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 $116,895 for a term from August 26, 2022, to August 25, 2023, for annual software maintenance support services associated with the purchase of a new 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 and which exceeds the Purchasing Agent's Authority over a three-year period. The Sheriff’s Office has a Board-approved contract with the above referenced company for a comprehensive records management system.
On December 2, 2020, Legistar # 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 $1,325,815.00. 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.
The payment has been delayed due to a need of clarification for service dates. The Sheriff's Office paid 4 separate installments to Sun Ridge for the initial implementation of RMS and the first year of maintenance, it was necessary to confirm that the dates aligned with use of RMS. Additionally, the Sheriff's Office has been working the Sun Ridge to implement additional features in RMS, including a false alarm system that will integrate with the Sheriff's Office agreement with PM AM Corporation for Alarm Program Administration Services, the communication between EDSO and Sun Ridge perpetuated the delay in bringing this item to the Board.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
Legistar # 20-1539 on 12/2/2020 was for the purchase of the RIMS.
Legistar # 21-1043, on 6/29/21 was to ratify the Contract Administrator’s signature on a Change Order to Agreement # 5330 and to authorize future Change Orders up to $150,000 be executed by the Contract Administrator.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
No change to Net County Cost. The expenses are budgeted in the Sheriff's Office annual operating budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Consistent access to resources promotes public safety.
CONTACT
Undersheriff Bryan Golmitz.