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CITY OF SAN BERNARDINO- REQUEST FOR COUNCIL ACTION
From: TOM MAREK Subject: RESOLUTION OF THE
. IT DIRECTOR MAYOR AND COMMON COUNCIL;
OF THE CITY OF SAN BERNARDINO
Dept: INFORMATION AUTHORIZING THE EXECUTION OF
TECHNOLOGY DIVISION AN AGREEMENT AND THE AWARD
OF A PURCHASE ORDER FOR
Date: June 5,2008 MAINTENANCE SERVICES TO
TIBURON INC. OF PLEASANTON,
CALIFORNIA. ORIGINAL
M/CC Meeting Date: June 16,2008
Synopsis of Previous Council Action:
July 2, 2007 — Resolution #2007-219 - 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 Pleasanton, California
June 19, 2006 — Resolution #2006-230 - 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 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
Recommended Motion: Adopt resolution.
Signature
Contact person: TOM MARF.K Phone- 384-5947
Supporting data attached: Staff Report Ward: AL
FUNDING REQUIREMENTS: Amount: $ 170,124.00
Source: (Acct. No.) 679-251-5172
(Acct. Description) Maintenance Contracts
Finance:
Council Notes:
A.ec✓1L� Z /air
Agenda Item No.
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
execution of an agreement and the award of a purchase order for maintenance services to
Tiburon Inc. of Pleasanton, California.
BACKGROUND:
The City of San Bernardino owns Tiburon-based public safety computer systems which are
primarily comprised of a Computer-Aided-Dispatch (CAD) system and a Police Records
Management System(PRMS).
In 2002 an agreement was negotiated for three fiscal years (2002/03, 2003/04, 2004/05). The
vendor agreed to charge us a fixed rate of$118,393 for each of the 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 (AVL) for Police patrol vehicles. The
modernization, once completely installed and accepted, and the new AVL 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 Tiburon Inc. 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 took 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 took effect in FY 2006/2007. In
addition, current service terms are specified under a Master Support Agreement between the
vendor and the City(reference Resolution#2006-230).
In March 2008, Tiburon agreed to a three year fixed price for maintenance. The cost for Tiburon
maintenance will remain $170,124 through the 2010/2011 fiscal year, unless new features or
upgrades are added.
FINANCIAL IMPACT:
The annual cost for software maintenance of Police and Fire CAD, RMS, CMS, TIPS, FBR,
AVL, and MDCs for FY 2008/2009 is $170,124.00 and these items have been included in the IT
08/09 budget and chargebacks to departments.
RECOMMENDATION:
Adopt resolution.
1
RESOLUTION NO.
2
3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT AND THE
4 AWARD OF A PURCHASE ORDER FOR MAINTENANCE SERVICES TO TIBURON
INC. OF PLEASANTON, CALIFORNIA.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
7 SECTION 1. That Tiburon Inc. is a sole source for software maintenance of the City's
8
Public Safety Computer-Aided-Dispatch System (CAD), Police Records Management System
9
10 (PRMS), Jail Management System (CMS), Mugshot System (TIPS), Field Base Reporting
11 System (FBR/ARS), Automatic Vehicle Locator System(AVL), and Mobile Data System.
12 SECTION 2. That the City Manager is authorized and directed to execute a Vendor
13 Service Agreement in the total amount of$170,124.00, a copy of which is attached hereto as
14 Exhibit"A".
15 SECTION 3. That the Mayor and Common Council authorize the Director of Finance
16
or his/her designee to issue a purchase order for $170,124.00 to Tiburon Inc. for these
17
18 maintenance services. The Purchase Order shall reference the number of this resolution and
19 shall incorporate the terms and conditions of the existing maintenance contact, which is on file
20 in the City Clerk's Office. The Purchase Order shall read, in addition to the itemization,
21 "Tiburon Inc. FY 2008/2009 Annual Maintenance Contract for the City of San Bernardino's
22 Public Safety CAD, RMS, CMS,-TIPS, FBR, ARS, AVL, and Mobile Data System. Not to
23
exceed$170,124.00."
24
25 SECTION 4. This purchase is exempt from the formal contract provisions of San
26 Bernardino Municipal Code Section 3.04.010(B)(3), "Purchases approved by the Mayor and
27 Common Council."
28
iii
1
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT AND THE
3 AWARD OF A PURCHASE ORDER FOR MAINTENANCE SERVICES TO TIBURON
INC. OF PLEASANTON, CALIFORNIA.
