March 30, 2004

SUBJECT: Award of Contract for Maintenance and Support for the Public Safety Dispatch and Records Management System (F0303-56)

REPORT IN BRIEF

Approval is requested for the award of a one-year contract to Tiburon, Inc., of Fremont for software maintenance and support for the Department of Public Safety Computer-Aided Dispatch and Records Management System (CAD/RMS).

BACKGROUND

The computer equipment for the CAD/RMS, which includes critical interfaces to external systems, is running application software licensed by the City from Tiburon, Inc.  Due to the critical nature of this application, adequate software maintenance and support is exceptionally important.

The four major software modules covered under the Tiburon software maintenance and support agreement consist of the Computer Aided Dispatch module, which includes the California Law Enforcement Telecommunications System, the Crime Analysis Reporting System, the Public Safety Records Management System module, and the Mobile Data Computing module.  The agreement includes periodic system review and analysis, new releases/upgrades, remote diagnostics, and telephone support.

DISCUSSION

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 CAD/RMS software is proprietary to Tiburon, Inc.; and Tiburon is the only supplier from whom ongoing software maintenance and support is available.

FISCAL IMPACT

Total cost to the City for a one-year contract will be $76,631, an increase of $8,315 from last year’s cost.  This cost includes a standard 5% annual increase as well as maintenance for an additional module that was purchased in 2002 as part of the CAD/RMS upgrade project.  Funds are available in Information Technology Activity #766090 - Maintain Vendor Contracts for Applications Software.

RECOMMENDATION

It is recommended that Council award a one-year contract in the amount of $76,631 to Tiburon, Inc., of Fremont for software maintenance and support for the Department of Public Safety CAD/RMS system. 

Prepared by:

Elaine Wesely
Purchasing Officer

Reviewed by:

Mary J. Bradley
Director, Finance

Reviewed by:

Shawn Hernandez
Director, Information Technology

Approved by:

Amy Chan
City Manager

Attachments

A. Tiburon, Inc. Agreement For Extended Service (pdf format)
B. Exhibit A (Software and Maintenance Fees) (pdf format)
C. Exhibit B (Schedule of Services and Charges) (pdf format)