AgdaPkt 2016-01-25 Closed and Interview and Joint SA PFA

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REPORT To the Honorable Mayor and City Council From the City Manager January 25, 2016 SUBJECT Annual service and maintenance invoice for Sun Ridge Systems, Inc., a Records Integrated Management System RECOMMENDATION By motion, approve and authorize the City Manager to pay a Sun Ridge Systems, Inc. invoice for software upgrades and annual maintenance services for the Redwood City Police Department’s Records Integrated Management System for the period of February 8, 2015 through February 7, 2016, pursuant to a June 14, 2007 purchase agreement BACKGROUND On May 21, 2007, City Council approved the purchase of a Records Integrated Management System (RIMS) from Sun Ridge Systems, Inc. for Police Department use. The initial purchase agreement with Sun Ridge Systems (“Sun Ridge”) included an annual agreement for the provision of software upgrades, maintenance and service. Every year, the Police Department has purchased an annual RIMS service agreement from Sun Ridge. The annual cost for this service for FY 2015-2016 is $70,059. As a result, City Council approval is required. ANALYSIS The Sun Ridge Systems, Inc. Records Integrated Management System has been in constant use by Redwood City Police Department personnel since 2007 and is an integral component of day to day operations. Sun Ridge allows information to be entered once, whether by an Officer in the field, a Clerk at the station, or a Dispatcher in the Communications Center. The system's design decreases staff workload, while increasing the availability and accuracy of information. The system has several benefits: (1) the information retained by the system is easily retrievable by any operator; (2) the software has powerful crime analysis tools that are available to all users; and (3) it does not require specialized training or third party applications. 6.1.F. - Page 1