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Clinton County approves $226,931 server purchase and interlocal with city to protect Spillman public-safety system
Summary
Commissioners voted to accept a $226,931.20 quote from ACCS and sign an interlocal agreement with the city to split the cost of replacing the county's Spillman public-safety server; migration and a backup server are included and installation is expected to take months.
Renee, a department head, told commissioners that "Spillman is our public safety software that all of us use in Clinton County, police, fire, EMS, dispatch" and said the consolidated dispatch server is roughly "6 going on 7 years" old and needs replacement. She warned that if the server failed, dispatch and recordkeeping would be severely disrupted: "we would be...dead in the water".
Renee said the county solicited quotes and received an original Motorola estimate of $260,754 in July and a July quote from Tim/ACCS of $184,644. Both vendors provided updated prices: Motorola's Jan. 2 revised quote was $326,937.34, while Tim/ACCS submitted a revised quote for $226,931.20 that includes a second (backup) server. Renee said the county has not yet decided where to house the backup server but suggested options such as Frankfort police or the city's data center.
Commissioners asked about lifecycle and contingency. One commissioner noted the current server's expected life of about seven years; Renee said the ACCS quote includes migration work and estimated migration-related costs at roughly $10,000. She also reported that Motorola had included about $5,000 for GIS migration but that county contractors Crossroads will perform GIS mapping migration at no additional charge because maintenance has already been paid.
County staff said the city and county discussed splitting the cost 50/50 pending approvals by the county commissioners, county council, city board and board of works. The presiding officer asked for a motion to accept ACCS's quote and approve an interlocal agreement not to exceed $230,000 to cover the project and a small cushion for contingencies. A commissioner moved; another seconded; the chair stated, "motion carries 3 0." The board approved the ACCS quote and directed staff to sign and forward the interlocal to the city so work can proceed. Officials said hardware delivery, installation and migration mean the system likely will be operational in roughly six months.
The county will split the quoted cost with the city contingent on the city's approvals; details about exact payment schedules and hosting for the backup server have not been finalized and were described as staff-level decisions that Tim would handle.
Next steps: the ACCS contract will be executed and the interlocal agreement sent to the city; staff will plan for migration and determine the backup server location and timeline.
