DATE: July 10, 2018
TO: Board of Supervisors
SUBMITTED BY: Margaret Mims, Sheriff-Coroner
SUBJECT: Amendment III to Agreement 12-540 with Motorola, Inc. for Maintenance and Support
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute Amendment III to Agreement No. 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 September 1, 2018 to August 31, 2023 and increasing the contract maximum by $831,281 to a total of $6,649,932.
REPORT
There is no increase in Net County Cost associated with the recommended action. Your Board approved Agreement 12-540 on October 23, 2012, subsequent Amendment I on April 22, 2014 and subsequent Amendment II on December 6, 2016 to provide maintenance and support for the Public Safety Information System (PSIS). Amendment III will provide continued maintenance for the Corrections Management System (CMS), as well as time and materials support of Computer Aided Dispatch (CAD), Records Management System (RMS), and ancillary support systems until the replacement systems are implemented.
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 will be included in the Sheriff-Coroner’s Org 3111 FY 2018-19 budget request. Appropriations for subsequent years will be included in the Sheriff-Coroner’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 CAD with the CMS, RMS and other ancillary support systems.
Motorola informed the Sheriff-Coroner’s Office in October 2013 that the CAD, RMS and ancillary support systems would no longer be supported after August 31, 2018 and on November 14, 2017 your Board awarded the replacement CAD, RMS and ancillary support systems to Mark43. The Mark43 CAD, RMS and support systems are anticipated to be fully implemented by the end of 2019.
On April 22, 2014, your Board approved Amendment I to Agreement 12-540 to provide for the additional cost of the maintenance and support of a replacement server. On December 6, 2016, your Board approved Amendment II to Agreement 12-540 to provide continued maintenance and support for the PSIS through August 31, 2018. This Amendment III to Agreement 12-540 provides continued maintenance for the CMS as well as allows for time and materials support of CAD, RMS and the ancillary support systems until the new Mark43 system is fully implemented.
As noted in the October 23, 2012 agenda item, the original agreement does not contain the County’s standard indemnification language, lacks all of the County’s standard insurance provisions, and limits the vendor’s liability. This Amendment III does not change the insurance provisions agreed to on October 23, 2012. The Sheriff-Coroner’s Office does not believe the foregoing variances present a serious risk to the County. The Sheriff-Coroner’s Office recommends approval of this agreement.
REFERENCE MATERIAL:
BAI #21, December 6, 2016
BAI #21, April 22, 2014
BAI #25, October 23, 2012
BAI #3, December 6, 2005
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment III to Agreement 12-540 with Motorola
CAO ANALYST:
Jeannie Z. Figueroa