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Home My WebLink About21-Information Services . . ,.... ~ CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Dept: ADMIN/INFORMATION SERVICES Date: August 28, 200"(\:~ . . . '. L ~~ t. "',;. iii.' i 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: Janis Ingels I.S. DIRECTOR MlCC Meeting Date: 09/09/2002 Synopsis of Previous Council Action: 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. Resolution #2000-173 - Approved the renewal of the second year of a three-year maintenance contract from Tiburon, Inc., of Fremont, California. Resolution #1999-145 - Approved the first year of a three-year maintenance contract from Tiburon, Inc., of Fremont, California. Recommended Motion: ~~ j Signa e / Adopt resolution. Contact person: Tgni~ TngplQ Phone: 111.:1_,11<1.7 Supporting data attached: Staff Report Ward: FUNDING REQUIREMENTS: Amount: $ 118,393.00 Source: (Acct. No.) $118,393.00 679-251-5172 (AeM Oe~'p""~ ~7& Fmance: /. Council Notes: l?t~.oIoIdCQ:';)-.dk9 Agenda Item No. ~ 9/'1/02- CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report SUBJECT: Resolution of the City of San Bernardino authorizing the renewal of the 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 expires during 2002 and a new agreement has been negotiated for the next three fiscal years (2002/2003, 2003/2004, 2004/2005). The vendor agreed to charge us a fixed rate of $118,393 for the next three years, which is an increase of $4,092 over the $114,301 paid in fiscal year 2001/2002. The price will remain fixed, unless we add new features to the covered computer systems. A copy of the purchase order issued for FY 200 I /2002 for contracting maintenance services from Tiburon for the City's CAD/PRMS system is attached. Upon approval by the Mayor and Council purchasing will issue a new purchase order as authorized. Unless otherwise directed, the format and description wording on the new purchase order will be the same as the FY 2001/2002 purchase order (the dates will be updated to reflect the proper time period). The newly approved resolution number will be added on the new purchase order description. FINANCIAL IMPACT: The annual cost for software maintenance of Police and Fire CAD, RMS, and MDCs for FY 2002/2003 is $118,393. These costs were included in Police and Fire's l.S. chargebacks and budgeted in l.S. account 679-251-5172. When the proposed system upgrade is completed, there will be an increase in annual maintenance to cover the new modules and the upgraded software. This increase will be about $35,000, based on the increase in service fees for the new systems and the service cost for the additional A VL module, but there will be no increase in fees until FY 2003/2004 regardless if the system upgrade occurs in FY 2002/2003. RECOMMENDATION: Adopt resolution. ,.., ,dTY OF SA.N BERNARDINO OFFICE OF THE PURCHASING DIVISION 300 N. "D" ST. SAN BERNARDINO, CALIFORNIA 92418 PURCHASiNG DEPT. COpy -CURCHASE ORDE .JjATE 0 DELIVERY LOCATION: f VENDOR l'~ :: ~';;~' (~ ; ~, .,.,'..v' ~,2z:..:" ;3;i;~',; ~ 'r. :i,' ;L: ot'" it. 00 . SUBJECT TO TERMS & CONDITIONS STATED ON REVERSE PURCHASIJ\jG OFFICIAL " .~, ,.." c L~(Q)~\l 1 2 3 4 5 6 7 8 9 10 11 12 13 RESOLUTION NO. RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE RENEWAL OF A MAINTENANCE AGREEMENT AND ISSUANCE OF A PURCHASE ORDER FOR MAINTENANCE SERVICES ON THE POLICEIFIRE COMPUTER-AIDED- DISPATCH SYSTEM (CAD), POLICE RECORDS MANAGEMENT SYSTEM (PRMS), JAIL MANAGEMENT SYSTEM (JAIL) AND MOBILE DATA SYSTEM FROM TIBURON, INC., OF FREMONT, CALIFORNIA. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION I. That Tiburon is a sole source for software maintenance of the City's Public Safety Computer-Aid ed-Dispatch System (CAD), Police Records Management System (PRMS), Jail Management System (JAIL) and Mobile Data System. SECTION 2. The Mayor is hereby authorized and directed to execute on behalf of the City a three-year agreement (FY 2002-2003, 2003-2004 and 2004-2005) by and between the C 14 City of San Bernardino and Tiburon, Incorporated for maintenance of the PolicelFire CAD. c 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Police RMS, Jail Management and Mobile Data Systems. SECTION 3. That the Mayor and Common COlmcil authorize the Purchasing Manager to issue a purchase order for FY 2002-2003 in the amount of $ 118,393.00 to Tiburon, Incorporated for these maintenance services. III III III III III III III III -tf ;;L I 1/ 'I/o;;!.. III ".' c 1 2 3 4 5 6 7 8 9 10 11 12 13 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE RENEWAL OF A MAINTENANCE AGREEMENT AND ISSUANCE OF A PURCHASE ORDER FOR MAINTENANCE SERVICES ON THE POLICE/FIRE COMPUTER-AIDED-DISPATCH SYSTEM (CAD), POLICE RECORDS MANAGEMENT SYSTEM (PRMS), JAIL MANAGEMENT SYSTEM (JAIL) AND MOBILE DATA SYSTEM FROM TIBURON, INC" OF FREMONT, CALIFORNIA. