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. for a total compensation amount of $137,605 and a term from August 26, 2026, to August 25, 2027, for annual software maintenance support services associated with the RIMS records management system.
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 do not have a stated contract term on an annual basis. The Sheriff’s Office has a Board-approved contract with Sun Ridge Systems Inc. for a comprehensive records management system.
On December 2, 2020, with Legistar file 20-1539, the Sheriff’s Office received approval from the 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.
On June 29, 2021, with Legistar file 21-1043, the Board approved a ratification of the Contract Administrators signature on a Change Order to Agreement 5330 and authorized future change orders up to $150,000 be executed by the Contract Administrator.
On October 25, 2022, with Legistar file 22-1787, the Board approved the continuation of the perpetual Support Services portion of Agreement 5330.
On August 22, 2023, with Legistar file 23-1464, the Board approved the continuation of the perpetual Support Services portion of Agreement 5330.
On August 13, 2024, with Legistar file 24-1392, the Board approved the continuation of the perpetual Support Services portion of Agreement 5330.
On July 22, 2025, with Legistar file 25-1180, the Board approved the continuation of the perpetual Support Services portion of Agreement 5330.
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 Services costs portion of Agreement 5330.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
Legistar file 20-1539 - December 2, 2020 - Sheriff’s Office received approval from the Board to purchase RIMS
Legistar file 21-1043 - June 29, 2021 - The Board approved a ratification of the Contract Administrators signature on a Change Order to Agreement 5330 and authorized future change orders up to $150,000 be executed by the Contract Administrator.
Legistar file 22-1787 - October 25, 2022 - The Board approved the continuation of the perpetual Support Services portion of Agreement 5330.
Legistar file 23-1464 - August 22, 2023 - The Board approved the continuation of the perpetual Support Services portion of Agreement 5330.
Legistar file 24-1392 - August 13, 2024 - The Board approved the continuation of the perpetual Support Services portion of Agreement 5330.
Legistar file 25-1180 - July 22, 2025 - 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
N/A
CONTACT
Undersheriff Eric Palmberg