4
SECTION 5. The above authorization is rescinded if it is not executed within ninety
5
6 (90)days of the passage of this resolution.
7 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
8 Common Council of the City of San Bernardino at a meeting thereof, held on
9 the day of , 2008, by the following vote,to wit:
10 Council Members Aves Nays Abstain Absent
11
ESTRADA
12
BAXTER
13
14 BRINKER
15 DERRY
16 KELLEY
17 JOHNSON
18 McCAMMACK
19
20
21 Rachel G. Clark, City Clerk
22
23 The foregoing resolution is hereby approved this day of , 2008.
24
25
26 Patrick J. Morris, Mayor
City of San Bernardino
27
Approved as to form:
28 L,
es F. Penman, City Attorney
VENDOR SERVICE AGREEMENT
This Vendor Service Agreement is entered into this 1st day of July 2008, by and
between Tiburon Incorporated, of Pleasanton, California ("VENDOR") and the City of
San Bernardino("CITY" or "San Bernardino").
WITNESSETH:
WHEREAS,the Mayor and Common Council has determined that it is advantageous
and in the best interest of the CITY to contract for annual maintenance of the Police
Department's Tiburon Systems as outlined in Tiburon Inc.'s maintenance quote (dated May
20, 2008) included with this agreement as Exhibit"A"; and
WHEREAS, the City of San Bernardino did solicit and accept quotes from Tiburon
Inc. because of their sole source status as the exclusive provider of software for Tiburon's
system software suites
NOW,THEREFORE,the parties hereto agree as follows:
1. SCOPE OF SERVICES.
For the remuneration stipulated, San Bernardino hereby engages the services of
VENDOR to provide those services as set forth on Exhibit "A" attached hereto and
incorporated herein.
2. COMPENSATION AND EXPENSES.
a. For the services delineated above, the CITY, upon presentation of invoices,
shall pay the VENDOR up to the amount of$170,120.00 for the services set
forth in Exhibit"A".
b. No other expenditures made by VENDOR shall be reimbursed by CITY.
3. TERM; TERMINATION.
The term of this Agreement shall be for a period of one year.
This Agreement may be terminated at any time by thirty (30) days' written notice by
either party. The terms of this Agreement shall remain in force unless mutually amended.
I Exhibit "A"
The duration of this Agreement may be extended with the written consent of both parties.
4. INDEMNITY.
Tiburon agrees to and shall indemnify, defend and hold the City, it's elected
officials, employees, agents or representatives, free and harmless from all claims, actions,
damages and liabilities of any kind and nature arising from bodily injury, including death, or
property damage, due to the misconduct, negligence, or omission of Tiburon, it's employees,
agents, or subcontractors, relating to or in any way connected with Tiburon's performance
under this Agreement. In no event shall Tiburon be liable for special incidental, punitive or
consequential damages. Tiburon's total liability for any claim, whether in tort, contract or
otherwise, shall be limited to the total amount to be paid Tiburon under this Agreement.
5. INSURANCE.
While not restricting or limiting the foregoing, during the term of this Agreement,
VENDOR shall maintain in effect policies of comprehensive public, general and automobile
liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory
worker's compensation coverage, and shall file copies of said policies with the CITY's Risk
Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an
additional named insured in each policy of insurance provided hereunder. The Certificate of
Insurance furnished to the CITY shall require the insurer to notify CITY of any change or
termination in the policy.
6. NON-DISCRIMINATION
In the performance of this Agreement and in the hiring and recruitment of
employees, VENDOR shall not engage in, nor permit its officers, employees or agents to
engage in, discrimination in employment of persons because of their race, religion, color,
national origin, ancestry, age, mental or physical disability, medical condition, marital status,
sexual gender or sexual orientation, or any other status protected by law, except as permitted
pursuant to Section 12940 of the California Government Code.
2
7. INDEPENDENT CONTRACTOR.
VENDOR shall perform work tasks provided by this Agreement, but for all intents
and purposes VENDOR shall be an independent contractor and not an agent or employee of
the CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment
of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment
Compensation, and other payroll deductions for VENDOR and its officers, agents, and
employees, and all business license, if any are required, in connection with the services to be
performed hereunder.
