* This transcript was created by voice-to-text technology. The transcript has not been edited for errors or omissions, it is for reference only and is not the official minutes of the meeting. CALL US IN, [00:00:03] UH, AND CALL THIS MEETING [Transportation, Technology, and Infrastructure Committee on September 1, 2022.] TO ORDER. MY NAME IS, UH, DAVID ROBINSON. I'M A CITY COUNCIL MEMBER FOR THE CITY OF HOUSTON. IT IS, UH, THE 1ST OF SEPTEMBER 10:00 AM HOUSTON CENTRAL TIME. AND, UH, I'D LIKE TO, UH, STATE THAT I HAVE FOR THIS MEETING DESIGNATED MY COLLEAGUE AND OUR VICE CHAIR FOR THE TTI COMMITTEE COUNCIL MEMBER SALLY ALCORN AS THE PRESIDING OFFICER IN THE COUNCIL CHAMBER FOR THIS MEETING. THIS IS THE TRANSPORTATION TECHNOLOGY AND INFRASTRUCTURE COMMITTEE FOR THE CITY OF HOUSTON. IT IS SEPTEMBER 1ST, AND, UH, WITH THAT COUNCIL MEMBER ALCORN, I'LL TURN THIS MEETING OVER TO YOU. GREAT. THANK YOU. COUNCIL MEMBER ROBINSON, AND WELCOME EVERYONE. WE HAVE SEVERAL COUNCIL MEMBERS JOINING US VIRTUALLY. COUNCIL MEMBER AMY PECK FROM DISTRICT A, COUNCIL MEMBER CAROLYN EVANS SHABAZZ, DISTRICT D COUNCIL MEMBER ABBY CAYMAN, DISTRICT C VICE MAYOR, PRO TEM MARTHA CASTEX, TATUM, DISTRICT K, AND OF COURSE, OUR CHAIR ROBINSON IS ONLINE. AND STAFF FROM MAYOR PRO TEM DAVE MARTIN'S OFFICE IS ALSO JOINING US V VIRTUALLY THIS MEETING IS BEING HELD IN HYBRID MODE DUE TO THE DISCONTINUATION OF THE TEXAS OPEN MEETINGS ACT, CHAPTER 5 51 PROVISIONS THAT ALLOWED PUBLIC MEETINGS TO BE HELD SOLELY, VIRTUALLY DURING THE PANDEMIC. AND WELCOME ALSO STAFF FROM COUNCIL MEMBER LETITIA PLUMMER AND THE NEW CHIEF OF STAFF FROM DISTRICT D IS JOINING US ALSO IN, IN CHAMBER. THERE ARE NO MEMBERS OF THE PUBLIC SIGNED UP TO SPEAK TODAY, BUT IF ANYONE'S HERE, UM, DOUG SMITH IS HERE, AND IF YOU'D LIKE TO SIGN UP, WE'LL CERTAINLY GIVE YOU TIME TO DO SO. I WILL READ THROUGH THE TOPICS. WE HAVE FOUR TOPICS ON THE AGENDA. HOUSTON POLICE DEPARTMENT'S E CITATION SYSTEM, PROCUREMENT UPDATE, THEN THE SHI MICROSOFT SERVER CLOUD ENROLLMENT, THEN CITYWIDE MANAGED PRINT SERVICES, CONTRACT AND MOTOROLA SUPPORT SERVICES. CONTRACT COUNCIL MEMBERS, YOU KNOW, THE DRILL REMAIN ON MUTE. WE'LL ASK QUESTIONS AFTER EACH PRESENTATION. SO RIGHT NOW, I WILL ASK THE PRESENTERS TO COME UP AND INTRODUCE YOURSELVES, AND WE WILL GET THIS STARTED. THESE PRESENTATIONS ARE AVAILABLE ON THE TTI WEBSITE, TRANSPORTATION, TECHNOLOGY AND INFRASTRUCTURE. AND, UM, PLEASE, DIRECTOR KENT OR WHO'S, WHO'S STARTING, I'M SORRY. I BELIEVE I AM BY KORN. MIKE BELL. BELL, SORRY. YES, MA'AM. SORRY, BELL VIRTUALLY. MORNING CHIEF TECHNOLOGY OFFICER, HPD. THANK YOU. YES, THANK YOU. GOOD MORNING. UH, VICE CHAIR ALCORN, CHAIR ROBINSON, AND MEMBERS, UH, AS STATED, I'M MIKE BELL. I'M THE CHIEF TECHNOLOGY OFFICER FOR THE HOUSTON POLICE DEPARTMENT. UH, PLEASED TO PRESENT WITH YOU THIS MORNING AN UPDATE ON OUR E CITATION PROCUREMENT. UH, IF YOUR STAFF COULD BRING UP THE SLIDE DECK FOR US. HOLD ON JUST ONE SECOND. WE'RE GETTING YOUR PRESENTATION LOADED. THANK YOU, MA'AM. HERE WE GO. THERE WE GO. THANK YOU. ALRIGHT, GO ON TO THE NEXT SLIDE, PLEASE. AS MENTIONED, THIS IS AN UPDATE TO A PRESENTATION WE MADE, UH, TO TTI IN MAY AS AN UPDATE TO OUR E CITATION PROCUREMENT. OUR, OUR CURRENT SYSTEM, AS WE MENTIONED, WAS ORIGINALLY IMPLEMENTED IN 2011, SO IT'S, IT'S READY FOR A REFRESH. UH, THE ORIGINAL CONTRACT ON THAT PROCUREMENT WAS A LITTLE OVER 1.5 MILLION. UH, HPD ACQUIRED 300 E CITATION DEVICES AT THAT TIME. UH, ABOUT THREE YEARS LATER, 50 MORE DEVICES WERE PURCHASED BY THE DEPARTMENT, UH, WITH THE SUBSIDY FROM THE DA'S OFFICE. NEXT SLIDE, PLEASE. UH, AFTER 11 YEARS OF HARD USE, I'M SORRY, SLIDE THREE. THERE WE GO. AFTER 11 YEARS OF HARD USE IN THE FIELD, UH, THE EQUIPMENT IS AT THE END OF ITS LIFECYCLE. WE'RE ACTUALLY HAVING TO HAVE IT MAINTAINED ON A TIME AND MATERIALS BASIS. SOME OF THE MATERIAL, UH, UH, DEVICES CANNOT BE REPAIRED, SO WE'VE HAD QUITE A NUTRITION. NEXT SLIDE. THE E TICKET RIDER THAT WE USE IN THE FIELD NOW IS, UH, USED TO ISSUE BOTH MOVING AND NON-MOVING CITATIONS, UH, CONTAINS THE, UH, TRANSPORTATION CODE, UH, VIOLATIONS, AS WELL AS CITY OF HU HOUSTON ORDINANCES. AND, UH, AS AN UPDATE TO MY PREVIOUS PRESENTATION, WE HAVE THE FY 22 STATISTICS. [00:05:01] UH, HPD OFFICERS ISSUED 248,000 CITATIONS LAST YEAR, UH, FOR A TOTAL OF LITTLE OVER 250,000 VIOLATIONS. NEXT SLIDE, HPD DID RECEIVE, UH, 1.3 MILLION IN CAPITAL FUNDS TO REPLACE THE CURRENT SYSTEM. UH, AS I SAID EARLIER, THE HANDHELD DEVICES THAT WE CURRENTLY USE ARE OUTTA SUPPORT AND FIXED ON A TIME AND MATERIALS BASIS. WE'RE DOWN TO A LITTLE OVER 200 OF THOSE IN USE NOW. UH, ONCE AN OFFICER IS A PROFICIENT, THEY CAN ISSUE A CITATION MUCH MORE RAPIDLY USING AN E CITATION DEVICE RATHER THAN HANDWRITING. UH, AND THE CURRENT SYSTEMS, UH, COST US ABOUT $80,000 A YEAR IN SOFTWARE MAINTENANCE. ALONG NEXT SLIDE, LOOKING FOR A NEW SYSTEM THAT WILL ALLOW OUR OFFICERS TO USE THEIR SMARTPHONES, UH, TO SCAN THE SUSPECT OR THE CITIZEN'S DRIVER'S LICENSE AND, AND VEHICLE REGISTRATION THAT PREVENTS US FROM HAVING TO, TO MANUALLY TYPE THOSE LONG, UH, SEQUENCES OF NUMBERS INTO THE, THE, UH, DEVICE ALSO ALLOWS THE OFFICER TO GET BACK IN THE VEHICLE WHERE IT'S SAFER FOR THEM ON THE SIDE OF THE ROAD SHOULD THEY BE ISSUING A CITATION FOR, UH, A MOVING VIOLATION OR TRAFFIC ACCIDENT. WE ALSO SEEK TO HAVE THIS NEW APPLICATION INTEGRATED WITH OUR TOW SLIP APPLICATIONS, AS WELL AS OUR CRASH OR ACCIDENT REPORTING SYSTEMS. AT THE END OF THE DAY, THE OFFICER WILL COMPLETE THE CITATION OF THE