Agenda Item
c. Central Square Pro Records Cloud Platform Services (Not to exceed $187,049.80)
Summary: Presented by: Mr. Elijah Palmer, Chief of Staff, Chief of Staff Division
Request: It is requested that the Board of Education approve the purchase of Central Square Software for Records Management in the amount of $187,049.80.
Why: The purchase of Central Square Technologies' Public Safety Suite is a strategic investment aimed at enhancing operational efficiency, officer safety, and service delivery within our department. Central Square provides an integrated platform that streamlines critical law enforcement functions such as dispatch, records management, mobile field reporting.
Details: Records Management System (RMS)
Enables officers to create, manage, and access police reports, case files, evidence logs, and arrest records.
Helps with compliance and reporting to state and federal agencies.
Mobile and Field Reporting
Officers can file reports, access criminal records, and view dispatch info from their patrol cars or mobile devices.
Reduces time spent at the precinct and increases field efficiency.
Integration Capabilities
Integrates with body-worn camera systems and other tech platforms to centralize operations
Financial impact: This purchase will be allocated under the Professional and Tech Services GL Account in the amount of $187,049.80.
100.2600.53000.40211.7510.9990.8010.010.0000 Professional/ Tech Services
Contact: Mr. Elijah Palmer, Chief of Staff, Chief of Staff Division
Mr. Tracey L. Whaley, Executive Director of Public Safety, Chief of Staff Division, 678.873.8921
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
Quote prepared on:
March 18, 2025
Quote prepared by:
Ron Jacobs
ronald.jacobs@centralsquare.com
Quote #: Q-214122 Quote prepared for:
Primary Quoted Solution: PSJ Pro Terrence Smith
Quote expires on: September 14, 2025 DeKalb County School District
5861 Memorial Dr
Stone Mountain, GA 30083
(678) 676-2157
Thank you for your interest in CentralSquare. CentralSquare provides software that powers over 8,000 communities. More
about our products can be found at www.centralsquare.com.
WHAT SOFTWARE IS INCLUDED?
_____
DEMS
PRODUCT NAME QUANTITY UNIT PRICE TOTAL
1. CentralSquare DEMS Annual 1 9,828.00 9,828.00
Subscription Fee
2. CentralSquare DEMS Extended Video 1 2,210.00 2,210.00
Library Annual Subscription Fee
DEMS Software Total 12,038.00 USD
RMS
PRODUCT NAME QUANTITY UNIT PRICE DISCOUNT TOTAL
3. CentralSquare Pro Records 91 400.00 - 16,016.00 20,384.00
Cloud Officer Annual
Subscription Fee
4. CentralSquare Pro Records 1 30,000.00 - 13,200.00 16,800.00
Cloud Platform Annual
Subscription Fee
5. CentralSquare Xtend Citation 1 2,000.00 - 880.00 1,120.00
Annual Subscription Fee
6. CentralSquare Xtend Crash 1 2,000.00 - 880.00 1,120.00
Annual Subscription Fee
7. CentralSquare Xtend User 91 175.00 - 7,007.00 8,918.00
Annual Subscription Fee
8. Records PS Pro GA GEARS 1 4,770.00 - 2,098.80 2,671.20
Interface (Export) Annual
Subscription Fee
RMS Software Subtotal 91,095.00 USD
RMS Software Discount - 40,081.80 USD
RMS Software Total 51,013.20 USD
MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:
March 18, 2025
Quote prepared by:
Ron Jacobs
ronald.jacobs@centralsquare.com
SUITE
PRODUCT NAME QUANTITY UNIT PRICE DISCOUNT TOTAL
9. CentralSquare Pro Cloud 1 1,310.00 - 576.40 733.60
Personnel Annual Subscription
Fee
10. Field Ops Subscription (for Pro 92 120.00 - 4,857.60 6,182.40
Mobile users) Annual
Subscription Fee
11. Public Safety Citizen Reporting 1 5,000.00 5,000.00
(RMS) Annual Subscription Fee
SUITE Software Subtotal 17,350.00 USD
SUITE Software Discount - 5,434.00 USD
SUITE Software Total 11,916.00 USD
SOFTWARE SUMMARY
_____
Software Subtotal
120,483.00 USD
Software Discount - 45,515.80 USD
Software Total 74,967.20 USD
WHAT SERVICES ARE INCLUDED?
