April 11, 2006

SUBJECT: Award of Contract for Maintenance and Support for the Public Safety Dispatch and Records Management System (F0503-65)

REPORT IN BRIEF

Approval is requested for the award of a one-year contract to CompuDyne -Public Safety & Justice, Inc., (formerly 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 CompuDyne.  Due to the critical nature of this application, adequate software maintenance and support is exceptionally important.

The four major software modules covered under the CompuDyne 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 one-year maintenance contract, valued at $82,663, was awarded to Tiburon, Inc., in March 2005 (RTC No. 05-076) and will expire on April 30, 2006.

DISCUSSION

Section 2.08.070 (b) of the Sunnyvale Municipal Code exempts from competitive bidding contracts for which the City’s requirements can be met solely by a single proprietary article or process available from a single source.  In this case, the CAD/RMS software is proprietary to CompuDyne, the only supplier from whom ongoing software maintenance and support is available. 

FISCAL IMPACT

Cost to the City for a one-year contract will be $86,982, an increase of $4,319 over last year’s cost.  Funds are available in the Department of Information Technology’s operating budget (Activity 765060 - Application Maintenance and Support).

RECOMMENDATION

It is recommended that Council award a one-year contract, in substantially the same form as the attached draft and in an amount not to exceed $86,982, to CompuDyne - Public Safety & Justice, Inc., 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. CompuDyne, Inc., Maintenance and Support Agreement(pdf)

B. Draft Agreement Exhibit A - Software Support & Maintenance Fee(pdf)

C. Draft Agreement Exhibit B - Schedule of Services and charges(pdf)