15 Staff Report- Sun Ridge Systems RIMS Amendment with attchments
PREPARED BY: Clinton Tada
Support Services Captain
Reviewed by: Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 06/04/2024
DATE: May 28, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute an Amendment to the Software
Support Agreement with Sun Ridge Systems to Incorporate Crossroads
Collision and E-Citation Add-On Modules for the Remaining Term of the
Original Agreement with the Total Agreement Not to Exceed $260,000.
RECOMMENDATION:
Authorize the Town Manager to execute an amendment to the software support agreement
with Sun Ridge Systems to incorporate Crossroads Collision and E-Citation add-on modules for
the remaining term of the original agreement with the total agreement not to exceed $260,000.
BACKGROUND:
In 2021, the Police Department entered into a five-year agreement with Sun Ridge Systems, Inc.
for a Computer Aided Dispatch and Records Management System. Computer Aided Dispatch
(CAD) and Records Management Systems (RMS) are considered critical infrastructure to any law
enforcement agency. This CAD/RMS structure serves as the core systems by which staff
documents calls for service and self-initiated activity; write police reports; process and prepare
police reports for prosecution; maintain warrants; manage investigations; track chain of
custody for evidence; and manage resources during emergency and non-emergency responses.
In 2023, the Police Department was awarded a grant from the California Office of Traffic Safety
(OTS) in the amount of $76,000 for the purchase of traffic collision reporting software and an
electronic traffic citation system. The Department utilized grant funding to purchase
Crossroads Collision and Crossroads E-Citation software systems, which enables the integration
of collision data analysis and citation cross-reporting with the existing CAD/RMS system, Sun
Ridge Systems. To successfully integrate collision reporting, statistical data, and electronic
PAGE 2 OF 3 SUBJECT: Amendment to the Computer-Aided Records Management System Agreement with Sun Ridge Systems DATE: May 28, 2024
BACKGROUND (continued):
citations with the existing CAD/RMS system, the Department will need to modify the existing
add-on interface modules with Sun Ridge Systems.
DISCUSSION:
The Department entered into a five-year agreement with Sun Ridge Systems in FY 2021/22, for
a total agreement amount of $254,780 (Attachment 1). The requested amendment to the
existing Sun Ridge Systems agreement consists of a one-time set up fee total in the amount of
$4,570 to add Crossroads Accident and E-Citation integration modules to the current CAD/RMS
interface system (Attachment 2). In addition, for the remaining term of the agreement, the
Department will switch Sun Ridge RIMS Auto-Cite module to Crossroads E-Citation, and Sun
Ridge RIMS CHP 555 to SWITRS to Crossroads Collision Software. Below is a cost breakdown
which outlines the remaining Fiscal Year (FY) costs for the term of this agreement with the one-
time set up costs (in FY 24/25) and proposed annual subscription modifications.
FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26
Original
Agreement $46,635 $49,017 $50,977 $53,015 $55,136
Amended
Agreement $46,635 $49,017 $50,977 $57,585 $54,687
Agreement
Adjustments N/A N/A N/A +$4,570 (-$449)
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute an
amendment to the agreement with Sun Ridge Systems, Inc. for the addition of applicable
software support service modules for the remainder term of this agreement, not to exceed a
five-year total agreement amount of $260,000.
FISCAL IMPACT:
The annual cost of $53,015 for FY 2024/25 is already budgeted in the proposed Police
Department Operating Budget. The one-time additional set up and service costs to integrate
Crossroads Collision and E-Citation modules during FY 2024/25 ($4,570) will be paid using OTS
grant funding as outlined in the grant proposal. The cost adjustment of future fiscal years will
PAGE 3 OF 3 SUBJECT: Amendment to the Computer-Aided Records Management System Agreement with Sun Ridge Systems DATE: May 28, 2024
FISCAL IMPACT (continued):
be proposed during budget development cycles for a total agreement amount (FY 2021/22
through FY 2025/26) not to exceed $260,000.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Original Agreement – Sun Ridge Systems
2. Sun Ridge Systems Quote – Add-on Modules
3. Amendment to the Original Agreement
Sun Ridge Systems Software Support Services Agreement
This is a description of the software support, maintenance, and enhancement services to be provided by
Sun Ridge Systems, Inc. (“SRS”) to the City of Los Gatos (“Licensee”) as part of a Software Support
Services Agreement (“Agreement”). This Agreement covers all RIMS public safety software (Software)
licensed by the Licensee and is effective on September 2, 2021.
