REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
May 19, 2020
FROM
JOHN McMAHON, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Amendment No. 14 to Contract No. 07-262 with Tiburon, Inc. for Software Maintenance
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 14 to Contract No. 07-262 with Tiburon, Inc. to include the following:
a. Update the Federal Tax ID number and the business name to Tritech Software Systems, a CentralSquare Company, due to the merger of Tiburon, Inc. and Tritech Software Systems on December 31, 2019.
b. Increase the contract amount by $501,093.60, from $4,984,336.97 to a not to exceed amount of $5,485,430.57, for proprietary maintenance of the Sheriff/Coroner/Public Administrator’s Computer Aided Dispatch System, Records Management System, and Mobile Data System software, and extend the contract term for one additional year from March 24, 2020 through March 23, 2021.
(Presenter: John Ades, Captain, 387-0640)
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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 $501,093.60 for proprietary Computer Aided Dispatch System (CAD), Records Management System (RMS), and Mobile Data System (MDS) software maintenance will be funded within the Sheriff/Coroner/Public Administrator’s (Department) existing budget allocation (4430001000) and will be included in future recommended budgets.
BACKGROUND INFORMATION
To assist in maintaining the safety of its personnel, the Department utilizes the following software systems to increase Deputy Sheriff communication, research and track documentation, and decrease dispatching response times from the initial call to a Deputy dispatched to an incident scene:
• CAD - Provides the Department and associated contract agencies with 24 hour/7 days a week computerized digital command and control system for law enforcement, fire, and emergency medical service agencies. The CAD system receives all calls from citizens and aids dispatchers in dispatching calls to the appropriate jurisdictions and deputies.
• 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, messages, and images sent or received from message switch, CAD, and RMS. Deputies are able to research vehicles, persons, and property from the field, acting as an additional tool to aid in officer and public safety.
Tiburon, Inc, the developers of the CAD, RMS, and MDS systems originally implemented by the Department in 2002, was purchased by Tritech Software Systems (Tritech), a CentralSquare Company on December 31, 2019, and became effective on January 3, 2020.
On February 18, 2020, Tritech provided its renewal contract proposal for the period of March 24, 2020 through March 23, 2021. Upon review, changes were requested to conform to County contracting standards and the revised proposal was accepted on April 16, 2020. This item is being submitted for Board approval at the first available Board meeting following the revised proposal’s acceptance. In order to maintain uninterrupted service a Purchase Order (4100142242) with Tritech was authorized by the Purchasing Department to provide services for a period of two months.
The Department recommends approval of the proposed Amendment No. 14 for the provision of maintenance for one additional year, from March 24, 2020 to March 23, 2021. This agreement provides termination without cause upon 90 days advance written notice. Tritech is now the developer and holds proprietary rights to provide maintenance and support service for RMS, CAD, and MDS systems.
PROCUREMENT
On January 15, 2002 (Item No. 73), as a result of a competitive process, the Board of Supervisors (Board) approved contract No. 02-38 with Tiburon in the amount of $4,584,895 for the purchase of the CAD, RMS, and MDS systems, including warranty, through March 2007.
On April 24, 2007 (Item No. 45), the Board approved contract No. 07-262 with Tiburon to provide software maintenance and support through March 23, 2008 for the CAD, RMS, and MDS systems.
The Board subsequently approved annual amendments to contract 07-262 for necessary upgrades and to extend software maintenance contract terms through March 23, 2020, as these are more cost effective than acquiring a new system. Purchasing concurs that a non-competitive justification exists for maintenance and support services for RMS, CAD and MDS systems.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Richard D. Luczak, Deputy County Counsel, 387-5455) on April 24, 2020; Purchasing Department (Michael Candelaria, Lead Buyer, 387-0321) on April 24, 2020, Finance (Carolina Mendoza, Administrative Analyst, 387-0294) on April 30, 2020; and County Finance and Administration (Kelly Welty, Deputy Executive Officer, 387-5423) on April 30, 2020.