VEHICLE, TAKE IT BACK TO THE DRIVER FOR SIGNATURE IF NEEDED. NEXT SLIDE. SO AT THE TIME OF THE SLIDE PRESENTATION WAS, UH, SUBMITTED. UH, WE ANTICIPATED COMPLETING OUR BFO, UH, IN AUGUST. HOPEFULLY THAT GOT DONE. I DON'T HAVE AN UPDATE ON THAT YET, AND WE WILL BE COMING TO CITY COUNCIL LATER SEPTEMBER FOR CONTRACT APPROVAL AT THAT TIME. NEXT SLIDE. I'LL PAUSE THERE FOR ANY QUESTIONS. GREAT, THANK YOU MR. BELL. UM, I'D LIKE TO WELCOME STAFF FROM COUNCIL MEMBER TARSHA JACKSON, DISTRICT B'S OFFICE. UM, DO WE HAVE ANY QUESTIONS FROM COUNCIL MEMBERS? COUN CHAIR ROBINSON? YEAH, I, I THINK I JUST WANTED TO TAKE ONE MOMENT, UM, VICE CHAIR AND, UH, THANKS FOR COVERING FOR THINGS. UH, MIKE, I THINK THE LAST POINT YOU MADE FOR ME IS, UH, PROBABLY THE MOST SALIENT ONE WITH THE, THE SAFETY FACTOR FOR THE OFFICERS. AND IF YOU COULD MAYBE TAKE A SECOND JUST TO EXPAND ON THAT AND WHAT THAT MEANS FOR, FOR OUR OFFICERS AND AND RESPONDERS. RIGHT. SO HOUSTON FREEWAYS AND, AND TRAFFIC, UH, UH, STREETS ARE, ARE VERY BUSY AT, AT TIMES AND DURING OUR WEEK WORK WEEKS, ESPECIALLY RUSH HOUR. AND FOR OFFICERS ISSUING CITATIONS OR INVESTIGATING CRASHES ON THE SIDE OF, OF THOSE ROADS, IT'S DANGEROUS TO BE OUTSIDE OF THE VEHICLE. UH, THE AMOUNT OF TIME THAT WE CAN MINIMIZE THAT THE OFFICER NEEDS TO BE OUT OF THEIR VEHICLE WHILE PERFORMING THOSE DUTIES, UH, HELPS IMPROVE THEIR SAFETY. AND SO, UH, THE E CITATION SYSTEM WE'RE LOOKING TO PROCURE WILL ALLOW THEM TO QUICKLY SCAN THE BARCODES ON THE DRIVER'S LICENSES OR STATE IDS OF PEOPLE THAT THEY ARE INVOLVING IN, THAT ARE INVOLVED IN THE INVESTIGATION AS WELL AS THE VIN OF THE VEHICLE. AND PRE-POPULATE THAT INFORMATION SO THAT WHEN THEY GET BACK IN THEIR VEHICLE, ON THEIR DATA TERMINAL THERE, THEY CAN COMPLETE THE, UH, CITATION OR WHATEVER PAPERWORK THEY NEED TO COMPLETE, UH, WITHOUT HAVING TO BE ON THE SIDE OF THE ROAD. WRITING IN HAND BY HAND SUCH AN IMPORTANT, UM, SET OF FACTS. UM, I KNOW I REALLY APPRECIATE IT, AND IT'S ONE OF THESE THINGS IN THE CATEGORY, UH, OF THE TTI COMMITTEE THAT WE WORK VERY CLOSELY IN CONJUNCTION WITH, UH, UH, THE PUBLIC SAFETY AND HOMELAND SECURITY, UM, COMMITTEE THAT, UH, COUNCIL MEMBER CAYMAN. SO CAPABLY CHAIRS, AND I APPRECIATE THIS. I THINK SHE'S IN THE QUEUE TO FOLLOW UP WITH THE COMMENT. SO JUST WANT TO THANK YOU AND ANOTHER INVESTMENT THAT WE'RE MAKING, NOT ONLY FOR, UH, THE FOLKS, THE CITIZENS OF HOUSTON, BUT FOR THE SAFETY OF OUR, UH, OUR MEN AND WOMEN IN BLUE. THANK YOU, SIR. APPRECIATE THE SUPPORT COUNCIL MEMBER CAYMAN. THANK YOU. VICE CHAIR. UM, AND I, I AGAIN WANTED, UH, CHAIR TO ECHO YOUR COMMENTS ABOUT THE IMPORTANCE OF SAFETY. UM, MIKE, IF YOU COULD JUST TALK ABOUT, UM, THE IMPORTANCE NOT ONLY OF THIS ITEM, BUT TO CHAIR ROBINSON'S POINT, THE IMPORTANCE OF THE INVESTMENTS IN TECHNOLOGY FOR HPD, FOR OUR LAW ENFORCEMENT PARTNERS, UM, AND THE DIFFERENCE THAT WILL MAKE JUST OVERALL AND TALKING ABOUT HOW OUTDATED SOME OF THIS IS CURRENTLY. YES, MA'AM. THAT'S A GREAT POINT. WE APPRECIATE THAT AND, AND WE ALWAYS LIKE TO ACKNOWLEDGE THAT WE WORK CLOSELY WITH DIRECTOR KENT AND HER STAFF ON PUBLIC SAFETY INITIATIVES AND, AND TECHNOLOGY INFRASTRUCTURE TO SUPPORT THOSE. SHE'S BEEN A GREAT PARTNER FOR US. THIS SYSTEM IS A LEGACY SYSTEM, AS I SAID, THAT WAS IMPLEMENTED BACK IN 2011. [00:10:01] AND TECHNOLOGY FOR E CITATION LOOKED VERY DIFFERENT THERE. OFFICERS HAD TO CARRY A SEPARATE DEVICE THAT WAS USED TO GENERATE THE ELECTRONIC CITATION, AND THEN THAT DEVICE HAD TO BE BROUGHT BACK AND DOCKED SO THAT THOSE CITATIONS COULD BE UPLOADED TO MUNICIPAL COURTS. UM, BY LEVERAGING THE SMARTPHONE TECHNOLOGY THAT THE CITY COUNCIL HAS INVESTED IN AND AND DEPLOYED TO OUR OFFICERS, WE CAN CONTINUE TO BUILD ON THAT, THAT PUBLIC SAFETY ECOSYSTEM OF APPLICATIONS THAT MAKES OUR OFFICERS NOT ONLY MORE EFFECTIVE, BUT ALSO MORE ACCURATE IN, IN ACQUIRING INFORMATION IN THE FIELD. THIS PARTICULAR SYSTEM, ALTHOUGH IS FOCUSED ON ISSUING CITATIONS, THE INTEGRATION WITH THE STATE'S CRASH REPORTING SYSTEM, AS WELL AS WITH THE TOW SLIP APPLICATION, WILL CONTINUE TO OFFER EFFICIENCIES FOR THOSE FUNCTIONALITIES THAT HAVE BEEN STRICTLY HANDWRITTEN IN THE PAST. AND SO I THINK THIS IS JUST ANOTHER INSTANCE OF WHERE WE BEGIN TO IMPROVE NOT ONLY THE EFFECTIVENESS OF OUR OFFICERS IN THE FIELD, BUT ALSO THE EFFECTIVENESS OF THE DATA WE'RE ACQUIRING BY INTEGRATING IT WITH OTHER SYSTEMS, UH, AS WE MAKE THESE MODERNIZATION INVESTMENTS. WONDERFUL. THANK YOU. THANK YOU. STAFF FROM COUNCIL MEMBER PLUMMER'S OFFICE. THANK YOU. VICE CHAIR. UH, THANK YOU FOR YOUR PRESENTATION. I APOLOGIZE, I MAY HAVE MISHEARD. UH, WHEN IT COMES TO THE SYSTEM SOFTWARE MAINTENANCE ON A YEARLY BASIS, IS THAT 8,000 OR $80,000 OF THE COST? NO, MA'AM. THE CURRENT SYSTEM, UH, IS COSTS $80,000 A YEAR SIMPLY TO MAINTAIN THE SOFTWARE THAT RUNS THE BACKEND SYSTEM. AS I MENTIONED BEFORE, THE DEVICES THEMSELVES ARE NO LONGER SUPPORTED AND WE HAVE TO PAY ON A TIME AND MATERIALS BASIS TO REPAIR THOSE IF THEY ARE REPAIRABLE. THANK YOU. THANK YOU. THANK YOU. SEEING NO OTHER QUESTIONS ON THAT, ON THIS, WE WILL MOVE ALONG TO THE NEXT PRESENTATION. NOW WE WILL HAVE DIRECTOR KENT AND MR. CRAWFORD COME TO THE PODIUM. MORNING EVERYONE, BUT MY NAME IS NICK KERN. I'M THE ASSISTANT DIRECTOR OF THE PUBLIC SAFETY COMMUNICATIONS DIVISION. IT LOOKS LIKE THE DIRECTOR, KEN AND DIRECTOR CRAWFORD ARE CAUGHT UP IN A CRITICAL SITUATION, IS IF THE COUNCIL MEMBER COUNCILS ARE OKAY, SAY THAT WE'RE HERE. CAN WE CHANGE THE ORDER? OH, THEY ARE. THEY ARE HERE. SO THE CRITICAL