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the_ day of , 2002, by the following vote, to wit: Council Members Navs Abstain Absent Aves ESTRADA LIEN McGINNIS DERRY C 14 SUAREZ 15 c ANDERSON 16 17 18 19 20 ~,I1cCAMMACK Rachel G. Clark, City Clerk 21 The foregoing resolution is hereby approved this day of ,2002. 22 23 24 25 26 27 28 Judith Valles, Mayor City of San Bernardino Approved as to form and legal content: James F. Penman, City Attorney By: Qfi\..... 1- (/ IJ /c.,,~~ . CLIENT City of San Bernardino 300 North D Street San Bernardino, CA 92418 EXHIBIT A TO THE AGREEMENT FOR EXTENDED SERVICES SOFTWARE SUPPORT AND MAINTENANCE FEES CONTACT - Mike Eckley CLIENT # U130-02 Support and Maintenance provided to the CLIENT listed above shall be pursuant to the terms and conditions of the TIBURON Agreement for Extended Service dated July 1,1995 (the "Agreement"). The term of the Agreement shall commence on the effective date and shall continue until termination in accordance with the terms thereof. This exhibit sets forth the current annual maintenance fee for the software applications and software modules listed below. Upon payment of the amount set forth below, this Exhibit A shall be attached to and become part of the Agreement. Except as provided below, annual maintenance fees are payable in advance of each anniversary of the effective date of the Agreement. Tiburon reserves the right to increase the annual maintenance fee on an annual basis upon ninety (90) days prior written notice to the CLIENT, which adjustments shall become effective on the anniversary of the effective date of the Agreement. The annual maintenance fee will be adjusted as necessary to reflect changes in the software applications and software modules listed below or changes in the level of support provided under the Agreement. Such adjustments will be charged or credited as incurred on a pro rata basis and will be reflected in a new Exhibit A, which, upon delivery to the CLIENT, shall be attached to, and become part of. the Agreement. ;(~;s, -"," Payments for all technical services outside the scope of Basic Services and Options included in the CLIENT's annual ,maintenance fee shall be invoiced to the CLIENT as incurred. All such invoices shall be due and payable within thirty (30) days of CLIENT's receipt thereof. Tiburon reserves the right to charge an administrative fee of 10% of the annual maintenance fees for semi- annual or quarterly invoices. Software Model CAD CMS PRMS 24X7 PRMS Months 12 12 12 12 CPU Make Start 07/01/02 07/01/02 07/01/02 07/01/02 End 06/30/03 06/30/03 06/30/03 06/30/03 Total Fees $ 118,393.00 Total Failure to pay when due the annual maintenance fee, any adjustment thereto, any invoice or any other amounts owing under the Agreement shall constitute a default under the Agreement and could result in the termination of support services under the Agreement. additional administrative charges for reinstating lapsed support services, as well as collection fees (including reasonable attorneys' fees and expenses) San Bernardino Ex A 2002 Page 1 of 1 EXHIBIT B TO THE AGREEMENT FOR EXTENDED SERVICE SCHEDULE OF SERVICES AND CHARGES Support and Maintenance provided to the CLIENT listed in Exhibit A shall be pursuant to the terms and conditions of the TIBURON Agreement for Extended Service dated July 1, 1995 (the "Agreemenf'). Upon CLIENT's payment of the amount set forth on Exhibit A to the Agreement, this Exhibit B shall be attached to, and become part of the Agreement. Any changes to the services options selected in this Exhibit B shall be reflected in a new Exhibit B which, upon payment of any additional amounts due, shall be allached to, and become part of, the Agreement. BASIC SERVICES TIBURON will provide basic services as defined in the Statement of Work contained in Section 2 of the Extended Service Agreement for the software systems as defined in Exhibit A. Support for Computer Aided Dispatch, Message Switch and Corrections Management Systems is 24 hours per day, 7 days per week. Support for other products is from 8:00 a.m. to 5:30 p.m. Pacific Time, excluding weekends and normal TIBURON holidays, unless the "2417" Service Option is selected. In all cases, call-out charges will apply as described below. ~E(: Tiburon personnel will visit CLIENT site periodically and meet with management, operations and other user personnel to conduct an operations review of the systems and an analysis of the CLIENT's automation requirements. A