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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: TOM MAREK
IT DIRECTOR
Subject: RESOLUTION OF THE CITY
OF SAN BERNARDINO
AUTHORIZING THE RENEWAL OF A
MAINTENANCE CONTRACT FOR
MAINTENANCE SERVICES FROM
COMPUDYNE PS&J INC. OF
PLEASANTON, CALIFORNIA.
Dept: ADMIN/INFORMA TION
TECHNOLOGY DMSION
Date: APRIL 24, 2006
MlCC Meeting Date: June 50 2006
Synopsis of Previous Council Action:
June 21, 2004 - Resolution #2004-199 - Approved the renewal of a maintenance contract for
maintenance services on the Computer-Aided-Dispatch system (CAD), Police Records
Management System (PRMS) and Mobile Data Software used by the Police and Fire
Departments from Tiburon, Inc., of Fremont, California
June 2, 2003 - Resolution #2003-113 - Approved the renewal of a maintenance contract for
maintenance services on the Computer-Aided-Dispatch system (CAD), Police Records
Management System (PRMS) and Mobile Data Software used by the Police and Fire
Departments from Tiburon, Inc., of Fremont, California
Sep. 23, 2002 - Resolution #2002-306 - Approved an upgrade of the Computer-Aided-Dispatch
system (CAD), Police Records Management System (PRMS) and Mobile Data Software used by
the Police and Fire Departments from Tiburon, Inc., of Fremont, California
CompuDyne PS&J Inc. of Pleasant on, California absorbed Tiburon, Inc of Fremont, California
Recommended Motion: Adopt resolution.
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Signature
Contact person:
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Supporting data attached: StafTR"pnrt
Ward:
FUNDING REQUIREMENTS: Amount: S 157,656.00
Source: (Acct. No.)
679-251-5172
(Acct. Description) Maintenance Contracts
Finance:
Council Notes:
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Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT:
Resolution of the City of San Bernardino authorizing the renewal of a maintenance contract for
maintenance services from CompuDyne PS&J Inc. of Pleasant on, California.
BACKGROUND:
The City of San Bernardino upgraded its public safety Computer-Aided-Dispatch (CAD) and
Police Records Management System (PRMS) software in 1997.
In July 1999, the City entered into a three-year maintenance contract with Tiburon, Inc., of
Fremont, California, to maintain all of this specialized software. Tiburon Inc. is the only
company that can provide this service because of their proprietary, privately owned software.
The three-year maintenance agreement expired during 2002 and a new agreement was negotiated
for the next three fiscal years (2002/03, 2003/04, 2004/05). The vendor agreed to charge us a
fixed rate of$118,393 for the next three years. The price was to remain in effect, until we added
new features or upgraded the covered computer systems.
In September 2002, the City Council approved a modernization of the existing systems and the
addition of an Automation Vehicle Locator system (A VL) for Police patrol vehicles. The
modernization, once completely installed and accepted, and the new A VL system increased the
maintenance cost by $27,137.00.
In February 2005, a new maintenance agreement was negotiated for 2005/2006. The vendor
agreed to charge us rates of $147,530 for fiscal year 2005/2006. During this time the vendor also
changed from Tiburon, Inc to CompuDyne Public Safety & Justice Inc.
In July 2005, the City Council approved an enhancement to the existing systems for a Field-
Based Reporting system known as Copperfire and FBR Increase of maintenance costs for this
new enhancement will take effect in FY 2006/2007. In January 2006, the City Council approved
an enhancement to the existing systems for a mugshot digital photograph system that would
integrate with the existing systems and replace a standalone system. This system is known as
TIPS. Increase of maintenance costs for this new enhancement will take effect in FY 2006/2007.
In July 2006, the City Attorney's Office asked that the CompuDyne maintenance contract be
updated at the start ofFY 2006/2007. An updated contract is included with this RFCA.
FINANCIAL IMPACT:
The annual cost for software maintenance of Police and Fire CAD, RMS, CMS, TIPS, FBR,
A VL, and MDCs for FY 2006/2007 is $157,656.00. The amount for fiscal year 2005/2006 was
$147,530.00 for an increase of$10, 126.00.
RECOMMENDATION:
Adopt resolution.