SITUATION, OH, THEY'RE THERE. I APOLOGIZE. HAS RESOLVED ITSELF, THANKFULLY. THANK, UNLESS THERE'S SOMETHING GOING ON WE DON'T KNOW ABOUT. THANK YOU, NICK. APPRECIATE YOU LOOKING OUT FOR US. WE CHOSE TO COME IN PERSON TODAY. COURSE, OF COURSE, SUE. GOOD MORNING. UM, JOINING ME AS, UM, VICE CHAIR ALCORN, UM, ALREADY INDICATED IS BERT CRAWFORD. BERT IS THE DEPUTY CIO FOR THE HITS INFRASTRUCTURE DIVISION. AND SO TODAY WE ARE PRESENTING PART TWO OF OUR CITYWIDE AGREEMENTS WITH MICROSOFT. YOU MAY RECALL THAT IN JUNE AT THE TTI MEETING, WE PRESENTED ON THE CITYWIDE ENTERPRISE AGREEMENTS FOR MICROSOFT. AND THOSE ARE THINGS THAT ADDRESSED LICENSING FOR INDIVIDUAL USERS AND INDIVIDUAL MACHINES. UM, THOSE ARE THINGS LIKE MICROSOFT 365, WHICH IS WORD, POWERPOINT, EXCEL TEAMS, ONEDRIVE, YOU KNOW, ALL THOSE SORTS OF THINGS. TODAY IS A DIFFERENT PRESENTATION. AND SO WE ARE, UM, AS I MENTIONED, THEN WE WOULD BE COMING BACK TO TALK ABOUT THE SERVER CLOUD ENROLLMENT AGREEMENTS. AND THESE ALSO COVER ALL CITY DEPARTMENTS. THERE ARE MULTIPLE AGREEMENTS, BUT WE'LL BE SPEAKING ABOUT ALL OF THEM. AND SO THESE ARE CONTRACTS THAT PROVIDE LICENSING AND SUBSCRIPTIONS FOR CLOUD SERVICES, UH, ON SOLUTIONS THAT RUN IN DATA CENTERS. AND SO WHETHER IT BE A CITI DATA CENTER OR MICROSOFT'S CLOUD DATA CENTERS, WHICH YOU'LL SOMETIMES HEAR US REFER TO AS AZURE. SO THAT'S THE CONTEXT OF WHAT THIS PRESENTATION IS ABOUT TODAY. SO LET'S GO TO THE FIRST SLIDE. AND SO THIS SLIDE SUMMARIZES WHAT WE WERE GOING TO BE, UM, PRESENTING FOR CITY COUNCIL REVIEW IN THE NEXT COUPLE OF WEEKS. I'M ANTICIPATING THAT THIS WILL LIKELY BE ON THE AGENDA FOR SEPTEMBER, UM, 14TH, BUT IT'LL BE ROUGHLY IN THAT TIMEFRAME. UM, SO FIRST, UH, AS YOU KNOW, WE'VE ALREADY BEEN WORKING SINCE 2019 TO CONSOLIDATE THE MICROSOFT AGREEMENTS TO THE EXTENT THAT IT MAKES SENSE AND TO THE EXTENT POSSIBLE. UM, AS WE DID THE LAST TIME WE CAME FORWARD, WE HAVE, UM, DONE AS MUCH AS WE COULD. WE DO HAVE A COUPLE OF ADDITIONAL AGREEMENTS THAT WILL ROLL OFF IN 2023. AND SO THE NEXT TIME WE COME BACK, ALL OF THAT FUNCTIONALITY WILL BE ROLLED INTO THIS CONSOLIDATED GROUP OF CONTRACTS. AND SO THIS REQUEST WILL BE ASKING YOU TO AUTHORIZE SPENDING AUTHORITY FOR NEW THREE YEAR AGREEMENTS FOR THE SERVER CLOUD ENROLLMENTS, UM, WHICH WILL COMMENCE ON OCTOBER 1ST OF THIS YEAR AND GO THROUGH SEPTEMBER 30TH, 2025. THIS DOES ALLOW US, UM, THE, THE NECESSARY LICENSING AS WELL AS GROWTH, UM, FOR TRUING UP OVER THAT THREE YEAR PERIOD TO ACCOMMODATE PLANNED INITIATIVES. THIS DOES COVER ALL CITY DEPARTMENTS, AND, UM, MOST IMPORTANTLY, [00:15:01] THAT LAST BULLET POINT, THIS DOES ADDRESS, UH, WHAT WE HAVE BEGUN TO IMPLEMENT AS PART OF THE HIT STRATEGIC PLAN, THE IT STRATEGIC PLAN, WHICH INDICATES THAT WE ARE CONSIDERING CLOUD FIRST AND WE ARE ACTIVELY ACCELERATING OUR CLOUD MIGRATION. UM, THAT'S AN IMPORTANT POINT BECAUSE CLOUD INFRASTRUCTURE DOES ALLOW US, UM, FOR IMPROVED RESILIENCY. SO THINK ABOUT UPTIME, PARTICULARLY IN THE REGION OF THE COUNTRY THAT WE LIVE IN. UM, THOSE CLOUD SER DATA CENTER ENVIRONMENTS ARE MUCH EASIER FOR US TO MAINTAIN THAT LEVEL OF RESILIENCY THAT THE CITY NEEDS, BUT IT ALSO GIVES US THE AGILITY THAT WE NEED. SO IT ALLOWS US TO QUICKLY SCALE UP SERVICES TO ACCOMMODATE DEPARTMENT NEEDS, UM, AS THOSE ISSUES ARISE. AND SO AS YOU CAN SEE, THE PREVIOUS CONTRACT AMOUNT FOR THOSE THREE YEARS WAS $9.6 MILLION. AND FOR THE UPCOMING THREE YEAR AGREEMENTS, WE ARE REQUESTING SPENDING AUTHORITY FOR 12.1. SO A SIGNIFICANT PORTION OF THAT INCREASE IS BECAUSE WE ARE INTENTIONALLY ACCELERATING OUR CLOUD MIGRATION. AND SO THESE SCE OR SERVER CLOUD ENROLLMENT AGREEMENTS ARE HOW WE PAY FOR THOSE CLOUD SERVICES. SO THAT'S PLANNED GROWTH THAT, THAT WE'VE BEEN COMMUNICATING ALL ALONG TO YOU THAT THIS WOULD BE COMING. AND SO AS I MENTIONED, THERE'S THE TERM. AND SO NOW WE WILL TRANSITION TO THE NEXT SLIDE, AND I'M GONNA HAND IT OVER TO BERT TO GO THROUGH THE DETAILS ON THE NUMBERS AND THE SERVICES. GOOD MORNING COUNCIL MEMBERS. THANK YOU FOR HAVING US. SO THE, I'M GONNA TALK ABOUT OUR PROJECTED ANNUAL SPENDING INCREASES AS IN A LITTLE MORE DETAIL AS DIRECTOR KENT ALLUDED TO. AND I HAVE THE, THIS, THIS CHART BREAKS DOWN INTO TWO SECTIONS. LET'S LOOK AT THE UPPER SECTION FIRST. AND IT COMPARES THE LAST YEAR OF THE CURRENT CONTRACT WITH THE PROJECTED ANNUAL AVERAGE COSTS OVER THE NEXT THREE YEAR PERIOD FOR THIS CONTRACT. AND THE MAIN CALLOUTS PER WHAT DIRECTOR CANT SAYS IS, YOU CAN SEE THE NUMBERS ARE INCREASING FOR HITS, THEY'RE INCREASING FOR THE POLICE DEPARTMENT, AND THEY'RE INCREASING FOR PUBLIC WORKS PRIMARILY WITH A FOCUS OF, OF IMPLEMENTING THE, THE IT STRATEGIC PLAN AROUND CONSIDERING CLOUD FIRST AND ACCELERATING OUR CLOUD MIGRATION. SO THAT'S WHERE THE PROJECTED INCREASES COME FOR THOSE THREE DEPARTMENTS. IF WE LOOK AT THE BOTTOM SECTION, IT ALSO GOES BY DEPARTMENT AND SHOWS THE YEAR OVER YEAR PROJECTIONS FOR EACH DEPARTMENT THROUGHOUT THE DURATION OF THE CONTRACT. AND WITH MAIN CALL OUT THERE IS IN YEAR TWO AND YEAR THREE, WE HAVE SOME CONTINGENCY FOR ANTICIPATED GROWTH, UH, AS WE MOVE FORWARD. SO IF WE CAN NOW MOVE TO THE NEXT SLIDE, I WANNA REMIND OURSELVES WHAT IS SCE OR SERVER CLOUD EN ENROLLMENT AND WHY SHOULD WE, WHY SHOULD WE DO IT? SO, SCE IS A THREE YEAR COMMITMENT MADE UNDER A MICROSOFT ENTERPRISE AGREEMENT CONTRACT. IT INCLUDES MICROSOFT'S BEST PRICING BASED ON VOLUME LICENSING DISCOUNTS. IT PROVIDES THE OPPORTUNITIES FOR US TO STAY CURRENT WITH MICROSOFT TECHNOLOGIES AND WITH CURRENT VERSIONS OF THE, OF THE