_____
DEMS
DESCRIPTION TOTAL
1. CentralSquare DEMS Services - Fixed Fee 2,600.00
DEMS Services Total 2,600.00 USD
SERVICES
DESCRIPTION TOTAL
2. Public Safety Consulting Services - Fixed Fee 20,475.00
3. Public Safety Project Management Services - Fixed Fee 18,330.00
4. Public Safety Technical Services - Fixed Fee 53,040.00
5. Public Safety Training Services - Fixed Fee 18,135.00
6. Public Safety Travel & Living Expenses Estimate 13,800.00
Services Services Subtotal 123,780.00 USD
Services Services Discount - 14,297.40 USD
Services Services Total 109,482.60 USD
MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:
March 18, 2025
Quote prepared by:
Ron Jacobs
ronald.jacobs@centralsquare.com
SERVICES SUMMARY
_____
Services Subtotal 126,380.00 USD
Services Discount - 14,297.40 USD
Services Total 112,082.60 USD
QUOTE SUMMARY
_____
Software Subtotal
120,483.00 USD
Services Subtotal
126,380.00 USD
Quote Subtotal 246,863.00 USD
Discount - 59,813.20 USD
Quote Total 187,049.80 USD
MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:
March 18, 2025
Quote prepared by:
Ron Jacobs
ronald.jacobs@centralsquare.com
WHAT ARE THE RECURRING FEES?
_____
TYPE AMOUNT
FIRST YEAR MAINTENANCE TOTAL 0.00
FIRST YEAR SUBSCRIPTION TOTAL 74,967.20
FIRST YEAR RECURRING SERVICES TOTAL 0.00
The amount totals for Maintenance and/or Subscription on this quote include only the first year of software use and
maintenance.
This Quote is not intended to constitute a binding agreement. The terms herein shall only be effective once incorporated into a
definitive written agreement with CentralSquare Technologies (including its subsidiaries) containing other customary
commercial terms and signed by authorized representatives of both parties.
BILLING INFORMATION
_____
Fees will be payable within 30 days of invoicing.
Please note that the Unit Price shown above has been rounded to the nearest two decimal places for display purposes only.
The actual price may include as many as five decimal places. For example, an actual price of $21.37656 will be shown as a
Unit Price of $21.38. The Total for this quote has been calculated using the actual prices for the product and/or service, rather
than the Unit Price displayed above.
Prices shown do not include any taxes that may apply. Any such taxes are the responsibility of Customer. This is not an
invoice.
For customers based in the United States or Canada, any applicable taxes will be determined based on the laws and
regulations of the taxing authority(ies) governing the "Ship To" location provided by Customer on the Quote Form.
PAYMENT TERMS
_____
Travel & Living Expenses
- Due as Incurred
MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:
March 18, 2025
Quote prepared by:
Ron Jacobs
ronald.jacobs@centralsquare.com
PURCHASE ORDER INFORMATION
_____
Is a Purchase Order (PO) required for the purchase or payment of the products on this Quote Form? (Customer to complete)
Yes [ ] No [ ]
Customer’s purchase order terms will be governed by the parties’ existing mutually executed agreement, or in the absence of
such, are void and will have no legal effect.
PO Number:
_______________________________________
Initials:
_____________________________________________
MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:
March 18, 2025
Quote prepared by:
Ron Jacobs
ronald.jacobs@centralsquare.com
ATTACHMENT A
Terms and Conditions for On-Prem Subscriptions
BY INDICATING YOUR ACCEPTANCE, OR BY USING THE SOFTWARE, YOU ACCEPT THE TERMS AND CONDITIONS
AS STATED HEREIN.
