DATE: December 6, 2016
TO: Board of Supervisors
SUBMITTED BY: Margaret Mims, Sheriff-Coroner
SUBJECT: Amendment II to Agreement 12-540 with Motorola, Inc. for Maintenance and Support
RECOMMENDED ACTION(S):
TITLE
Approve and authorize Chairman to execute Amendment II to Agreement 12-540 with Motorola Inc. to extend the term of the existing agreement for the maintenance and software support of Public Safety Information System equipment from December 31, 2016 to August 31, 2018 and increasing the contract maximum by $1,319,233 to a total of $5,818,651.
REPORT
There is no increase in Net County Cost associated with the recommended action. Your Board approved Agreement 12-540 on October 23, 2012 and subsequent Amendment I on April 22, 2014 to provide maintenance and support for the Public Safety Information System (PSIS).
ALTERNATIVE ACTION(S):
There are no viable alternative actions. The Sheriff-Coroner’s Office purchased the Public Safety Information System in 2005 and ongoing maintenance is necessary.
FISCAL IMPACT:
There is no additional Net County Cost associated with this Agreement. Sufficient appropriations for ongoing maintenance costs for this equipment are included in the Sheriff-Coroner’s Org 3111 FY 2016-17 Adopted Budget. Appropriations for subsequent years will be included in the Sheriff’s requested budgets.
DISCUSSION:
On October 23, 2012, your Board approved an agreement with Motorola Inc. for the continued maintenance and support fees of the modulars as well as the purchase of necessary hardware and software upgrades to the Public Safety Information System (PSIS). The PSIS, which was implemented in modular systems over a five year period beginning in 2005, integrates Computer Aided Dispatch (CAD) with the Corrections Management System (CMS), Records Management System (RMS) and other ancillary support systems. Each modular system came under warranty as it was implemented. However, no provision was made in the original agreement for maintenance and support costs beyond the original warranty period of the modules. Modules began coming off warranty in 2011 and maintenance and support services for all modules are required through 2018, when replacement of the PSIS will be considered.
Your Board approved Amendment I to Agreement 12-540 on April 22, 2014 that provided for the additional cost of the maintenance and support of a replacement server. The server was replaced because Hewlett Packard could not support the old server past December 31, 2013.
This Amendment II to Agreement 12-540 will continue maintenance and support for the PSIS through August 31, 2018. The Agreement requires advance payments on a year to year basis, but may be terminated for any reason by either party upon written notice given at least 30 days prior to the anniversary date.
As noted in the October 23, 2012 agenda item, the Agreement does not contain the County’s standard indemnification language, lacks an insurance provision, and limits the vendor’s liability. The Sheriff’s Office is aware of these variances, but believes they do not present a serious risk to the County. The Sheriff’s Office recommends approval of this Agreement.
REFERENCE MATERIAL:
BAI #3, December 6, 2005
BAI # 25, October 23, 2012
BAI # 21, April 22, 2014
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment II to Agreement 12-540 with Motorola
CAO ANALYST:
Jeannie Z. Figueroa