PRODUCTS THEY HAVE THROUGH THE DURATION OF THE CONTRACT. AND IT PROVIDES, AS DIRECTOR CAN'T MENTION THE ABILITY EVERY YEAR TO DO LICENSED TRUE UPS AND HAVE THE FUNDING THERE ASSOCIATED FOR THE GROWTH. SO WHAT I WANT TO TAKE US THROUGH NOW IS THERE'S A, A TABLE HERE, A PICTURE OF FOUR PILLARS. SO LET'S START FIRST WITH, SO THESE ARE THE, THESE ARE THE COMPONENTS OF WHAT'S IN A SERVER CLOUD ENROLLMENT. AS DIRECTOR KENT MENTIONED, THE EA WAS MORE END USER FOCUSED. THIS IS MORE BACKEND FOCUSED ON SERVERS AND DATA CENTERS. SO CORE INFRASTRUCTURE, FIRST OFF IS WINDOW SERVER. WINDOWS SERVER IS THE PLATFORM FROM BUILDING AN ENTERPRISE OF CONNECTED APPLICATIONS, NETWORKS, AND WEB SERVICES SYSTEM CENTER IS A SUITE OF MICROSOFT TOOLS THAT ALLOW US TO MANAGE THE ENVIRONMENT EFFECTIVELY SO WE CAN PATCH TO PROTECT THE CITY FROM, FROM SECURITY VULNERABILITIES, AND WE CAN MONITOR. SO IF THERE ARE ISSUES, WE CAN QUICKLY GET THEM RESOLVED TO MAXIMIZE OUR SYSTEM AVAILABILITY, APPLICATION UPTIME FOR THE CITY. SO NOW LET'S MOVE TO THE NEXT PILLAR, WHICH IS APPLICATION PLATFORM. THERE'S THREE OH, PREVIOUS, I'M, I'M STILL ON THE PREVIOUS SLIDE. YEAH, SO I'M ON THE SECOND PILLAR HERE. THIS IS THE, THE FOCUS IS ON APPLICATION PLATFORM. WE USE TWO OF THE THREE PRODUCTS HERE. SQL SERVER, THAT'S MICROSOFT'S RELATIONAL DATABASE MANAGEMENT SYSTEM. IT'S BASICALLY A DATABASE SERVER THAT ITS JOB IS TO STORE AND RETRIEVE DATA AND PRESENT IT BACK TO SOFTWARE APPLICATIONS ON UPON REQUEST. WE'RE ALSO A BIG USER OF SHAREPOINT SERVER. SO SHAREPOINT IS A POWERFUL COLLABORATION PLATFORM THAT LETS YOU SHARE AND MANAGE CONTENT KNOWLEDGE AND APPLICATIONS TO EMPOWER TEAMWORK. THE NEXT PILLAR IS THE DEVELOPER PLATFORM, WHICH IS VISUAL STUDIO ENTERPRISE. THIS IS FOR OUR DEVELOPERS. IT'S A COMPREHENSIVE SET OF TOOLS AND SERVICES TO DESIGN, BUILD, AND DEPLOY COMPLEX ENTERPRISE APPLICATIONS. AND THE LAST SECTION HERE AROUND AZURE DIRECTOR, KEN ALLUDED TO THAT, WE'RE GONNA SPEND THE REST OF THIS SLIDE AND THE NEXT SLIDE GOING INTO MORE DETAIL AROUND THE BENEFITS OF GOING TO AZURE. SO FIRST OFF, AZURE AS DIRECTOR KEN MENTIONED, IS MICROSOFT'S COMMERCIAL CLOUD OR CLOUD SOLUTION. WE USE THE, WHAT [00:20:01] WE CALL THE INFRASTRUCTURE AS A SERVICE PIECE, WHICH IS, IT'S IN MICROSOFT DATA CENTERS ON THEIR EQUIPMENT. AND WE RUN OUR SOFTWARE ON IT. AND I'LL GO INTO MORE DETAIL AS WE NOW MOVE TO THE NEXT SLIDE. SO THIS SLIDE TALKS ABOUT ORGANIZATIONS THAT ARE LIVING IN A HYBRID WORLD, PARTIALLY IN ON-PREMISE DATA CENTERS THAT, THAT MANAGE. SO FOR EXAMPLE, WE HAVE MULTIPLE DATA CENTERS WHERE WE HAVE OUR OWN EQUIPMENT, WHERE WE, WE MANAGE, AND WE HAVE OUR OWN SOFTWARE. AND IT ALSO ALLOWS US IN AZURE TO STAND UP AND USE LICENSES THERE AS WELL AND USE THEM IN, IN BOTH PLACES IN A HYBRID MODE. THAT'S A, A TRUE BENEFIT OF THIS SOLUTION. UH, SO AS WE MENTIONED, THE MAIN PIECE OF THIS SLIDE IS A BOUND BEING CLOUD ENABLED IN THE BENEFITS DIRECTOR. CANTON ALLUDED TO SOME OF 'EM THAT I'LL REITERATE HERE AND REINFORCE. SO THE HITS DEPARTMENT STRATEGY, IT STRATEGIC PLAN IS TO CONSIDER CLOUD FIRST AND MOVE TO THE CLOUD AS WE'VE MENTIONED. SO WHAT IS MICROSOFT AZURE AND WHY SHOULD WE USE IT? IT'S MICROSOFT'S CLOUD OFFERING, AND I MENTIONED THAT THEY HAD, IT'S THEIR SERVERS AND THEIR EQUIPMENT AND THEIR DATA CENTERS. SO LET'S JUST GO BACK TO HOW IT IS TODAY IN OUR DATA CENTERS. WHEN WE WANT TO DEPLOY SOMETHING NEW, AN IMPORTANT BUSINESS APPLICATION FOR THE CITY, THEN WE NEED INFRASTRUCTURE TO DO THAT. WE HAVE TO DESIGN THE INFRASTRUCTURE. WE HAVE TO ORDER THE INFRASTRUCTURE. WE HAVE TO WORK THROUGH SUPPLY CHAIN CONSTRAINTS IN THE INDUSTRY TO RECEIVE THE EQUIPMENT. THEN WE HAVE TO SET IT UP, INSTALL, CONFIGURE, DEPLOY THE APPLICATIONS, AND THEN MANAGE AND MAINTAIN IT GOING FORWARD. A COMPLEX, CUMBERSOME AND TIME CONSUMING PROCESS THAT CAN TAKE MONTHS. SO ONE OF THE BENEFITS OF AZURE IS IT INCREASES OUR SPEED AND AGILITY. SO HOW DOES IT DO THAT? SO NOW IN A MATTER OF HOURS AND DAYS, WE CAN, WITH A CLICK OF A FEW MOUSE BUTTONS AND CLICKS, WE CAN STAND UP BRAND NEW INFRASTRUCTURE SET UP APPLICATIONS, AND VERY QUICKLY GET THEM GOING TO PROVIDE A SOLUTION TO THE CITY MUCH FASTER THAN IF WE'RE ON-PREM. IT ALSO REDUCES COMPLEXITY FOR THE REASONS I STATED EARLIER, WHICH MEANS ALL THE EQUIPMENT IS IN MICROSOFT MANAGED DATA CENTERS, THEY'RE RESPONSIBLE FOR THE DATA CENTER, AND WE'RE ONLY RESPONSIBLE FOR THE SOFTWARE, THE OPERATING SYSTEM, AND, UM, THE, UH, THE APPLICATIONS THAT ARE RUN ON TOP OF IT. SO THAT COVERS THE, THE TECHNICAL ASPECTS OF THE, OF THE, THE PRESENTATION. AND WE'D LIKE TO MOVE TO THE NEXT SLIDE FOR ANY QUESTIONS. THANK YOU VERY MUCH, MR. CRAWFORD AND DIRECTOR KENT. ANY QUESTIONS FROM COUNCIL MEMBERS? ALRIGHT, GREAT. UM, OH, I'M SORRY. SORRY. CAYMAN LINE. SORRY. YES. COUNCIL MEMBER CAYMAN. THANK YOU VICE CHAIR REALLY QUICKLY. AND DIRECTOR KENT, A BIG THANK YOU TO, UM, YOUR ENTIRE TEAM, NOT ONLY FOR, UM, THIS ITEM, BUT YOU ALL HAVE A HAND, AS MIKE SAID, IN ALL OF OUR ITEMS, UH, SPECIFICALLY RELATING TO LAW ENFORCEMENT. SO THANK YOU FOR THAT PARTNERSHIP AND YOUR TEAM. UM, I WANT AS IF WE'RE LOOKING AT GOING TO CLOUD, OBVIOUSLY THERE ARE SIGNIFICANT BENEFITS TO THAT. UM, CAN YOU TALK A LITTLE BIT MORE THOUGH ABOUT THE SECURITY AND SAFETY MEASURES, UM, AND ARE YOU ALL COMFORTABLE AND CONFIDENT WITH THOSE MEASURES IN PLACE, UM, AS IT RELATES TO, LET'S SAY, UM, CYBERSECURITY IF WE, IF WE ARE SHIFTING TO A CLOUD BASE? SURE. INFRASTRUCTURE. SURE. SO, SO REGARDLESS OF WHETHER WE ARE DEPLOYING AND