1. Subscription Access. Customer is purchasing subscription priced software under this Quote. So long as Client has
paid the annual subscription fees and is current at all times with the subscription fees as stated herein, CentralSquare
grants to Client a limited non-exclusive, non-transferable access to use the subscription software granted in this
Quote. Client understands and acknowledges no ownership or any form of intellectual property rights transfer under
the terms of this Quote.
If customer terminates this Quote in accordance with the termination for convenience provision below, customer shall
be entitled to a pro-rata refund of the annual subscription fee, calculated by the remaining months in the applicable
annual subscription.
2. Termination for Convenience. This Quote may be terminated without cause by either party by providing written
notice to the other party thirty (30) days prior to the date of termination.
3. Termination of Access Rights. Upon termination of this Quote, (i) all rights granted herein shall terminate
immediately and automatically upon the effective date of such termination; (ii) Customer’s right to the accessed
software granted herein shall terminate; and (iii) Customer will cease using such software and at CentralSquare’s
direction return or destroy the software and any supplemental confidential information or documentation.
4. Right to Audit. Customer shall maintain for a reasonable period, but in no event less than three (3) years after
expiration or termination of this Quote, the systems, books and records necessary to accurately reflect compliance
with software access and the use thereof under this Quote. Upon request, Customer shall permit CentralSquare and
its directors, officers, employees, and agents to have on-site access at Customer’s premises (or remote access as
the case may be) during normal business hours to audit such systems, books, and records for the purpose of
verifying Customer’s use of the software to monitor compliance with this Quote no more than once per year. If an
audit reveals that Customer has exceeded the restrictions on use or non-compliance with this Quote, Customer shall
be responsible for the reimbursement of all costs related to the audit and prompt payment by Customer to
CentralSquare of any underpayment.
MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:
March 18, 2025
Quote prepared by:
Ron Jacobs
ronald.jacobs@centralsquare.com
Terms and Conditions for Subscriptions
BY INDICATING YOUR ACCEPTANCE, OR BY USING THE SOFTWARE, YOU ACCEPT THE TERMS AND
CONDITIONS AS STATED HEREIN.
1. Subscription Access. Customer has purchased subscription based software previously and is purchasing
additional subscription priced software under this Agreement. So long as Client has paid the annual subscription
fees and is current at all times with the subscription fees as stated herein, CentralSquare grants to Client a
limited non-exclusive, non-transferable access to use the subscription software. Client understands and
acknowledges no ownership or any form of intellectual property rights transfer under the terms of this
Agreement.
Annual subscription fees are invoiced upon execution and shall be invoiced on an annual basis thereafter, subject
to increase at 5% year over year.
2. Termination of Access Rights. Upon termination or expiration, (i) all rights granted herein shall terminate
immediately and automatically upon the effective date of such termination or expiration; (ii) Customer’s right to the
accessed software granted shall terminate; and (iii) Customer will cease using such software and at
CentralSquare’s direction return or destroy the software and any supplemental confidential information or
documentation.
3. Right to Audit. Customer shall maintain for a reasonable period, but in no event less than three (3) years after
expiration or termination of access, the systems, books and records necessary to accurately reflect compliance with
software access and the use thereof. Upon request, Customer shall permit CentralSquare and its directors, officers,
employees, and agents to have on-site access at Customer’s premises (or remote access as the case may be)
during normal business hours to audit such systems, books, and records for the purpose of verifying Customer’s
use of the Software to monitor compliance no more than once per year. If an audit reveals that Customer has
exceeded the restrictions on use or non-compliance, Customer shall be responsible for the reimbursement of all
costs related to the audit and prompt payment by Customer to CentralSquare of any underpayment.
MORE INFORMATION AT CENTRALSQUARE.COM