8. BUSINESS REGISTRATION CERTIFICATE AND OTHER
REQUIREMENTS.
VENDOR warrants that it possesses or shall obtain, and maintain a business
registration certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses,
permits, qualifications, insurance and approval of whatever nature that are legally required of
VENDOR to practice its business or profession.
9. NOTICES.
Any notices to be given pursuant to this Agreement shall be deposited with the
United States Postal Service,postage prepaid and addressed as follows:
TO THE CITY: TO THE VENDOR:
Mr. Michael Eckley Ms. Trish Layne
City of San Bernardino Tiburon, Inc.
300 North D Street 6200 Stoneridge Mall Road, Ste 400
4 1 Floor—IT Dept Pleasanton, CA. 94588
San Bernardino, CA. 92418 Telephone: (925) 621-2700
Telephone: (909) 384-5947
10. ATTORNEY'S FEES
In the event that litigation is brought by any party in connection with this Agreement,
the prevailing party shall be entitled to recover from the opposing party all costs and
expenses, including reasonable attorneys' fees, incurred by the prevailing party in the
3
exercise of any of its rights or remedies hereunder or the enforcement of any of the terms,
conditions or provisions hereof. The costs, salary and expenses of the City Attorney and
members of his office in enforcing this Agreement on behalf of the CITY shall be considered
as "attorneys' fees" for the purposes of this paragraph.
11. ASSIGNMENT.
VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or
encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior
written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void
and shall constitute a breach of this Agreement and cause for the termination of this
Agreement. Regardless of CITY's consent, no subletting or assignment shall release
VENDOR of VENDOR's obligation to perform all other obligations to be performed by
VENDOR hereunder for the term of this Agreement.
12. VENUE.
The parties hereto agree that all actions or proceedings arising in connection with this
Agreement shall be tried and litigated either in the State courts located in the County of San
Bernardino, State of California or the U.S. District Court for the Central District of
California, Riverside Division. The aforementioned choice of venue is intended by the
parties to be mandatory and not permissive in nature.
13. GOVERNING LAW.
This Agreement shall be governed by the laws of the State of California.
14. SUCCESSORS AND ASSIGNS.
This Agreement shall be binding on and inure to the benefit of the parties to this
Agreement and their respective heirs,representatives, successors, and assigns.
15. READINGS.
The subject headings of the sections of this Agreement are included for the purposes
of convenience only and shall not affect the construction or the interpretation of any of its
4
provisions.
16. SEVERABILITY.
If any provision of this Agreement is determined by a court of competent jurisdiction
to be invalid or unenforceable for any reason, such determination shall not affect the validity
or enforceability of the remaining terms and provisions hereof or of the offending provision
in any other circumstance, and the remaining provisions of this Agreement shall remain in
full force and effect.
17. ENTIRE AGREEMENT; MODIFICATION.
This Agreement constitutes the entire agreement and the understanding between the
parties, and supersedes any prior agreements and understandings relating to the subject
manner of this Agreement. This Agreement may be modified or amended only by a written
instrument executed by all parties to this Agreement.
IN WITNESS THEREOF, the parties hereto have executed this Agreement on
the day and date set forth below.
VENDOR: CITY OF SAN BERNARDINO:
Dated: , 2008 Dated: , 2008
By: By:
Fred Wilson
Its: City Manager
Approved as to Form:
James F. Penman, City Attorney
By:
5
VENDOR SERVICE AGREEMENT
This Vendor Service Agreement is entered into this 1st day of July 2008, by and
between Tiburon Incorporated, of Pleasanton, California ("VENDOR") and the City of
San Bernardino ("CITY" or "San Bernardino").
WITNESSETH:
WHEREAS,the Mayor and Common Council has determined that it is advantageous
and in the best interest of the CITY to contract for annual maintenance of the Police
Department's Tiburon Systems as outlined in Tiburon Inc.'s maintenance quote (dated May
20, 2008) included with this agreement as Exhibit"A"; and
WHEREAS, the City of San Bernardino did solicit and accept quotes from Tiburon
Inc. because of their sole source status as the exclusive provider of software for Tiburon's
system software suites
NOW,THEREFORE,the parties hereto agree as follows:
1. SCOPE OF SERVICES.
For the remuneration stipulated, San Bernardino hereby engages the services of
VENDOR to provide those services as set forth on Exhibit "A" attached hereto and
incorporated herein.
