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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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SHERIFF’S OFFICE
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DATE:
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June 14, 2007
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BOARD MEETING DATE:
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June 19, 2007
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Sheriff Greg Munks
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SUBJECT:
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Amendment to the agreement with Tiburon, Inc. for maintaining and supporting the Sheriff's Office Records Management System.
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RECOMMENDATION:
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Adopt a Resolution:
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1.
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Waiving the Request for Proposals (RFP) process for maintenance and support of the Sheriff's Office Records Management System (RMS); and
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2.
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Authorizing the Sheriff to execute an amendment to the software license and master support agreement with Tiburon, Inc. for maintenance and support of the Sheriff's Office Records Management System (RMS), extending the term from February 14, 2007 to February 14, 2008, with an option to extend for two additional one-year terms, and increasing the amount of the software license and master support agreement by $75,683, from $0 to $75,683, for a total increase not to exceed $250,000 for the three one-year extensions.
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VISION ALIGNMENT:
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Commitment: Ensure basic health and safety for all.
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Goal 7: Maintain and enhance the public safety of all residents and visitors.
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This amendment ensures the optimal performance of the RMS thereby improving the investigation of crimes, coordination of multi-jurisdictional law enforcement actions and investigations, and faster apprehension of wanted criminals.
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PERFORMANCE MEASURES:
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Measures
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FY 2005-06
Actual
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FY 2006-07
Target
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Number of Message Switch System user agencies serviced
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35
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35
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BACKGROUND:
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On December 17, 2002, your Board, through Resolution # 65711, authorized the President of the Board to execute a Master Agreement in the amount of $1,558,386 with Tiburon, Inc. for the implementation of the Sheriff's Office Records Management System (RMS), and delegated to the Sheriff the authority to execute a software license agreement (at no additional cost) at a further point.
On May 4, 2004, the Sheriff executed the software license agreement with Tiburon which included a master support agreement for the maintenance and support of the RMS (at no additional cost). The May 4, 2004 agreement expired February 14, 2007.
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DISCUSSION:
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The amendment to the software license and master support agreement with Tiburon will provide for payment of $75,683 to support and maintain the system through February 14, 2008. The estimated annual maintenance fees for the proceeding two years are as follows:
§ $79,467 for February 15, 2008 to February 14, 2009; and
§ $83,440 for February 15, 2009 to February 14, 2010.
The maintenance fee is projected to increase at least 5% annually. The estimated total for three years is $238,590.
Tiburon has customized the RMS software to meet the specials needs of the Sheriff’s Office. Due to the complexities of the Sheriff's Office RMS and the propriety and patented nature of Tiburon’s software and related products, it would be in the best interest of the County to waive the RFP process.
County Counsel has reviewed and approved the resolution and amendment as to legal form. The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits. County Manager has approved the waiver to extend the contract term beyond three years.
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FISCAL IMPACT:
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The recommended amendment extends the term one year to February 14, 2008 and adds $75,683 to the contract to cover the annual maintenance fee. Tiburon projects an annual 5% increase in maintenance fees. The estimated cost for 2008-09 is $79,467 and 2009-10 is $83,440. The total cost for a total of three years is estimated at $238,590. In the event the annual fees are increased by more than 5%, $11,410 in contingency funds are included for a total of $250,000 for the three one-year extensions.
The annual cost of the first extension is included in the FY 2006-07 Adopted and FY 2007-08 Recommended Budgets.
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