MANAGING SOFTWARE AND INFRASTRUCTURE LOCALLY IN OUR DATA CENTERS OR IN A CLOUD LOCATION, WE HAVE TO WRAP THE NECESSARY CYBERSECURITY TOOLS AROUND THOSE ENVIRONMENTS. UM, THE CITY, WE, WE WON'T, UM, GET INTO DETAILS ABOUT SPECIFIC SECURITY CONTROLS THAT WE USE, BUT CERTAINLY THOSE ARE, UM, SOME OF THE FOREMOST CONSIDERATIONS THAT WE LOOK AT BEFORE WE MAKE THE DECISION TO GO THAT ROUTE. UM, WE ARE PART OF MICROSOFT'S GOVERNMENT CLOUD ENVIRONMENT, UM, AND WE LEVERAGE THE SAME TYPES OF TOOLS, WHETHER IT'S ON PREMISE OR IN THE CLOUD. AND SO WE ARE, WE'RE CONFIDENT THAT THE, UM, THE CLOUD DEPLOYMENTS THAT WE ARE DECIDING AND RECOMMENDING, UH, TO GO FORWARD WITH ARE SECURE. GREAT. AND I, YOU KNOW, DIRECTOR ALWAYS DEFER TO YOUR EXPERTISE THAT OF CHRIS AND OTHERS. UM, WE GOING BACK, YOU KNOW, TO THE CONCERN WE'RE TALKING ABOUT WHEN KRONOS HAD ISSUES, THE CITY OF HOUSTON ACTUALLY, UM, GOT VERY LUCKY BECAUSE WE CONTROLLED SOME OF THAT INFORMATION THAT OTHER ENTITIES DID NOT HAVE CONTROL OVER. ARE THERE ANY RISKS OR CONCERNS WITH THAT WHEN WE ARE, UM, BASICALLY HAVING SOMEBODY ELSE MANAGING OUR RECORDS IN OUR CLOUD, IN, IN THE CLOUD? SO IN THAT SCENARIO, OH, FOR FIRST OF ALL, NO COMPANY OR ENTITY [00:25:01] IS, UM, NOT GOING TO BE SUSCEPTIBLE TO CYBER CRIMINAL ACTIVITY, RIGHT? AND SO IN THE CASE OF KRONOS, UM, AND, AND THE UKG PRIVATE CLOUD INCIDENT, UM, THERE, THERE WERE SOME SITUATIONS WHERE, UM, HAD WE BEEN ON A DIFFERENT PRODUCT, UH, WE MIGHT NOT HAVE BEEN IMPACTED. BUT I HAVE NO CONCERNS AT THIS POINT THAT THE DIRECTION THAT WE ARE GOING FORWARD WITH, UH, WITH THE PROJECTS AND THINGS THAT WE ARE MOVING TO CLOUD, WHETHER IT BE AZURE OR OTHER, UM, CLOUD PROVIDERS, THAT WE ARE, UM, NOT PUTTING SUFFICIENT PROTECTIONS IN PLACE. BUT AGAIN, AS I ALWAYS EMPHASIZE, NO ONE, NOT EVEN THE FEDERAL GOVERNMENT OF ANY COUNTRY IN THE WORLD CAN, UM, GUARANTEE THAT SOMETHING IS NOT SUSCEPTIBLE TO SOME SORT OF CYBER COMPROMISE. GREAT. THANK YOU, DIRECTOR CHAIR ROBINSON. UH, THANK YOU CHAIR AND, UH, DIRECTOR KEN, I WANTED TO PICK UP ON A POINT THAT I THINK YOU MADE AS WELL AS BERT AND MR. CRAWFORD IN HIS, UH, PRESENTATION, NAMELY THAT THIS, UH, THIS MIGRATION AND, UH, UH, DIRECTION THAT WE'VE TAKEN TO GO, UH, TOWARD THE CLOUD WITH MICROSOFT, THAT THIS HAS BEEN A LONG TIME PROCESS, THAT THIS IS SOMETHING THAT WE'VE ANTICIPATED, WE'VE VISITED WITH YOU FREQUENTLY OVER THE MONTHS. AND JUST PERHAPS TO, TO REITERATE THAT ONCE AND LET IT SINK IN FOR COUNCIL MEMBERS TO UNDERSTAND THAT THIS, WHILE THIS IS ULTIMATELY A BIG DOLLAR ITEM ON THE BOTTOM LINE, IT IS ONE THAT, UH, REPRESENTS A SIGNIFICANT AMOUNT OF CONSOLIDATION AND A VERY, UH, DELIBERATE PROCESS THAT WE'VE ADHERED TO OVER RECENT YEARS IN THE MIGRATION OF OUR TECHNOLOGY. AND IF YOU COULD JUST, UM, PERHAPS TELL ME IF I'M WRONG ABOUT THAT OR WHAT I'VE GOT, CORRECT. NO, NO, SIR, YOU'RE RIGHT ON TARGET. WE, IT IS SOMETHING THAT WE HAVE BEEN WORKING ON AND PLANNING FOR YEARS. IT IS, UM, WE INCORPORATE OUR CHIEF INFORMATION SECURITY OFFICER AND OUR CYBERSECURITY PLANS AS, UH, INTEGRAL, UM, COMPONENTS OF THE DESIGN. AND SO THOSE ARE THINGS THAT ARE CONSIDERED FROM THE VERY BEGINNING OF ANY OF THESE CLOUD PROJECTS. THANK YOU. UM, APPRECIATE WHERE WE'RE GOING AND LOOK FORWARD TO VOTING. GREAT. YES, THANK YOU. I TOO LOOK FORWARD TO SUPPORTING THIS ITEM. UM, THANK YOU VERY MUCH. I THINK, UM, NO OTHER COUNCIL MEMBERS OR STAFF IN THE QUEUE. AND SO WE WILL MOVE ON TO THE NEXT. BEFORE WE DO, I WANNA ACKNOWLEDGE THAT OUR FIRE CHIEF IS IN THE, IN THE AUDIENCE HERE, UM, CHIEF SAM PENA, THANKS FOR JOINING US. AND NEXT WE WILL TALK ABOUT THE CITYWIDE MANAGED PRINT SERVICES CONTRACT. OKAY. AND SO AS WE ARE PULLING UP THE SLIDES FOR THAT PRESENTATION, AGAIN, THIS ONE FALLS UNDER THE, UH, OVERSIGHT OF OUR INFRASTRUCTURE DIVISION. SO BURT CRAWFORD WILL BE PRESENTING ON HOW WE ARRIVED AT THIS RECOMMENDATION AND WHAT WE ARE ASKING COUNCIL TO APPROVE. OKAY. THANK YOU EVERYONE. UM, SO THIS MORNING WE'LL BE TALKING ABOUT OUR CITYWIDE MANAGE PRINT SERVICES AWARD, TTI PRESENTATION. AND IF WE GO TO THE NEXT SLIDE, WE'LL KICK THIS OFF. UH, WE HAVE JUST COMPLETED AN EXTENSIVE RFP PROCESS WITH MULTIPLE BIDDERS, AND ONE BIDDER STOOD OUT WITH THE BEST OPTION, A BEST PROPOSAL, AND THAT WAS RICOH, USA INC. UH, IN 2016 HITS, IMPLEMENTED A NEW CITYWIDE MANAGEMENT SOLUTION WITH RICOH. THE CONTRACT WAS FOR FOUR YEARS WITH THREE ONE YEAR OPTION RENEWAL PERIODS. AND THAT CONTRACT INITIALLY DEPLOYED A BRAND NEW CITYWIDE PRINTER FLEET ACROSS ALL, ALL, ALL, ALL DEPARTMENTS, AND WAS NOT REFRESHED AT ALL DURING THAT TIME PERIOD. THE UPCOMING COUNCIL ACTION WILL AWARD A NEW CONTRACT FOR A CITYWIDE MANAGE PRINT SERVICE CALLED NPS. THE SERVICES INCLUDE DEPLOYMENT OF A BRAND NEW PRINTER FLEET ACROSS THE CITY TO REPLACE THE EXISTING RICOHS WITH NEW RICOH PRINTERS. IT INCLUDES FUNCTIONALITY AROUND, UH, PRINTING, COPYING, SCANNING, EMAIL, THE FAX, ALL ON A SINGLE DEVICE. IT PROVIDES BADGE READER CAPABILITY. SO WHEN SOMEONE AT, AT THEIR DESK PRINTS SOMETHING, THEY WALK UP TO THE PRINTER, SCAN THEIR BADGE, THEIR CITY BADGE, AND THEN THEIR PRINT JOBS ARE THERE. SO IF THERE IS, IF THEY'RE PRINTING MULTIPLE DOCUMENTS AND THEY REALIZE, WELL, I REALLY DON'T NEED THAT ONE, I CAN CANCEL IT TO SAVE MONEY, THAT'S HELPFUL. AND IT ALSO INCLUDES IN YEAR FIVE OF THE CONTRACT, SHOULD WE RENEW A BRAND OP AN OPTION FOR THE CITY IF WE CHOOSE TO, TO REFRESH ALL THE PRENEURS CITYWIDE AGAIN TO STAY CURRENT WITH TECHNOLOGY ALL IN THE SAME COST. THIS ALSO ALIGNS WITH A RECENTLY