Title
Sheriff’s Office recommending the Board approve and authorize the continuation of the perpetual Support Services portion of Agreement 5330 with Sun Ridge Systems Inc., in the amount of $127,513 for a term from August 26, 2024, to August 25, 2025, for annual software maintenance support services associated with the purchase of a new records management system in 2020.
FUNDING: General Fund.
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DISCUSSION / BACKGROUND
In accordance with Board Policy C-17, departments are required to obtain authorization from the Board of Supervisors to utilize any contract that does not have a stated contract term on an annual basis. The Sheriff’s Office has a Board-approved contract with the above referenced company for a comprehensive records management system.
On December 2, 2020, with Legistar file 20-1539, the Sheriff’s Office received approval from your Board to purchase RIMS, a comprehensive records management system from Sun Ridge Systems Inc. in the amount of $1,325,815. The first year’s payment of the software support services costs was included in the original contract price.
Sun Ridge Systems, Inc. is an established company with a positive reputation and completion of projects for over 127 agencies. Features analysis between RIMs and Tracnet showed RIMS is the better option because it has a user-friendly search interface, Call For Service (CFS) and mapping capabilities, and it supports mobile and tablet devices allowing for greater ease when staff is working off site. Their MobileRims application allows our deputies to use mobile devices such as a tablet or mobile phone to respond to calls with more information at their fingertips. This access increases both officer safety and efficiency. Additionally, Sun Ridge Systems offers excellent 24/7 service and support. On an annual basis, RIMS implements critical Law Enforcement features and updates their system to work better with our ever-changing computing environment.
This payment is for the continuation of the support service costs.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
12/02/2020 Legistar file 20-1539 - The Board approved the purchase of the RIMS.
06/29/2021 Legistar file 21-1043 - The Board approved a ratification of the Contract Administrator’s signature on a Change Order to Agreement 5330 and authorize future Change Orders up to $150,000 be executed by the Contract Administrator.
10/25/2022 Legistar file 22-1787 - The Board approved the continuation of the perpetual Support Services portion of Agreement 5330.
08/22/2023 Legistar file 23-1464 - The Board approved the continuation of the perpetual Support Services portion of Agreement 5330.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no impact to the Net County Cost. The expenses are budgeted in the Sheriff’s operational budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Safe and Healthy Communities
Priority: Enhance Information Sharing with Neighboring Law Enforcement Agencies
Action Item: Leverage current investment in records, dispatch, and custody management to share with local agencies and collaboration group.
CONTACT
Undersheriff Bryan Golmitz