REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Annual Maintenance of the Computer Aided Dispatch, Mobile Data Computing and Records Management Systems (F16-59)
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount of $102,534 to Tiburon, Inc. of San Diego, CA for the annual support and maintenance for the Department of Public Safety’s (DPS) Computer Aided Dispatch (CAD), Mobile Data Computing (MDC), and Records Management (RMS) systems. Approval is also requested to delegate authority to the City Manager to renew the annual support agreement for up to five (5) additional one-year periods, subject to available funding and acceptable pricing and service.
These systems and associated costs are shared with the Town of Los Gatos under a cost sharing agreement approved in 2011 (RTC No. 11-085). The Los Gatos cost share portion for the new contract is $23,153.
EXISTING POLICY
Pursuant to chapter 2.08 of the Sunnyvale Municipal Code, Council approval is required for transactions that exceed $100,000.
Section 2.08.070(b) of the Sunnyvale Municipal Code exempts from competitive bidding those situations where the City’s requirements can be met solely by a single patented article or process. In this case, the software is proprietary to Tiburon and they are the only supplier from whom ongoing maintenance and support is available.
ENVIRONMENTAL REVIEW
N/A
BACKGROUND AND DISCUSSION
DPS requires these critical applications to effectively serve the emergency needs of the community. DPS uses CAD and RMS to accept and track emergency calls and to dispatch public safety personnel to respond to requests for assistance. RMS is also used by Police for records processing and crime reporting, and MDC is used by both Police and Fire field personnel to communicate with dispatchers, query law enforcement and fire data services, and receive calls for service.
In April 2011, the City Council awarded a contract to Tiburon in the amount of $416,121 to upgrade each of these systems, and approved the cost sharing agreement with Los Gatos, whose contribution share was $70,000 (RTC 11-085). The resulting annual maintenance costs were under the $100,000 threshold that requires Council approval. The current maintenance contract with Tiburon, which expires December 31, 2015, was awarded under the City Manager’s contract authority in the amount of $97,650. Tiburon has increased pricing by 5% to $102,534 for 2016.
FISCAL IMPACT
The total contract cost for 2016 is $102,534. Of this amount, $23,153 will be reimbursed to the City by the Town of Los Gatos. Therefore, the total cost to the City will be $79,381. Budgeted funds are available in operating program 746 (IT Services and Support).
Funding Source
The funding source for this contract is the Technology and Communications Services Sub-fund of the General Services Fund. Contributions to the General Services Fund for this system come from the General Fund.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Award a contract, in substantially the same form as the draft Purchase Order attached to the report and in the amount of $102,534, including taxes, to Tiburon, Inc. for annual maintenance and support for CAD, MDC and RMS; and 2) delegate authority to the City Manager to renew the contract for up to five (5) additional one-year periods, subject to available funding and acceptable pricing and service.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director, Finance
Reviewed by: David Jensen, Director, Information Technology
Reviewed by: Frank Grgurina, Director, Public Safety
Reviewed by: Kent Steffens, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Draft Purchase Order
2. Schedule of Annual Fees, Charges and Services