ANNOUNCED POLICY CALLED AP THREE DASH 41 FOR UNI MUNICIPAL BUILDING, DECARBONIZATION AND BENCHMARKING PROCEDURE. [00:30:01] AND HOW THIS ALIGNS WITH THAT SOLUTION IS IT PROVIDES SHARED NETWORK PRINTERS AND BUILDINGS AND REMOVES THE NEED FOR PEOPLE TO HAVE PERSONAL PRINTERS. ALL THESE PRINTERS ARE ALSO CONFIGURED THAT WHEN THEY'RE NOT IN USE, THEY GO TO SLEEP, WHICH REDUCES THE CARBON FOOTPRINT AND THE CENTRAL SOLI SOLUTION DEPLOYED. ALSO, WHEN A USER PRINTS A A DOCUMENT, BY DEFAULT, IT'S SET TO BLACK AND WHITE, WHICH IS CHEAPER, AND IT'S SENT TO PRINT AND DUPLEX, WHICH IS THE FRONT SIDE OF THE PAGE AND THE BACK SIDE OF THE PAGE. NOW THE USER, IF THEY NEED TO, TO DO SOMETHING DIFFERENT, HAS THE ABILITY TO CUSTOMIZE IT AND CHANGE IT, BUT THAT'S DONE UPON PURPOSE TO ALSO HELP US SAVE MONEY. UM, SO, AND AS WE JUMP IN, THE PREVIOUS CONTRACT AMOUNT WAS $13,170,000 OR SOMETHING, $170,230 AND 68 CENTS. THIS IS OVER A FIVE YEAR PERIOD. SO I WANT YOU TO REMEMBER THAT THE NEW CONTRACT AMOUNT IS $12,672,166 AND 22 CENTS OVER AN EIGHT YEAR TIME PERIOD. THE CONTRACT TERM IS FOUR YEARS WITH ONE FOUR YEAR OPTION RENEWAL SHOULD WE CHOOSE TO TAKE IT. AND THE GOAL FOR MWBE IS, IS 6%. THE PREVIOUS CONTRACT IS EXPIRES THIS NOVEMBER, AND WE'RE, WE'RE CHOOSING NOT TO TAKE IT FORWARD, BUT THE TRANSITION TO THE NEW CONTRACT AND THE NEW CONTRACT IS EN ENCOMPASSES MULTIPLE AREAS. IT'S THE LEASE COSTS FOR THE PRINTERS OVER THE EIGHT YEAR PERIOD. IT'S THE USAGE COSTS, WHICH I'LL GET INTO ON THE NEXT SLIDE AS WE BREAK IT DOWN IN MORE DETAIL. AND THEN ANTICIPATED CONTINGENCY THAT WE HAVE FOR TRANSITION TO THE NEW SOLUTION AND PROJECTED GROWTH THROUGHOUT THE REST OF THE CONTRACT. SO IF WE CAN PLEASE NOW MOVE TO THE NEXT SLIDE. WE WANT TO GO INTO A PRICE COMPARISON OF THE TOP TWO VENDORS AND FOCUS ON THE TOP SECTION FIRST, WHICH IS THE MONTHLY OVERALL COSTS. AND THE NEW PROPOSED MONTHLY COSTS INCLUDE THE FIRST FOUR YEARS OF THE LEASE AGREEMENT. I'LL EXPLAIN WHY THAT IN A MINUTE. THE, THE, THE, THE USAGE COST, WHICH THE VENDORS' TERMS IS CLICK TO PRINT AND CONTINGENCY. SO THE, WE DID A FOUR YEAR FOCUSED FOR THE LEASE COST ONLY TO, SO WE COULD DO AN APPLES TO APPLES COMPARISON. SO MEANING RICOH CAME IN WITH THE STRONGEST BID AND GAVE US OPTIONS, YOU CAN RENEW AND REFRESH AFTER GOING INTO YEAR FIVE IF YOU RENEW THE CONTRACT, OR YOU CAN KEEP THE EXISTING PRINTERS FOR THE DURATION OF THE EIGHT YEARS. NOW THE SECOND PLACE BIDDER ONLY GAVE US THE OPTION TO KEEP THE CURRENT PRINTERS. THERE WASN'T A, WASN'T AN ALTERNATIVE OPTION. SO TO KEEP DO AN APPLES TO APPLES COMPARISON, WE CHOSE TO GO WITH THE FIRST FOUR YEARS ONLY. SO NOW AS WE GET INTO THE NUMBERS, THE, THE, THE COST FOR RICO USA INC THAT WE HAVE PROJECTED PER MONTH IS $132,747 AND 50 CENTS. THE SECOND PLACE BIDDER CAME IN AT $140,391 AND 67 CENTS. AS WE COMPARE THAT TO THE CURRENT MONTHLY AVERAGE COST THAT WE'RE SPENDING TODAY OF $176,447, BY MERELY MOVING FROM THE OLD CONTRACT TO THE NEW CONTRACT WITH ALL THE NEW CAPABILITIES, WE'RE GONNA SAVE ALMOST $44,000 A MONTH OUT OF THE GATE FOR THE DURATION OF THE CONTRACT. SO SIGNIFICANT SAVINGS. NEXT, LET'S LOOK AT THE BOTTOM PART OF THE SLIDE, WHICH IS OUR, I CALL IT THE USAGE CONTENT, WHICH IS CLICK TO PRINT IN THE INDUSTRY TERMS. SO YOU, YOU CAN SEE IN THE TABLE HERE THAT BY HOW WE HAVE A TABLE FORMAT FOR RICOH, AND THEN THE SECOND PLACE BIDDER, EACH BIDDER SUBMITTED THAT EVERY TIME A PERSON PRINTS A PIECE OF PAPER, WHETHER IT'S BLACK AND WHITE, FOR EACH PIECE OF PAPER THERE'S A COST. IF THEY PRINT A COLOR PRINTER PRINTOUT, IT'S AN, IT'S IN DIFFERENT COST AND MORE EXPENSIVE. AND IF YOU SEE AT THE TABLE, IN BOTH CASES, RICOH USA HAS A LOWER PRICE PER PRINT THAN THE SECOND PLACE BIDDER. SO WE THEN, WHAT WE DID AS PART OF THE RFP THAT ALL VENDORS HAD ACCESS TO WAS WE PROVIDED OUR ACTUAL PRINT VOLUME USAGE DATA FROM CALENDAR YEAR 2019 FOR THE ENTIRE YEAR FOR, FOR AMOUNT OF COLOR PRINTOUTS MADE A NUMBER OF BLACK AND WHITE COLOR PRINTOUTS MADE. AND WE PROJECTED THAT OVER THE EIGHT YEAR CONTRACT. AND BY GOING WITH RICOH FOR THE FULL EIGHT YEARS OVER THE SECOND PLACE BIDDER, WE ANTICIPATE SAVING THE CITY $465,281 AND 48 CENTS. SO OVERALL, AS BEFORE WE MOVE TO THE NEXT PIECE OF THE SECTION, I WANNA MAKE SURE WE HAVE SOME CALL OUTS THAT I MEANT TO SAY ON THE PREVIOUS SLIDE THAT I MISSED. THE NEW CONTRACT IS MUCH CHEAPER FOR PRINTING OVER A MUCH LONGER TIME PERIOD. THE NEW CONTRACT HAS COST SAVINGS OVER THE PRIOR CONTRACT, AND THE NEW CONTRACT AFTER FOUR YEARS ALLOWS US TO STAY CURRENT WITH TECHNOLOGY AND REFRESH WHEREVER IT MAKES SENSE. SO THIS, WE BELIEVE THIS NEW CONTRACT IS A, IS A SIGNIFICANT IMPROVEMENT TO THE MANAGE PRINT COSTS AND SOLUTION TO THE CITY. SO NOW IF YOU CAN PLEASE TAKE US THROUGH TO THE, TO THE NEXT SLIDE. I HAVE TWO SLIDES HERE AND REALLY JUST WHAT I WANT TO, THE POINTS I WANNA GET ACROSS THESE TWO, AND WE CAN FLOW BACK AND FORTH BETWEEN THE TWO. BUT THE MAIN POINT IS WE ASKED FOR THE VENDORS TO PROVIDE STANDARDIZED MODELS. SO [00:35:01] WHAT RICOH CAME BACK WITH WAS SIX TOTAL MODELS. ON THE NEXT SLIDE, THERE'S THREE COLOR ON THIS SLIDE. THERE'S THREE BLACK AND WHITE. AND, AND THEY DO IT BY VOLUME. SO IT'S A LARGE SIZE VOLUME PRINTING AND A BUILDING FOR A FLOOR FOR, DEPENDING ON THE USE CASE OF THE DEPARTMENT, MEDIUM SIZE, SMALL SIZE. BUT THE MAIN POINT THAT I WANNA GET ACROSS IS, AS CITY EMPLOYEES GO FROM BUILDING TO BUILDING WHERE THE RICOH SOLUTIONS DEPLOYED, THE END USER EXPERIENCE IS THE SAME, IT'S THE SAME PRINTER, THE SAME CONFIGURATION, YOU