2. COMPENSATION AND EXPENSES.
a. For the services delineated above, the CITY, upon presentation of invoices,
shall pay the VENDOR up to the amount of$170,120.00 for the services set
forth in Exhibit"A".
b. No other expenditures made by VENDOR shall be reimbursed by CITY.
3. TERM; TERMINATION.
The term of this Agreement shall be for a period of one year.
This Agreement may be terminated at any time by thirty (30) days' written notice by
either party. The terms of this Agreement shall remain in force unless mutually amended.
1
The duration of this Agreement may be extended with the.written consent of both parties.
4. INDEMNITY.
Tiburon agrees to and shall indemnify, defend and hold the City, it's elected
officials, employees, agents or representatives, free and harmless from all claims, actions,
damages and liabilities of any kind and nature arising from bodily injury, including death, or
property damage, due to the misconduct, negligence, or omission of Tiburon, it's employees,
agents, or subcontractors, relating to or in any way connected with Tiburon's performance
under this Agreement. In no event shall Tiburon be liable for special incidental, punitive or
consequential damages. Tiburon's total liability for any claim, whether in tort, contract or
otherwise, shall be limited to the total amount to be paid Tiburon under this Agreement.
5. INSURANCE.
While not restricting or limiting the foregoing, during the term of this Agreement,
VENDOR shall maintain in effect policies of comprehensive public, general and automobile
liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory
worker's compensation coverage, and shall file copies of said policies with the CITY's Risk
Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an
additional named insured in each policy of insurance provided hereunder. The Certificate of
Insurance furnished to the CITY shall require the insurer to notify CITY of any change or
termination in the policy.
6. NON-DISCRIMINATION
In the performance of this Agreement and in the hiring and recruitment of
employees, VENDOR shall not engage in, nor permit its officers, employees or agents to
engage in, discrimination in employment of persons because of their race, religion, color,
national origin, ancestry, age, mental or physical disability, medical condition, marital status,
sexual gender or sexual orientation, or any other status protected by law, except as permitted
pursuant to Section 12940 of the California Government Code.
2
7. INDEPENDENT CONTRACTOR.
VENDOR shall perform work tasks provided by this Agreement, but for all intents
and purposes VENDOR shall be an independent contractor and not an agent or employee of
the CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment
of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment
Compensation, and other payroll deductions for VENDOR and its officers, agents, and
employees, and all business license, if any are required, in connection with the services to be
performed hereunder.
8. BUSINESS REGISTRATION CERTIFICATE AND OTHER
REQUIREMENTS.
VENDOR warrants that it possesses or shall obtain, and maintain a business
registration certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses,
permits, qualifications, insurance and approval of whatever nature that are legally required of
VENDOR to practice its business or profession.
9. NOTICES.
Any notices to be given pursuant to this Agreement shall be deposited with the
United States Postal Service,postage prepaid and addressed as follows:
TO THE CITY: TO THE VENDOR:
Mr. Michael Eckley Ms. Trish Layne
City of San Bernardino Tiburon, Inc.
300 North D Street 6200 Stoneridge Mall Road, Ste 400
4th Floor—IT Dept Pleasanton, CA. 94588
San Bernardino, CA. 92418 Telephone: (925) 621-2700
Telephone: (909) 384-5947
10. ATTORNEY'S FEES
In the event that litigation is brought by any party in connection with this Agreement,
the prevailing party shall be entitled to recover from the opposing party all costs and
expenses, including reasonable attorneys' fees, incurred by the prevailing party in the
3
exercise of any of its rights or remedies hereunder or the enforcement of any of the terms,
conditions or provisions hereof. The costs, salary and expenses of the City Attorney and
members of his office in enforcing this Agreement on behalf of the CITY shall be considered
as "attorneys' fees" for the purposes of this paragraph.
11. ASSIGNMENT.
VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or
encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior
written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void
and shall constitute a breach of this Agreement and cause for the termination of this
Agreement. Regardless of CITY's consent, no subletting or assignment shall release
VENDOR of VENDOR's obligation to perform all other obligations to be performed by
VENDOR hereunder for the term of this Agreement.
