|
Back to Calendar
Return
|
| ARF- 2014 |
Regular Agenda Item 3. B.
|
| Regular BOS Meeting |
|
|
|
| Information |
| Request/Subject |
| Spillman Technologies, Inc. Server and Software Purchase |
| Background Information |
In 2008, Gila County purchased an IBM 5.2 server for the Sheriff's Office to hold the Spillman software that the Sheriff's office utilizes. The existing Service Extension Support Agreement was due to expire in April 2013. Finance staff began the process to renew the support agreement prior to its expiration. After many emails to IBM requesting the status of Gila County's renewal request, on June 18, 2013, IBM sent a "Notice to IBM Customers" stating they had decided to withdraw from maintenance services and various other services due to changes in technology, production methods, inventories, etc. This left the Sheriff's Office server without a maintenance and support agreement.
The Notice was received in the Finance Department on June 27, 2013. It was then forwarded by Finance to Gila County's IT Department and the Sheriff's Office. The Sheriff's Office then solicited quotes from Spillman Technologies for a new server, as well as a GIS Mapping Module.
On October 5, 1999, the Board of Supervisors approved a Computer Software Support Agreement with Spillman Technologies, Inc. Per the terms of the agreement, in addition to covering software support, the agreement also covers purchases. The agreement renews automatically for successive periods of one year, unless terminated. Spillman Technologies, Inc. provides comprehensive public safety software for police departments, sheriff's offices, communications centers, fire departments and correctional facilities nationwide. |
| Evaluation |
The Sheriff's Office received Quote No. QUO-03151-L6L4H2 on June 12, 2013, from Spillman Technologies, Inc. to replace the five-year old IBM 5.2 server that holds the Spillman software the Sheriff's Office utilizes. Spillman will be installing a new IBM AIX 8202E4C Rack Mounted Server with 8x300GB 15K RPM SAS SFF Drives, 1.5/30TB LTO-5 Tape Drive and seven tapes, a 32GB Memory, 8 Core 3.0 Ghz Power7 Processor-One Core Activated. This will expand the Sheriff's Office hard drive for data and future upgrades. As it stands, the Spillman server storage is 70% full. Spillman will be moving the stored data from the old server to the new server. The maintenance agreement is for three years and covers 24 hours/7days a week tech service through IBM. The Sheriff's Office uses Spillman and their techs, due to security that is in place by the FBI. In order for Spillman techs to enter into the server and assist with any software movement, they have to be cleared through the Arizona Department of Public Safety and their guidelines. Spillman techs have been through the security clearance process. The price of the new server is $48,828.
The Sheriff's Office IT Department foresaw an impending problem, given the age of the server, and allowed for this in their 2013-2014 budget. The purchase of the new server has now become a necessity, as the backup system on the existing server failed on Tuesday, July 23, 2013, and backups have to be performed manually on a daily basis now, including weekends. The manual backups take 1 1/2 hours to perform, if all goes well.
Additionally, the Sheriff's Office received Quote No. 2013-AZGILSO to purchase a GIS Mapping module. There are other types of mapping software available, however, they are not compatible with the Spillman Technologies interface. The Spillman Mapping module is compatible with our existing Environmental Systems Research Institute (ESRI) software, in particular the 911 mapping feature of the software. The quote is for the purchase and installation of Sentryx Geobase Module, on-site training, and Spillman Pin Mapping. This will benefit dispatch, deputies locating addresses, Search and Rescue that will assist in searching for lost and injured. The price of the new module is $60,665.
The cost of $109,493.00 for both of these items, has been included in the 2013-2014 Sheriff's budget. |
| Conclusion |
The immediate need has arisen to replace the existing five-year old IBM server that the Sheriff's office runs their Spillman Technologies Inc. programs on. The Spillman Technologies Inc. program is a complete records management system utilized by the Sheriff's Department. The software is used to generate and run all police reports and activities; all Dispatch calls are automatically logged into Spillman; when a deputy checks in, it is automatically logged into the Spillman software so the Sheriff's Office knows where the deputy is at all times; the jail uses the software for booking, releasing and housing inmates; all evidence gets logged into it and all UCR reporting to the FBI is generated from this system.
Derrick Graff, Sr. Account Manager for CDW-G, which is another Technology Solutions company, specializing in designing, implementing and managing technology, communication and security solutions for all branches of government for nearly thirty years, was contacted by staff from the County Finance Department, for CDW-G's perspective on whether it would be advisable to purchase a server from a different source. It was the opinion of Mr. Graff, that the Spillman Technology is a bundled solution that is best purchased as a sole source. Mr. Graff states in an email "Because of the software needs and custom configurations, it is best handled by the software provider." |
| Recommendation |
| It is the recommendation of the Sheriff's Office to approve the purchase of a new server from Spillman Technologies, Inc. and to approve the purchase of the GIS Mapping module from Spillman Technologies, Inc. |
| Suggested Motion |
| Information/Discussion/Action to approve, and authorize the Chairman to sign, the purchase documents with Spillman Technologies for the purchase and installation of an IBM rack-mounted server in the amount of $48,828 and a Sentryx Geobase Module which includes on-site training and Spillman Pin Mapping in the amount of $60,665, all of which are budgeted items in the FY 2013/2014 Sheriff's Office. (Lisa Modglin) |
|
|
|
|