REPORT TO COUNCIL
SUBJECT
Title
Action to Authorize City Manager to Negotiate and Execute Amendment No. 3 to the Master Product and Services Agreement and Related Orders with Hexagon Safety & Infrastructure for the Computer Aided Dispatch System
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
In June 2016, the City Council approved $3 million in funding for the City of Santa Clara's Computer Aided Dispatch (CAD) and Records Management System (RMS) Upgrade project as part of the Fiscal Year 2016/17 Adopted Capital Improvement Program Budget. Hexagon Safety & Infrastructure (Hexagon) was selected as the vendor to deliver the software, related service and materials, maintenance agreement, customer service and warranty, most appropriately meeting the project deliverables identified by the City for an integrated CAD and RMS solution.
Staff negotiated a six-year Master Product and Services Agreement (Master Agreement) with Hexagon with an expiration date of October 11, 2023, at a one-time cost of $2,092,335 for CAD/MPS and WebRMS software, project management, training, and a one-year warranty (under Orders 1 and 2); additional contract options allowed for a not to exceed amount of $2,472,425.
On November 5, 2018, the City went live with the CAD portion of the project. The RMS portion of this project was not implemented consecutively. On November 19, 2019, the City Council approved Amendment No. 1 to the Master Agreement (RTC 19-1253; Agreement dated December 12, 2019), which severed the RMS project from the scope of the Master Agreement and provided the City with associated credits towards maintenance costs. Maintenance services are under Order 2 (Maintenance Contract) made pursuant to and governed by the Master Agreement. The Maintenance Contract is set to end on November 30, 2024. The City later implemented an alternative RMS solution with Mark43 on September 1, 2021.
On August 29, 2023, the City Coun...
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