REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
March 12, 2024
FROM
SHANNON D. DICUS, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Amendment to Contract with Tritech Software Systems, Inc., a CentralSquare Company, for Software Maintenance and Support Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 18 to Contract No. 07-262 with Tritech Software Systems, Inc., a CentralSquare Company, for the provision of proprietary maintenance and support services for the Computer Aided Dispatch System and Mobile Data System software, increasing the contract amount by $452,087, from $7,144,113 to a not to exceed amount of $7,596,200, and extending the term by one year, for a new contract period of March 24, 2007 through March 23, 2025.
(Presenter: Ernie Perez, Deputy Chief, 387-3760)
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COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The increase of $452,087 for continued proprietary Computer Aided Dispatch System (CAD) and Mobile Data System (MDS) software maintenance and support services will be funded within the Sheriff/Coroner/Public Administrator’s (Department) existing 2023-24 budget allocation (4430001000) and will be included in future recommended budgets.
BACKGROUND INFORMATION
To assist in maintaining the safety of both the public and Department personnel, the software systems detailed below are utilized to increase communication, perform research, and track documentation. The software systems also decrease dispatching response times, from the initial call to personnel dispatched to an incident scene.
• CAD - Provides the Department and associated contract agencies with 24 hour/seven days per week computerized digital command and control capabilities for law enforcement, fire, and emergency medical service agencies. The CAD system receives all calls from citizens and aids in dispatching the calls to the appropriate jurisdictions and personnel.
• Records Management System (RMS) - Provides the Department with a document tracking system that is divided into a series of components and data sub-systems, including but not limited to, Deputy reports, traffic collisions, citations, sex registrants, and field contacts.
• MDS - Is a series of forms used for communication and viewing of dispatches, status changes, and images sent or received from a message switch board and CAD. Authorized personnel are able to research vehicles, persons, and property from the field, providing an additional tool to aid in personnel and public safety.
Tiburon, Inc. (Tiburon), the developers of the CAD, RMS, and MDS systems, which were originally implemented by the Department in 2002, was purchased by Tritech Software Systems, Inc., a CentralSquare Company (Tritech), on December 31, 2019, effective on January 3, 2020.
On April 24, 2007 (Item No. 45), the Board of Supervisors (Board) approved Contract No. 07-262 with Tiburon to provide software maintenance and support from March 24, 2007 through March 23, 2008, for CAD, RMS, and MDS. The Board subsequently approved annual amendments to Contract No. 07-262 for necessary upgrades and to extend software maintenance contract terms, the most recent being Amendment No. 17, approved by the Board on March 14, 2023 (Item No. 50), to increase the contract amount by $580,078, from 6,564,034 to a not to exceed amount of $7,144,113, and extend the contract period through March 23, 2024. TriTech’s RMS system was replaced with a different vendor’s system under a separate contract in 2023.
The proposed amendment will allow for the continuation of software maintenance and support services for the Department’s CAD and MDS through March 23, 2025. The agreement provides for termination without cause upon 90 days’ advance written notice.
PROCUREMENT
Tritech holds proprietary rights to provide maintenance and support services for CAD and MDS. The Purchasing Department concurs that a non-competitive justification exists for maintenance and support for the CAD and MDS systems.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Grace B. Parsons, Deputy County Counsel, 387-5455) on February 26, 2024; Purchasing (Michael Candelaria, Lead Buyer, 387-2098) on February 26, 2024; Finance (Erika Rodarte, Administrative Analyst, 387-4919) on February 28, 2024; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on February 28, 2024.