Title
[PULLED FROM THE AGENDA BY ADMINISTRATION 4/3/2024] MOTION TO APPROVE THE POLICE DEPARTMENT’S ONE YEAR RENEWAL OF ITS GRAYKEY FORENSIC SOFTWARE LICENSE IN THE AMOUNT NOT TO EXCEED $33,105 FROM MAGNET FORENSICS, LLC., PURSUANT TO SECTIONS 35.18(C)(7)(H) AND 35.18(C)(7)(I).
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(7)(h) states, “Copyrighted materials, including computer software;”
- Section 35.18(C)(7)(i) states, “Software licensing and maintenance with the company from which the software was purchased, or its authorized representative;”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed.
SUMMARY EXPLANATION AND BACKGROUND:
1. On April 2021, the Police Department made its first purchase of a one-year GrayKey forensic software license in the amount of $18,075.
2. GrayKey software is a product that aids investigators in the forensic examination of smartphone devices. This software is critical for the identification, location, and collection of forensic evidence and is crucial to police department investigative activities.
3. On June 1, 2022, the Police Department made renewal for an additional one-year purchase of the license in the amount of $27,995. The renewal price was increased due to the increase in available features.
4. On March 15, 2023, the City Commission approved the one year renewal of the GrayKey forensic software license in the amount not to exceed $30,795.
5. This request is for a one-year renewal of GrayKey forensic software license. Renewal of the license will allow the Police Department continued access to the GreyKey software.
6. Due to the increase in available features the price of GrayKey under this renewal request is $33,105.
7. The terms and conditions of the agreement have been reviewed to form by the City Attorney’s Office.
8. Request Commission to approve the Police Department's one year renewal of its GrayKey Forensic Software license in the amount not to exceed $33,105 from Magnet Forensics, LLC, pursuant to Sections 35.18(C)(7)(h) and 35.18(C)(7)(i).
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $33,105.00
b) Amount budgeted for this item in Account No: 001-521-3001-534995-0000-000-0000: Other Svc. - IT
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: This renewal agreement is for a one-year period and will be re-evaluated on a yearly basis.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.