12. VENUE.
The parties hereto agree that all actions or proceedings arising in connection with this
Agreement shall be tried and litigated either in the State courts located in the County of San
Bernardino, State of California or the U.S. District Court for the Central District of
California, Riverside Division. The aforementioned choice of venue is intended by the
parties to be mandatory and not permissive in nature.
13. GOVERNING LAW.
This Agreement shall be governed by the laws of the State of California.
14. SUCCESSORS AND ASSIGNS.
This Agreement shall be binding on and inure to the benefit of the parties to this
Agreement and their respective heirs, representatives, successors, and assigns.
15. HEADINGS.
The subject headings of the sections of this Agreement are included for the purposes
of convenience only and shall not affect the construction or the interpretation of any of its
4
provisions.
16. SEVERABILITY.
If any provision of this Agreement is determined by a court of competent jurisdiction
to be invalid or unenforceable for any reason, such determination shall not affect the validity
or enforceability of the remaining terms and provisions hereof or of the offending provision
in any other circumstance, and the remaining provisions of this Agreement shall remain in
full force and effect.
17. ENTIRE AGREEMENT; MODIFICATION.
This Agreement constitutes the entire agreement and the understanding between the
parties, and supersedes any prior agreements and understandings relating to the subject
manner of this Agreement. This Agreement may be modified or amended only by a written
instrument executed by all parties to this Agreement.
IN WITNESS THEREOF, the parties hereto have executed this Agreement on
the day and date set forth below.
VENDOR: CITY OF SAN BERNARDINO:
Dated: , 2008 Dated: , 2008
By: By:
Fred Wilson
Its: City Manager
Approved as to Form:
James F. Penman, City Attorney
By:
5
■ ■ t ■ Tiburon,inc.
UlR�� b2tiD StU::cndu_�:t:,'. Rt:.;':
F al:.i?1 ii�c.
May 20, 2008
Mr. Michael Eckley
Public Safety Systems Manager
City of San Bernardino
300 North"D"Street`B"Building
San Bernardino,CA 92418
6
Subject: Three Year Maintenance quote for the 2008 through 2011 Maintenance Period
Reference: Agreement for Extended Services between the City of San Bernardino and Tiburon, Inc.,
dated July 1, 1995
Dear Mr.Eckley:
Tiburon, Inc. is pleased to present the City of San Bernardino with this Multi-Year Maintenance quote for
the period of 2008 through 2011.
The projected base maintenance fees for the three(3)year contract beginning July 1,2008 and ending
June 30,2011 are:
Annual Maintenance Fees 2008-2011: $510,360
The table below is a breakdown of the software model and maintenance fee associated with the following
applications.
Software Model CPU Make Start End Total Fees
Months
CAD 36 7/1/08 6/30/11 $ 164,032.00
CMS 36 7/1/08 6/30/11 $ 30,054.00
PRMS 36 7/1/08 6/30/11 $ 99,818.00
FAS 36 7/1/08 6/30/11 $ 57,533.00
911 Mapping 36 7/1/08 6/30/11 $ 56,056.00
Oracle 36 7/1/08 6/30/11 $ 52,837.00
AVL 36 7/1/08 6/30/11 $ 15,955.00
FBR 36 7/1/08 6/30/11 $ 30,650.00
SunPro Interface 36 7/1/08 6/30/11 $ 3,425.00
Total $ 510,360.00
-- -- --- a c D , c
Mr.Michael Eckley
Public Safety Systems Manager
Three Year Maintenance quote for the 2008 through 2011 Maintenance Period
May 20, 2008
Page 2 of 2
The maintenance fee of$510,360 is broken down to a flat rate of$170,120 per year that will be
renewable with a PO provided by the City of San Bernardino.
Please keep in mind that any enhancement purchase may increase the annual maintenance fee due. In the
event of an increase in annual maintenance fees as a result of an enhancement purchase,we will specify
the amount of the increase in our enhancement proposal. Accordingly,when budgeting for the upcoming
year's maintenance,we recommend that you budget higher than the estimated amounts provided.
If you have any questions or require further information,please contact me at 925-699-0946, at your
convenience.