FOLLOW THE SAME PROCESS. AND IF YOU DON'T HAVE TO LEARN SOMETHING NEW WHEN YOU DO THAT. SO THAT'S THE MAIN CALL OUT FOR STANDARDIZATION FOR THE BLACK AND WHITE SLIDE. AND IF WE GO TO THE, THE NEXT SLIDE, I'LL, I HAVE A SIMILAR PICTURE OF THE COLOR ONES. I'M SORRY. THERE YOU GO. UM, AGAIN, FOR LARGE, MEDIUM AND SMALL SIZE VOLUME BASED ON HOW THE DEPARTMENTS AND DIVISIONS PRINT AND THE MAIN CALL OUT HERE IS THESE ARE THE CURRENT MODELS FOR THAT WE WOULD DEPLOY GOING FORWARD. AND AGAIN IN YEAR FIVE, WHICH WE DIDN'T HAVE BEFORE, WE HAVE THE ABILITY TO REFRESH AGAIN, TO STAY CURRENT WITH TECHNOLOGY AND THE LATEST AND GREATEST INNOVATIVE INNOVATIONS IN, IN FIVE YEARS THAT WE CAN THEN TAKE ADVANTAGE OF. IT'S ALREADY INCLUDED IN THE COST OF THE CONTRACT. SO THAT COVERS EVERYTHING THAT WE WERE GONNA PRESENT TODAY ON THE CITYWIDE MANAGE PRINT SERVICES CONTRACT. I'D LIKE TO MOVE TO THE Q AND A SLIDE. THANK YOU VERY MUCH. I LOVE THIS PRESENTATION. I HATE PRINTING ANYTHING. SO TO SEE THAT WE'RE GETTING A LONGER TERM CONTRACT FOR LESS MONEY, WE DON'T SEE THAT TOO OFTEN HERE AT THE CITY. LESS MONEY. SO EIGHT YEARS THAT, THAT 12 MILLION'S FOR THE WHOLE EIGHT YEARS, RIGHT? YES MA'AM. AND THIS IS JUST FOR OFFICE PRINTING? THIS ISN'T PRINTING WATER BILLS OR NO, THIS IS JUST LIKE US ALL, EVERYBODY IN EVERY DEPARTMENT. YES, CORRECT. PRINTING WHAT THEY NEED TO PRINT. YES. I WOULD LOVE TO SEE THAT BREAKDOWN. YOU HAD THE CHART. IF WE COULD GO BACK TO THE CHART OF THE, OF THE, WITH THE, YOU KNOW, COLOR AND BLACK AND WHITE. IT'S SLIDE SITUATION. SLIDE THREE. THERE YOU GO. SO THAT TOTAL SPEND, UM, BASICALLY THAT, WHAT'S THE NUMBER OF OUR TOTAL SPEND, THE 4.8 UNDER THIS CONTRACT ANTICIPATED FOR THE, THIS IS THE CLICK TO USE PART. THIS IS THE USAGE COSTS IS $4,800,584 AND 54 CENTS. YEAH. THAT'S NOT THE THE EQUIPMENT THAT'S JUST, THAT'S JUST THE USAGE. YEAH. EVERYBODY AT THEIR COMPUTERS. OKAY, EVERYBODY LOOK AT THAT $4.8 MILLION. SO THINK BEFORE YOU CLICK MM-HMM . IF IT'S SOMETHING YOU CAN LOOK AT ON YOUR LAPTOP. HATE TO LECTURE EVERYBODY, BUT UH, YOU KNOW, ONE DAY MAYBE WE DON'T HAVE THIS CONTRACT, YOU KNOW, AT COMING TO THE CITY WHEN, WHEN THINGS ARE REALLY PROG HAVE REALLY PROGRESSED. I KNOW THERE IS A NEED TO STILL PRINT THINGS. UM, ABSOLUTELY. AND WHEN WE'RE HAVE PUBLIC FACING THINGS, THERE IS. OKAY, THAT'S MY SOAPBOX. I WILL GO TO CHAIR ROBINSON. UH, CHAIR ALCORN. I I JUST REALLY WANTED TO COME IN BEHIND YOU AND SAY THAT I TOO AM VERY EXCITED ABOUT THIS PROJECT. IT NOT ONLY REPRESENTS POTENTIAL SAVING OF PAPER AND THE ENVIRONMENT AND, AND CASH MONEY TO THE CITY OF HOUSTON, BUT IT ALSO ALIGNS, UM, WITH THE RESILIENT HOUSTON PLAN AND SOME OF OUR, OUR GOALS WITH WITHIN THE CLIMATE ACTION PLAN. I KNOW DIRECTOR KENT AND, UH, UH, MR. CRAWFORD AND, UH, WE'VE SPOKEN ABOUT IN PREPARING FOR THIS PRESENTATION. SO I DON'T KNOW DIRECTOR, UH, OR BERT IF YOU HAVE ANYTHING YOU'D LIKE TO ADD ABOUT THAT. BUT IT IS CONSISTENT AND ONE OF THOSE THINGS THAT I THINK WE SHOULD COMMEND THE DEPARTMENT FOR. YES, WE'RE VERY EXCITED ABOUT IT. 'CAUSE IT DOES ALIGN WITH THE CITY STRATEGIES AND POLICIES AND CON CONTRIBUTE SIGNIFICANTLY TO IT. THANK YOU CHAIR. AND, UM, COUNCIL MEMBER EVAN SHABBAT STAFF FROM COUNCIL MEMBER EVAN SHABBAT. OH, OKAY. ALRIGHT. . BYE PLEASE. NO, I, STEVEN MAY HAVE A QUESTION. I DON'T HAVE ONE. YES. GOOD MORNING VICE CHAIR. THANK YOU. GOOD MORNING FOR SUCH A DETAILED PRESENTATION. I HAVE A QUICK QUESTION. THE CURRENT MACHINES WE HAVE NOW, WHAT HAPPENS TO THEM? THE, THE WHAT? IT'S, IT'S SIMPLER BECAUSE WE, WE HAVE THE INCO VENDOR, SO THEY'LL COME IN AND HELP US. THEY WILL TAKE THE OLD ONE, REMOVE THEM, AND WE WILL DEPLOY THE NEW ONES IN A COORDINATED AND CONTROLLED FASHION WITH TRAINING AVAILABLE TO END USERS BEFORE WE GO THERE. SO WE MAKE SURE IT'S A SMOOTH AND SEAMLESS TRANSITION. WONDERFUL. BUT I'M MORE INTERESTED QUESTION THE PHYSICAL DEVICE THAT'S BEING REMOVED AWAY, DOES THE CITY CURRENTLY OWN THAT? NO, IT'S, IT'S, IT'S LEASE. IT'S A LE WE PAY FOR A LEASE. SO WE WERE GOING AND BEING INTO ANOTHER LEASE AGREEMENT WITH BRAND NEW EQUIPMENT. YES SIR. OUTSTANDING. THANK YOU. THANK YOU. NOT SEEING ANY OTHER QUESTIONS. I WOULD LIKE THIS TO KNOW IF I COULD GET THIS CHART, UM, BROKEN DOWN BY DEPARTMENT. SURE. THAT WOULD BE HELPFUL FOR ME. THANK YOU VERY MUCH. GREAT PRESENTATION. LOOKING FORWARD TO SUPPORTING IT WHEN IT COMES FOR A VOTE. AND IT SOUNDS LIKE A LOT OF DUE DILIGENCE. HOW LONG WAS THE PROCESS IN, IN PROCURING THIS NEW CLOSE TO A YEAR? YEAH, [00:40:01] TOOK A YEAR TO GET I'M SURE A LOT OF GOOD NEGOTIATING TAKING PLACE. THANK YOU. ALRIGHT, WE WILL MOVE ALONG TO OUR LAST PRESENTATION, WHICH IS THE MOTOROLA SUPPORT SERVICES CONTRACT. AND I BELIEVE WE'LL BE JOINED BY NICK CURRAN, ASSISTANT DIRECTOR, INFRASTRUCTURE AND PUBLIC SAFETY COMMUNICATIONS. YEP. THANK YOU. AND ONCE, ONCE AGAIN, MY NAME IS NICK CURRAN, THE ASSISTANT DIRECTOR FOR THE PUBLIC SAFETY COMMUNICATIONS DIVISION WITHIN HITS. UH, UH, NEXT SLIDE PLEASE. SO THE PURPOSE OF THIS PRESENTATION IS TO REQUEST SPENDING AUTHORITY OF OPERATIONAL AND U OSSI FUNDING FOR THE PURCHASE OF CRITICAL SERVICES FOR MOTOROLA. THE PRIMARY SERVICE IS AN ANNUAL SYSTEM UPGRADE AGREEMENT. THE UPGRADE IS DONE EVERY TWO YEARS AND IS REQUIRED TO BE DONE IN CONCERT WITH OUR SHARED SYSTEM PARTNERS, PRIMARILY HARRIS COUNTY. THE OTHER SERVICES INVOLVED INCLUDE AFTER HOURS MONITORING WITH TECHNICIAN, DISPATCHING, REMOTE TECH SUPPORT AND SECURITY PATCHING FOR THE RADIO NETWORK INFRASTRUCTURE AND VOICE LOGGERS. THE TOTAL REQUEST