SR-10-14-2014-3EID
City of City Council Report
Santa Monica
City Council Meeting: October 14, 2014
Agenda Item: 3-E
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Public Safety Software Maintenance and Support Agreement Modification
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to the Software Maintenance and Support Agreement
#9087 -CCS in the amount of $693,390 with Public Safety Systems, Inc., a Maryland -
based company to provide software maintenance and support for the public safety
dispatch, records management and mobile data systems. This will result in a 10 year
amended Software Maintenance and Support Agreement with a new total amount not to
exceed $1,217,945, with future year funding contingent on Council budget approval.
Executive Summary
The Police and Fire Departments utilize sophisticated and specialized software for
dispatching, records management and mobile data systems, all developed by and
purchased from Public Safety Systems, Inc. The Software Maintenance and Support
Agreement ensures the availability of technical support and periodic upgrades to the
systems. Staff seeks the authority to extend the existing Software and Maintenance
Agreement with Public Safety Systems, Inc. in an amount not to exceed $700,000 for a
five -year period.
Background
On July 14, 2009, Council authorized a contract with Public Safety Systems, Inc. in an
amount not to exceed $560,000 for a period of five years, through June 30, 2014, of this
contract $524,555 has been spent. The vendor has been providing ongoing support
during the process to request a contract modification to extend the term.
Discussion
The Computer Aided Dispatching (CAD) system used by Police and Fire is fully
integrated to allow for comprehensive public safety resource management from a single
software platform. This single software platform is a vital component to the operation of
1
the new joint dispatch center to be operated by the Office of Emergency Management.
The Records Management Systems (RMS) and Mobile Data Systems used by Police
and Fire, designed specifically for each discipline, are fully integrated with CAD. The
Police and Fire Departments utilize their respective RMS for electronic tracking of
incident reports and related information, as well as mandated statistical reporting to
State and Federal agencies. The Mobile Data Systems are used by Police and Fire for
field -based CAD and RMS functionality on mobile computers and devices and tracking
of vehicle location to aid in dispatching the closest available resource.
Vendor Selection
The CAD, RMS and Mobile Data Systems used by Police and Fire were developed by
and purchased from Public Safety Systems, Inc. As the developer, Public Safety
Systems, Inc. is the sole License Holder of the source code. Therefore, a sole source
maintenance agreement is necessary in order to ensure ongoing support for the
software systems as the service is only available from the License Holder.
Financial Impacts & Budget Actions
The Software Maintenance and Support Agreement Modification to be awarded to
Public Safety Systems, Inc. is $693,390.
Fiscal Year
Fire
Police
Total
FY 2014 -15
$55,210
$70,270
$125,480
FY 2015 -16
$57,970
$73,785
$131,755
FY 2016 -17
$60,870
$77,480
$138,350
FY 2017 -18
$63,915
$81,355
$145,270
FY 2018 -19
$67,110
$85,425
$152,535
TOTAL
$693,390
z
Funds in the amount of $70,270 are included in the FY 2014 -15 budget at account
01304.533580 and funds in the amount of $55,210 are available in the FY 2014 -15
budget for division 312, and the contract amount will be charged to account
01312.533580. Budget authority for subsequent budget years will be requested in each
budget for Council approval. Future year funding is contingent upon Council approval
for budget adoption.
Prepared by: Eric Uller, Lead Public Safety Systems Analyst
Approved:
Jo V olf
ief Information Officer
A]
Forwarded to Council:
MI'K
Rod Gould
City Manager
Reference:
Modified Contract No. 9087
(CCS)