March 22, 2005

SUBJECT: Award of Contract for Maintenance and Support for the Public Safety Dispatch and Records Management System (F0403-43)

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.

The existing maintenance contract was awarded to Tiburon for a one-year period in April 2004 (RTC No. 04-108) with a not-to-exceed amount of $76,631.  This contract is due to expire on April 30, 2005.

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 $82,663, an increase of $6,032 over last year’s cost. Funds are available in the Information Technology Department operating budget for Activity 765060–Application Maintenance and Support.

RECOMMENDATION

It is recommended that Council award a one-year contract to Tiburon Inc., in an amount not to exceed $82,663 and in substantially the same form as the attached draft, 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)

B. Exhibit A (Software and Maintenance Fees) (PDF)

C. Exhibit B (Schedule of Services and Charges) (PDF)