, That City Council appropriate $11,300.00 to the FY 2024 Information Technology Fund expenditure budget from the fund balance of the Information Technology Fund and that this amount is designated only for FY 2024 and is not without regard to fiscal year;
RESOLVED, That the City Council approve a ten percent (10%) contingency of $10,580.00 on each annual expenditure for a total of $52,900.00 in contingency to be expendable from the Information Technology Services Unit budget, subject to City Administrator approval;
RESOLVED, That the amounts authorized herein may be used without regard to fiscal year unless otherwise specified; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this Resolution including execution of any authorized renewals and any changes or amendments that do not exceed the contingency amount.