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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: April 9, 2003
OR1G1NAL
Subject: RESOLUTION OF THE CITY
OF SAN BERNARDINO
AUTHORIZING THE RENEWAL OF A
MAINTENANCE CONTRACT FOR
MAINTENANCE SERVICES FROM
TIBURON, INC., OF FREMONT,
CALIFORNIA.
From: Mark Yavornicky
ACTING I.S. DIRECTOR
Dept: ADMINIINFORMATION
SERVICES
MICC Meeting Date:
6/2/2003
Synopsis of Previous Council Action:
Resolution #2002-306 - Approved an upgrade of the computer-aided-dispatch system (CAD),
the Police records management system (PRMS), and the mobile data software used by the Police
and Fire Departments from Tiburon, Inc. of Fremont, California
Resolution #2002-289 - 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
Resolution #2001-134 - Approved the renewal of the third year of a three-year maintenance
contract for maintenance services on the computer-aided-dispatch system (CAD), records
management systems (RMS) and mobile data software used by the Police and Fire Departments
from Tiburon, Inc., of Fremont, California.
Recommended Motion: Adopt resolution.
Contact person:
Mark Yavornicky
Supporting data attached: Staff Report
Ward:
FUNDING REQUIREMENTS: Amount: $ 141,291.00
Source: (Acct. No.) $ 141,291.00
679-251-5172
(Ace" Descriotion) Maintenance Contracts
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Council Notes:
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Agenda Iteni'No. -1J
(, i:A.~
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT:
Resolution ofthe City of San Bernardino authorizing the renewal ofthe maintenance contract for
maintenance services on the Computer-Aided-Dispatch System (CAD), Police Records
Management System (PRMS), Jail Management (JAIL), and Mobile Data software suites used
by the Police and Fire Departments.
BACKGROUND:
The City of San Bernardino upgraded its public safety Computer-Aided-Dispatch (CAD) and
Police Records Management System (PRMS) software in 1997. The Police Department added a
Jail Management software suite in this package. This upgrade went into service during
September 1998.
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 VI.) for Police patrol vehicles. The
modernization and the new A VI. system increased the maintenance cost by $22,898.00.
FINANCIAL IMPACT:
The armual cost for software maintenance of Police and Fire CAD, RMS, and MDCs for FY
2003/2004 is $141,291.00. These costs were included in Police and Fire's I.S. chargebacks and
budgeted in I.S. account #679-251-5172. When the system modernization is completed, there
will be an increase in armual maintenance for FY 2004/2005 to cover the new modules and the
upgraded software for an entire year. This increase will be about $27,000.00, based on the new
service fees for an entire fiscal year.
RECOMMENDATION:
Adopt resolution.
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REs~f'Y(
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING 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.
BE IT RESOLVED:
SECTION I. That Tiburon is a sole source for software maintenance of the City's
Public Safety Computer-Aided-Dispatch System (CAD), Police Records Management System
(PRMS) and Mobile Data System.
SECTION 2. That the Mayor and Common Council authorize the Purchasing
Manager to issue a purchase order for $ 141,291.00 to Tiburon, Incorporated for these
maintenance services. The Purchase Order shall reference the number of this
resolution and shall incorporate the terms and conditions of the existing maintenance contact,
which is on file in the City Clerk's Office. The Purchase Order shall read, in addition to the
itemization, "Tiburon FY 2003/2004 Annual Maintenance Contract for the City of San
Bernardino's Public Safety Computer-Aided-Dispatch System (CAD), Police Records
Management System (PRMS) and Mobile Data System. Not to exceed $141,291.00."
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING 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.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Conunon Council of the City of San Bernardino at a
meeting thereof, held on
the_day of
, 2003, by the following vote, to wit:
Council Members
Aves
Navs
Abstain
Absent
ESTRADA
LONGVILLE
McGINNIS
DERRY
SUAREZ
ANDERSON
McCAMMACK
Rachel G. Clark, City Clerk
21 The foregoing resolution is hereby approved this
day of
,2003.
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Judith Valles, Mayor
City of San Bernardino
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Approved as to form and legal content:
James F. Penman, City Attorney
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By: L? ~~
o
.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): ~ - 2- - 03 Item # \ \
Vote: Ayes \ - '1 Nays.e-
Change to motion to amend original documents:
2CD3,- \ 13
Absent .e-
Resolution #
Abstain .L;r
Reso. # On Attacbments: L Contract term: -f::i 631 Cl '-\
Note on Resolution of Attaclunent stored separately: -===---
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor:
Date of Mayor's Signature:
Ca-L\-03
<:c -LI- 0",
10-5- 0";,
Date of ClerklCDC Signature:
D
emolLetter Sent for Signature:
See Attached:
See Attached:
SeeA
60 Day Reminder Letter Sent on 3 t a.
90 Day Reminder Letter Sent on 45th day:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed)'''
City Attorney V
Parks & Rec.
Code Compliance
Dev. Services
Public Services
Water
Police
Notes:
NullNoid After: -
By:
Reso. Log Updated: ,,/'
Seal Impressed: ,/
Date Returned:
Yes / No
Yes No~
Yes No 1-
Yes N04
Yes No
EDA
Finance V
./
MIS
Others:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File: ~ Date: ~_3
Revised 01112/01