Title
Recommendation to Authorize the City Manager to Execute a Three-Year Service Provider Agreement with Sun Ridge Systems Inc. for the Continued Maintenance and Service of a Computer-Aided Dispatch and Report Management System in an Amount Not-to-Exceed $295,549 for Three Years. (Police 10031108)
Body
To: Honorable Mayor and Members of the City Council
From: Gerry Beaudin, City Manager
EXECUTIVE SUMMARY
The City of Alameda Police Department (APD) requires a new service agreement with Sun Ridge Systems, Inc. to continue maintenance and support of its Computer-Aided Dispatch (CAD) and Report Management System (RMS).
BACKGROUND
In March of 2020, the City of Alameda (City) entered into a five-year agreement with Sun Ridge Systems Inc. to acquire both CAD and RMS systems for APD. Along with the acquisition, the City paid an annual service and maintenance fee for the life of the agreement. The agreement concluded in March of 2025, with the City owning the software license, but without a service agreement in place to maintain it, provide critical legal updates, or troubleshoot any issues that may arise.
DISCUSSION
APD relies heavily on both the CAD and RMS systems to operate daily. Without either of them, services provided to the community would be severely crippled. Given the significance of these systems, it is imperative that the City maintain and service them so they are able to continue functioning properly.
Sun Ridge Systems is the sole provider of the City’s CAD and RMS software, as well as its maintenance and technical support. No other vendor sells or services this software. Therefore, pursuant to the City’s sole source procurement procedures, staff recommends a sole-source agreement with Sun Ridge Systems to provide service and maintain the City’s CAD and RMS systems for three years. (See Exhibit 1). The proposed agreement also includes emergency support should any issues arise beyond the scope and ability of the City staff.
ALTERNATIVES
• Do not approve the agreement and continue running both CAD and RMS without updates or service.
FINANCIAL IMPACT
The total cost of the three-year service agreement is $295,549. The breakdown of the cost is as follows:
|
Contract |
Term |
Amount |
|
Year 1 |
FY 2026-27 |
$93,429 |
|
Year 2 |
FY 2027-28 |
$98,420 |
|
Year 3 |
FY 2028-29 |
$103,700 |
|
Total Three-Year Not-to-Exceed Contract Amount: |
$295,549 |
The Police Department has funds available for contract year 1 in account number 10031108-52140. Funds for years 2 and 3 will be requested during the FY 2027-28 and 2028-29 budget cycle.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action comports with the Alameda Municipal Code and the City’s Administrative Policies and Procedures Number 5 (Purchasing Policy).
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378, and therefore, no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a three-year service provider agreement with Sun Ridge Systems Inc. for the continued maintenance and service of a computer-aided dispatch and report management system in an amount not to exceed $295,549 for three years.
Respectfully submitted,
Nishant Joshi, Chief of Police
By,
Matthew McMullen, Police Captain
Exhibit:
1. Agreement