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 $116,748 for a term from August 26, 2023, to August 25, 2024, for annual software maintenance support services associated with the purchase of a records management system (RIMS) in 2020.
FUNDING: General Fund.
Body
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 Item 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.
Sun Ridge Systems, Inc. is an established company with a positive reputation and completion of projects for over 216 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, and it allows law enforcement data collaboration with other local agencies.
This payment is for the continuation of the support service costs.
ALTERNATIVES
The Board could choose not to approve this item and direct staff to use another vendor, however, that could be very costly.
PRIOR BOARD ACTION
12/02/2020 Legistar Item 20-1539 - Approval of the purchase of the RIMS.
06/29/2021 Legistar Item 21-1043 - Approval to ratify 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 Item 22-1787 - Approval to continue the perpetual Support Services portion of Agreement 5330.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel
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
Consistent access to resources promotes public safety.
CONTACT
Undersheriff Bryan Golmitz