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6.E. - Page 2 of 13 ANALYSIS The Sun Ridge 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 software allows information to be entered once, whether by an officer in the field writing a report, 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 information retained by the system is easily retrievable by any operator, the software has powerful crime analysis tools that are available to all users, and it does not require specialized training or third party applications. Additionally, all police agencies within San Mateo County utilize Sun Ridge software. This universal usage throughout the County provides for seamless information sharing and connectivity, which would not otherwise be possible with disparate records management systems. Each of these San Mateo County agencies is satisfied with the software system, as well as the annual upgrades and support provided by Sun Ridge. Redwood City Police Department personnel are also satisfied with the product and support provided by Sun Ridge and have no plans to deviate from the use of the system for the foreseeable future. The original agreement for services between Sun Ridge and the City was previously approved by City Council on May 21, 2007. On May 7, 2018, City Council authorized the City Manager to pay the annual RIMS service and maintenance invoice from February 8, 2018 to February 7, 2019, in the amount of $76,618. Thereafter, Staff received an invoice covering the term from February 8, 2019 to February 7, 2020, totaling $79,275. Due to there being no current agreement between Sun Ridge and the City, the invoice was not paid and became delinquent, resulting in a late fee of $2,378. Staff seeks City Council authorization of payment for the current annual service and maintenance invoice of $81,653, in addition to payments for two additional years in order to ensure continued operation of this vital service and avoid any lapses in service or future late fees. Police Department personnel worked with other City departments and Sun Ridge to craft this multi-year service agreement to collectively address software upgrades, maintenance and service from February 8, 2019 to February 7, 2022. FISCAL IMPACT Funding of the $81,653 service invoice already exists within the Department's budget. Approval of this expenditure will have no increase or fiscal impact to the City, other than that which was previously anticipated, and for which funds were budgeted. The Department budgeted for $80,860 in the FY 2019- 2020 budget and will budget for $82,478 in the FY 2020-2021 budget. City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 139