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CC - CONSENT ITEM: (1) Approval of a Software Support Maintenance Agreement with South Bay Regional Public Communications Authority for Public Safety Computer Aided Dispatch (CAD) and Records Management Software (RMS) Systems in an Amount Not-to-Exceed $160,000 per year; and (2) Authorization to the City Manager to Approve Ongoing Annual Recurring Maintenance Expenditures until the Service is Substantially Changed or Terminated.
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Meeting Date: May 28, 2024
Contact Person/Dept.: Hoa Diep / Information Technology
Phone Number: (310) 253-6266
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (05/22/2024)
Department Approval: Michele Williams, Chief Information Officer, (05/09/2024) _____________________________________________________________________
RECOMMENDATION
Staff recommends that the City Council approve a software support maintenance agreement with South Bay Regional Public Communications Authority for Public Safety Computer Aided Dispatch (CAD) and Records Management Software (RMS) systems in an amount not-to-exceed $160,000 per year; and authorize the City Manager to approve ongoing annual reoccurring maintenance expenditures until the service is substantially changed or terminated.
BACKGROUND/DISCUSSION
On October 10, 2016, City Council approved a professional services agreement with the South Bay Regional Public Communications Authority (historically also known as “RCC” for Regional Communications Center) for public safety dispatching and other related services. The staff report detailed that the RCC was in the process of selecting a new CAD and RMS system. The report explained that a vendor had not been selected but it was expected that Culver City would pay for a portion of the purchase cost in addition to a portion of the ongoing annual software maintenance. Culver City was responsible for paying 18.61% (based on usage) of the purchase price which resulted in an expenditure not to exceed $400,000. Additionally, the City was required to pay annual ongoing software maintenance which was estimated at $160,000 each year.
The RCC selected Mark43 as their public safety software vendor for Computer Aided Dispatch and Records Management System. Mark43 Inc. is a privately owned company. Mark43 Inc. provides a Criminal Justice Information Services - compliant cloud hosted Computer Aided Dispatch and Records Management System, running off Amazon Web Services GovCloud.
Payment of the annual software maintenance, through RCC, for the Mark43 CAD/RMS software is exempt from formal bidding requirements pursuant to Culver City Municipal Code Section 3.07.055.E (purchase of software, hardware maintenance services or software maintenance services).
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2023-2024 includes sufficient funding to support this expenditure in the Public Safety CAD/RMS/Mobile Capital Improvement Project - PZ902 (42080000.619800.PZ902) which is managed by the Information Technology Department. An ongoing commitment for annual maintenance will be budgeted in subsequent fiscal years during the budget process.
The payments for the purchase of the annual software maintenance will be paid to the City of Hawthorne as this agency manages the software contract and provides billing services to the RCC. The City of Hawthorne will be responsible for forwarding the payments to the vendor.
ATTACHMENT(S)
None.
MOTION(S)
That the City Council:
1. Approve a Software Support Maintenance Agreement with South Bay Regional Public Communications Authority for Public Safety Computer Aided Dispatch (CAD) and Records Management Software (RMS) Systems in an amount not-to-exceed $160,000 per year;
2. Authorize the City Manager to approve ongoing recurring maintenance expenditures until the service is substantially changed or terminated;
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.