Title
MOTION TO APPROVE THE POLICE DEPARTMENT’S ONE YEAR RENEWAL OF ITS GRAYKEY FORENSIC SOFTWARE LICENSE IN THE AMOUNT OF $27,995 FROM GRAYSHIFT, LLC.
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. In April 2021, the Police Department made its first purchase of a one year GrayKey forensic software license in the amount of $18,075.
2. GreyKey software is a product that aids investigators in the forensic examination of smartphone devices.
3. This request is for a one year renewal of a GrayKey forensic software license. Renewal of the license will allow the Police Department continued access to the GreyKey software.
4. Due to the increase in available features, including forensic processing of android phones, the price of GrayKey under this renewal request is $27,995 which shall be for an additional one year period.
5. The parties would like to renew the services for an additional one year period, which requires executing the vendor’s updated End User License Agreement (EULA). The terms and conditions of the EULA have been reviewed and approved to form by the City Attorney’s Office and the vendor.
6. Request Commission to approve the Police Department’s one year renewal of its GrayKey Forensic Software License in the amount of $27,995 from Grayshift, LLC.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $27,995
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 A) This renewal 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.