IS JUST OVER 9 MILLION FOR FOUR YEARS. UH, NEXT SLIDE PLEASE. OKAY. SO THIS SLIDE GIVES A MORE DETAILED DESCRIPTION OF THOSE SERVICES. WHILE THEY ALL PLAY A CRITICAL ROLE IN ENSURING THE RADIO NETWORK STAYS STABLE. THE SYSTEM UPGRADE AGREEMENT ADDRESSES THE NEED FOR CURRENT SYSTEM RELEASE VERSIONS AND EQUIPMENT REFRESH CYCLES. THE PRIMARY EXAMPLES OF EQUIPMENT REFRESH INCLUDE ALL WINDOWS BASED DEVICES LIKE SERVERS, DISPATCH, PCS, AND THE NETWORK EQUIPMENT. UH, NEXT SLIDE PLEASE. AND HERE'S AN ANNUAL BREAKDOWN OF COST PER SERVICE. YOU WILL NOTICE A LARGE INCREASE IN THE COST OF SYSTEM UPGRADE AGREEMENT. THE REASON FOR THIS INCREASE IS THE FIRST YEAR OF THIS PROPOSED CONTRACT IS THE FINAL YEAR OF THE PREVIOUS FIVE YEAR QUOTE. DURING THAT FIVE YEARS, WE ADDED 4G REDONE AT PRIME SITES AS WELL AS IMPROVE THE RADIO COVERAGE ALONG THE WESTERN I 10 CORRIDOR FROM SIX 10 TO THE BELTWAY. MOTOROLA AGREED TO HONOR THE PREVIOUSLY GIVEN COST, BUT NEEDED TO RIGHT SIZE IT GOING FORWARD. UH, NEXT SLIDE PLEASE. AND THE USERS OF THE RADIO NETWORK INCLUDE OVER 30 AGENCY PARTNERSHIPS IN ADDITION TO THE CITY DEPARTMENTS THAT WE ALSO PROVIDE SERVICES TO. AND THESE ARE JUST A FEW OF THEM. AND THE NEXT SLIDE, UH, ARE THERE ANY QUESTIONS ABOUT THE PROPOSAL? THANK YOU MR. KERN FOR THAT SPEEDY PRESENTATION. DO I SEE ANY QUESTIONS FROM COUNCIL MEMBERS OR STAFF? I DO NOT. ALRIGHT, THANK YOU EVERYONE. THANK YOU VERY MUCH. ALRIGHT. I DO BELIEVE WE HAVE ONE PUBLIC SPEAKER, UM, MR. DOUG SMITH WHO'S JOINED US IN CHAMBER. WELCOME, MR. SMITH. I, UM, HAVE SEVERAL QUESTIONS THAT I'LL GO QUICKLY AS POSSIBLE, UH, IN THE, UH, FIRST PRESENTATION, UH, WHAT IS BAFFLE, UH, THE, UH, BEST AND FA BEST AND FINAL OFFER? BEST AND FINAL OFFER. OKAY. 'CAUSE THAT WAS THE TERM I WAS NOT FAMILIAR WITH IN THE HITS PRESENTATION. UH, THE CLOUD MYSTIFIES ME, UH, I'M NOT QUITE SURE. AND SINCE THERE WERE NO QUESTIONS, MAYBE IT MYSTIFIES EVERYBODY. I'M NOT POSITIVE. UH, BUT IF I UNDERSTAND IT CORRECTLY, UH, WE BASICALLY WILL BE DOING AWAY WITH OUR DATA CENTER AND IT WILL GO TO MICROSOFT, UH, UH, THROUGH AZURE. THAT'S THE SECOND QUESTION THAT I HAVE. AND, UH, REGARDING THE, UH, MOTOROLA SUPPORT SERVICES, UH, WE HEARD HORROR STORIES ON NINE 11 ABOUT THE EMERGENCY PERSONNEL NOT BEING ABLE TO COMMUNICATE BECAUSE THEY WERE ON DIFFERENT FREQUENCIES. ARE ALL OF THE AGENCIES THAT ARE PART OF THIS AGREEMENT ON THE SAME, UH, FREQUENCY SO THAT IF THERE'S AN EMERGENCY THEY CAN COMMUNICATE EASILY WITH EACH OTHER. AND FINALLY, UH, AT THE BFA COMMITTEE MEETING ON TUESDAY, THERE WAS A DISCUSSION ABOUT D-D-S-R-F FUNDS, UH, AND E EXPENDITURES FOR STREETS AND BRIDGES AND SOME OF THE OTHER THINGS. AND I THINK IT'S PROBABLY BEEN THREE YEARS NOW, UH, SINCE CAROL HADDOCK MADE A MAJOR PRESENTATION ON THE D-D-S-R-F FUNDS. IT WAS A FANTASTIC PRESENTATION. I THINK IT'S BEEN AT LEAST THREE YEARS. AND I WOULD LIKE TO SEE IF YOU WOULD CONSIDER HAVING HER UPDATE THAT PRESENTATION AND TAKING A LOOK AT IT AGAIN. SO THOSE ARE MY QUESTIONS. O ON THE LATTER SUBJECT, I'LL CERTAINLY DEFER TO THE CHAIR, BUT THAT IS A GREAT IDEA. I THINK IT IS IN, UH, WE NEED TO VERY, VERY CLEAR WHAT THE PUBLIC ABOUT THE THREE DIFFERENT POTS OF MONEY ON THE D-D-S-R-F AND WHAT HAS BEEN SPENT AND, AND ON THE, UH, CLOUD ISSUE. WE ARE NOT ELIMINATING ALL DATA CENTERS. IT'S MY UNDERSTANDING, UM, THE CLOUD WE'RE, [00:45:01] WE'RE MIGRATING TOWARDS MORE ON THE CLOUD, BUT WE WON'T BE ELIMINATING OUR DATA CENTERS. AND I'LL HAVE TO, WE'LL HAVE TO GET BACK WITH YOU ON THE PUBLIC SAFETY FREQUENCY THING. UM, THAT WAS A GOOD QUESTION AND, AND CHAIR CAME AND YOU MIGHT HAVE, SHE'S IN THE QUEUE, SO MAYBE SHE HAS A, AN ANSWER FOR THAT. GO AHEAD. THANK YOU VICE CHAIR. I ACTUALLY DIDN'T, UM, HAVE A RESPONSE FOR THAT, ALTHOUGH I'M SURE WE CAN GET ONE. UM, I JUST WANTED TO SAY IT'S, UH, REALLY NICE TO SEE, UH, DOUG, UH, I KNOW HE WAS AT COUNCIL EARLIER THIS WEEK AND I, DOUG, I JUST WANTED TO WELCOME YOU 'CAUSE UH, I HAVEN'T, UM, SEEN YOU AS OFTEN AS, AS WE LIKE TO SEE YOU. WE'LL, WE'LL MAKE SURE WE GET THOROUGH RESPONSES TO ALL OF THOSE QUESTIONS. WE'VE GOT HIM DOWN. BUT APPRECIATE THAT YOUR ATTENTION TO THIS AND ALL CITY MATTERS. DOUG SMITH, CAN I JUST MAKE ONE FINAL COMMENT? I WANT TO ECHO WHAT YOU SAID REGARDING THE PRINTER, UH, PRESENTATION. THAT WAS FANTASTIC. THERE WERE TWO GREAT THINGS THAT I TOOK FROM THAT YOU CAN USE YOUR BADGE TO ACCOUNT FOR, WHICH I'VE NEVER HEARD OF BEFORE. UH, LOVE THAT. AND THE FACT THAT THEY'RE GOING TO HAVE THE SAME MACHINES THROUGHOUT THE ENTIRE CITY. 'CAUSE IT'S ALWAYS BEEN A HASSLE TO GO TO A DIFFERENT DEPARTMENT, TRY TO FIGURE OUT HOW THE MACHINE WORKS. SO THOSE ARE TWO GREAT THINGS THAT I TOOK FROM THIS, SO THANK YOU. GREAT. AND THANK YOU FOR YOUR CONTINUED, UM, DILIGENCE AND KEEPING US ON OUR TOES. DOUG SMITH. ALRIGHT, CHAIR ROBINSON, DO YOU HAVE ANYTHING TO ADD TO CLOSE US OUT? WELL, UH, PERHAPS ONLY, UH, VICE CHAIR AND THANK YOU FOR YOUR LEADERSHIP. I I'M GOING TO NOTE HERE AT THE BOTTOM OF OUR, UH, NOTES THAT, UH, THE PRESENTATIONS WILL BE AVAILABLE ON THE TTI WEBSITE. UH, THAT'S WWW.HOUSTONTX.GOV/COUNCIL/COMMITTEES/TTI HTML. AND WITH THAT, UH, OUR NEXT MEETING WILL BE HELD ON THURSDAY, OCTOBER 6TH, 2022 AT 10:00 AM AND WITH THAT MADAM CHAIR, I UH, WANNA THANK EVERYONE AGAIN FOR GREAT PRESENTATIONS AND WE ARE ADJOURNED. THANK YOU. * This transcript was created by voice-to-text technology. The transcript has not been edited for errors or omissions, it is for reference only and is not the official minutes of the meeting.