Sincerely,
1 �
Jennine Weber
Account Manager
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
19. Resolution of the Mayor and Common Council of the City of San Bernardino
authorizing the award of a purchase order for police vehicle safety equipment to
Adamson Police Products of Los Alamitos, CA. (See Attached) (Cost to the
City - $41,760 from Information Technology Fund) (Resolution not
available at time of printing.) All Wards
Approved
MOTION: That the matter be continued to June 16, 2008.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
20. Resolution of the Mayor and Common Council of the City of San Bernardino
authorizing the award of an annual purchase order for police vehicle safety
lighting and siren equipment to Federal Signal Corp. of University Park, IL.
(See Attached) (Cost to the City - $82,179 from Information Technology
Fund) (Resolution not available at time of printing.) All Wards
Approved
MOTION: That the matter be continued to June 16, 2008.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
21. Resolution of the Mayor and Common Council of the City of San Bernardino
authorizing the award of a purchase order for maintenance services to Tiburon
Inc. of Pleasanton, California. (See Attached) (Cost to the City - $170,124
from Information Technology Fund) (Resolution not available at time of
printing.) All Wards
Approved
MOTION: That the matter be continued to June 16, 2008.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
22. Resolution of the Mayor and Common Council of the City of San Bernardino
authorizing the award of an annual purchase order for the City's 800MHz
voice/date backbone, MDC maintenance, dispatch console maintenance, and
user equipment maintenance to the County of San Bernardino's 800 MHz group.
(Document and Resolution not available at time of printing.) (Cost to the
City - $696,633 from Information Technology Fund) All W---1
Approved
MOTION: That the matter be continued to June �3(�XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
�j 1
(Q DE
8 .,,j vL12008
CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
From: TOM MAREK Subject: RESOLUTION OF THE
• IT DIRECTOR MAYOR AND COMMON COUNCIL
OF THE CITY OF SAN BERNARDINO
Dept: INFORMATION AUTHORIZING THE AWARD OF A
TECHNOLOGY DIVISION PURCHASE ORDER FOR
MAINTENANCE SERVICES TO
Date: May 19,2008 TIBURON INC. OF PLEASANTON,
CALIFORNIA.
M/CC Meeting Date: June 2,2008
Synopsis of Previous Council Action:
July 2, 2007 — Resolution #2007-219 - 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 Pleasanton, California
June 19, 2006 — Resolution #2006-230 - 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 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
Recommended Motion: Adopt resolution.
Signature 7
Contact person: TOM MAREK Phone- 384-4947
Supporting data attached: Staff Report Ward: ALL
FUNDING REQUIREMENTS: Amount: $ 170,124.00
Source: (Acct. No.) 679-251-5172
(Acct. Description) Maintenance Contracts
Finance:
Council Notes:
Agenda Item No. a
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
award a purchase order for maintenance services to Tiburon Inc. of Pleasanton, California.
BACKGROUND:
The City of San Bernardino owns Tiburon-based public safety computer systems which are
primarily comprised of a Computer-Aided-Dispatch (CAD) system and a Police Records
Management System (PRMS).
In 2002 an agreement was negotiated for three fiscal years (2002/03, 2003/04, 2004/05). The
vendor agreed to charge us a fixed rate of$118,393 for each of the 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 (AVL) for Police patrol vehicles. The
modernization, once completely installed and accepted, and the new AVL 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 Tiburon Inc. 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 took 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 took effect in FY 2006/2007. In
addition, current service terms are specified under a Master Support Agreement between the
vendor and the City (reference Resolution#2006-230).
In March 2008, Tiburon agreed to a three year fixed price for maintenance. The cost for Tiburon
maintenance will remain $170,124 through the 2010/2011 fiscal year, unless new features or
upgrades are added.
FINANCIAL IMPACT:
The annual cost for software maintenance of Police and Fire CAD, RMS, CMS, TIPS, FBR,
AVL, and MDCs for FY 2008/2009 is $170,124.00 and these items have been included in the IT
08/09 budget and chargebacks to departments.
RECOMMENDATION•
Adopt resolution.