report will be produced to include observations and recommendations regarding the CLIENT's use of the system. Working with the CLIENT, this review will be further documented in the form of a multi-year aulomation plan for the CLIENT. There will be no charge for this service if total annual maintenance exceeds $20,000. The following is paraphrased from the recently adopted Bylaws. Voting membership in the Tiburon User Group, as set forth herein, is included in the Basic Service. The quantity of voting members is based on the number of Tiburon products installed, with the appropriate software licenses, at the CLIENT. For purposes of establishing voting memberships, a product is defined as SS/2000 - Computer Aided Dispatch, Police Records Management, Fire Records Management, Correction Management System, and Mobile Data System. The Tiburon User Group Conference is held annually at a location to be determined. "24/7" SERVICE OPTION $7,000 per year/per system (initial) Products not normally covered by 24-hour support may optionally be supported with 24-hour coverage (including TIBURON holidays). Applicable call-out charges continue to apply. If this option is not in force, technical support requests outside of covered hours are charged at technical service rates as defined below. NEW PRODUCTS Additional TIBURON software systems, subsystems and TIBURON provided third-party products, such as hardware, and networking software may be acquired under this Agreement. TIBURON installation, special tailoring, license fees and third-party peripherals required shall be charged at the then current Technical Services Rate or as quoted by TIBURON or the third party. San Bernardino Ex B 2002 Page 1 of2 GOLD CARD SERVICE OPTION Quote available on request A total support program is tailored for CLIENT and includes a schedule of on-site visits by T1BURON personnel for data base management, working with end users to identify and resolve problems and to apply agreed upon software changes, installation of new software products obtained through this Agreement, and a comprehensive training program. (If selected by CLIENT the terms of this option are defined in the Gold Card Service Schedule and will be attached as Exhibit C and incorporated herein by reference.) TECHNICAL SERVICE RATES 1. Technical Service Rates Technical Services Rates shall be invoiced to CLIENT as incurred at the rates then in effect. A minimum of four (4) hours per occurrence will be charged for work conducted at TIBURON facilities and a minimum of eight (8) hours at CLIENT site for Technical Services not covered under Basic Services or "24/7" Service Option as described previously. 2. Materials. Travel and Per Diem Exoense!;' When applicable, all special materials, plus travel and per diem expenses shall be charged to CLIENT at cost. 3. Call-Out Charaes .~;;!;~~:'. Systems not covered under 24/7 support, call-outs will be billed at $250 per call. After the first hour, the rate is $250 per hour with a two-hour minimum. If CLIENT's systems are covered under the 24/7 support, the off-hour call-out fee is $50. 4. Remote Access All charges in this Agreement are predicated on CLIENT providing the required hardware, software, and operating environment for dial-in service. If CLIENT does not provide this support for dial-in service, the following additional charge will apply: $500 per month per system supported In addition, travel and per diem expenses for on-sile support required due to lack of remote access will be charged as defined in Exhibit B, page 2, item 2. San Bernardino Ex B 2002 Page 2 of 2 ",' ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): ~ - <1-01- Item # Vote: Ayes I- '1 Nays ..-e Q...l Resolution # '21J:)Z - -Z,-2~1 Abstain -k} Absent ~ Change to motion to amend original documents: - Reso. # On Attachments: -==-- Contract term: - Note on Resolution of Attachment stored separately: -=--- Direct City Clerk to (circle I): PUBLISH, POST, RECORD WICOUNTY NullNoid After: - By:- Date Sent to Mayor: q -11-0 'J... Date of Mayor's Signature: q- L? -()? Date of ClerklCDC Signature: Ch ~-~\ J. Reso. Log Updated: ,/" Seal Impressed: v o e MemolLetter Sent for Signature: 60 Day Reminder etter e 90 Day Reminder Letter Sent on 45th day: See Attached: See Attached: See Attached: Date Returned: 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): Yes -.L.. No By Yes No -L.. By Yes No ,/ By Yes No~ By Yes No I By Copies Distributed to: City Attorney V Parks & Rec. Code Compliance Dev. Services EDA Finance V Police Public Services Water Others: MIS y"" Notes: 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: ---l'01=- Date: ~ll nl.2?- Revised 01112101