' 1
2 RESOLUTION NO.
3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE AWARD OF A PURCHASE ORDER FOR
4 MAINTENANCE SERVICES TO TIBURON INC. OF PLEASANTON, CALIFORNIA.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
7 SECTION 1. That Tiburon Inc. is a sole source for software maintenance of the City's
8 Public Safety Computer-Aided-Dispatch System (CAD), Police Records Management System
9 (PRMS), Jail Management System (CMS), Mugshot System (TIPS), Field Base Reporting
10
11 System(FBR/ARS), Automatic Vehicle Locator System (AVL), and Mobile Data System.
12 SECTION 2. That the Mayor and Common Council authorize the Director of Finance
13 or his/her designee to issue a purchase order for $170,124.00 to Tiburon Inc. for these
14 maintenance services. The Purchase Order shall reference the number of this resolution and
15 shall incorporate the terms and conditions of the existing maintenance contact, which is on file
16 in the City Clerk's Office. The Purchase Order shall read, in addition to the itemization,
17 "Tiburon Inc. FY 2008/2009 Annual Maintenance Contract for the City of San Bernardino's
18
19 Public Safety CAD, RMS, CMS, TIPS, FBR, ARS, AVL, and Mobile Data System, not to
20 exceed $170,124.00."
21
22
23
24
25
26
27
28 Ill
1
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE AWARD OF A PURCHASE ORDER FOR
3 MAINTENANCE SERVICES TO TIBURON INC. OF PLEASANTON, CALIFORNIA.
4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a meeting thereof, held on
6 the day of ,2008, by the following vote,to wit:
7
8 Council Members Ayes Nays Abstain Absent
9 ESTRADA
10 BAXTER
11 BRINKER
12 DERRY
13 KELLEY
14 JOHNSON
15
16 MCCAMMACK
17
18
Rachel G. Clark, City Clerk
19
20 The foregoing resolution is hereby approved this day of , 2008.
21
22
23 Patrick J. Morris, Mayor
24 City of San Bernardino
25 Approved as to form:
26
27 James F. Penman, City Attorney
28
T'BU w Tiburon,Inc.
6200 Stonexidge Malt Road
Suite 000
Pleasanton,CA 94588
USA
T: 925.621.2700
F: 925.621.2799
May 20,2008 www.tiburoninc.com
Mr.Michael Eckley
Public Safety Systems Manager
City of San Bernardino
300 North"D"Street"B" Building
San Bernardino,CA 92418
Subject: Three Year Maintenance quote for the 2008 through 2011 Maintenance Period
Reference: Agreement for Extended Services between the City of San Bernardino and Tiburon,Inc.,
dated July 1, 1995
Dear Mr. Eckley:
Tiburon, Inc. is pleased to present the City of San Bernardino with this Multi-Year Maintenance quote for
the period of 2008 through 2011.
The projected base maintenance fees for the three(3)year contract beginning July 1,2008 and ending
June 30, 2011 are:
Annual Maintenance Fees 2008-2011: $510,360
The table below is a breakdown of the software model and maintenance fee associated with the following
applications.
Software Model CPU Make Start End Total Fees
Months
CAD 36 7/1/08 6/30/11 $ 164,032.00
CMS 36 7/1/08 6/30/11 $ 30,054.00
PRMS 36 7/1/08 6/30/11 $ 99,818.00
FAS 36 7/1/08 6/30/11 $ 57,533.00
911 Mapping 36 7/1/08 6/30/11 $ 56,056.00
Oracle 36 7/1/08 6/30/11 $ 52,837.00
AVL 36 7/1/08 6/30/11 $ 15,955.00
FBR 36 7/1/08 6/30/11 $ 30,650.00
SunPro Interface 36 7/1/08 6/30/11 $ 3,425.00
Total $ 510,360.00
A CompuDYNE COMPANY
Mr.Michael Eckley
Public Safety Systems Manager
Three Year Maintenance quote for the 2008 through 2011 Maintenance Period
May 20,2008
Page 2 of 2
The maintenance fee of$510,360 is broken down to a flat rate of$170,120 per year that will be
renewable with a PO provided by the City of San Bernardino.
Please keep in mind that any enhancement purchase may increase the annual maintenance fee due. In the
event of an increase in annual maintenance fees as a result of an enhancement purchase,we will specify
the amount of the increase in our enhancement proposal. Accordingly,when budgeting for the upcoming
year's maintenance,we recommend that you budget higher than the estimated amounts provided.
If you have any questions or require further information,please contact me at 925-699-0946,at your
convenience.
Sincerely,
Jennine Weber
Account Manager