Under this agreement SRS agrees to provide the following services and products to Licensee:
1.Coverage Hours. SRS will provide a toll-free phone number for Licensee to call whenever a
covered problem occurs. Normal service hours will be Monday-Friday, 8AM-5PM PST, except for
common federal holidays (“Holidays”). However, for instances with the Licensee’s system is
completely inoperable due to an SRS software problem (“Critical Problems”) preventing basic
system operation, service will be available 24 hours, 7 days a week, Holidays included.
2.SRS Response to reported problems. SRS agrees to provide service and assistance as
expeditiously as possible as follows:
a.Most problems will be resolved with the initial phone call.
b.For problems that cannot be immediately resolved, SRS will work to resolve the problem
based on the severity of the problem and the urgency reported by Licensee.
●For Critical Problems, SRS personnel will work with Licensee until the situation is
resolved.
●For problems that are not Critical Problems that have a lesser though continuing
impact on operations of Licensee (“non-critical problems”), SRS will endeavor to
provide a solution or work around within 72 hours of the problem being
reported to SRS by the Licensee.
●For problems that are not Critical Problems and are not non-critical problems
(“Minor Problems”) SRS may, at its discretion, either issue a near term "fix
release" of the product or include the fix in the next scheduled product update.
3.Licensee equipment and software responsibilities. Licensee agrees to allow SRS to remotely
connect to Licensee’s system when a problem is reported. SRS uses BeyondTrust Remote Access
Software for this purpose. BeyondTrust software provides superior security and does so over an
ordinary internet connection via an SRS server that hosts a BeyondTrust security hardware
appliance.
With Licensee’s permission, SRS will use this connection to examine data files related to
reported problems and to provide updates and corrections when necessary.
Attachment 1
4. Provision of software updates. SRS will provide, at no additional cost, all new enhanced and
updated versions of software licensed to Licensee. This software will be provided with detailed
installation instructions for installation by Licensee. If desired, Licensee may retain SRS to
perform any installation at additional cost to be determined on a per case basis. Updates are
distributed via download from the SRS ftp web site. SRS will not be obligated to provide service
for release versions that are more than two annual release versions older than the current
release.
5. Cost. The cost of the services and software to be provided under this Agreement are as follows:
FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26
RIMS Annual Support and Updates – Computer Aided Dispatch $11,375 $11,830 $12,303 $12,795 $13,307
RIMS Annual Support and Updates – Records Management $11,375 $11,830 $12,303 $12,795 $13,307
RIMS Annual Support and Updates – Mobile Software $5,600 $5,824 $6,057 $6,299 $6,551
RIMS Annual Support and Updates – E-911 $1,445 $1,503 $1,563 $1,626 $1,691
RIMS Annual Support and Updates – State Link (CLETS) $1,445 $1,503 $1,563 $1,626 $1,691
RIMS Annual Support and Updates – In-Station (CAD) Mapping $3,756 $3,906 $4,062 $4,224 $4,393
RIMS Annual Support and Updates – Mobile Mapping $1,796 $1,868 $1,943 $2,021 $2,102
RIMS Annual Support and Updates – Property Room $1,860 $1,934 $2,011 $2,091 $2,175
RIMS Annual Support and Updates – Citizen RIMS $1,686 $1,753 $1,823 $1,896 $1,972
RIMS Annual Support and Updates – iRIMS Law $2,062 $2,144 $2,230 $2,319 $2,412
RIMS Annual Support and Updates – Training Management (TIMS) $760 $790 $822 $855 $889
RIMS Annual Support and Updates – Text/Paging $670 $697 $725 $754 $784
RIMS Annual Support and Updates – AutoCite Link $378 $393 $409 $425 $442
RIMS Annual Support and Updates – CopLogic Link $460 $478 $497 $517 $538
RIMS Annual Support and Updates – CopLink Link $750 $780 $811 $843 $877
RIMS Annual Support and Updates – Evidence.com / Axon Link $550 $572 $595 $619 $644
RIMS Annual Support and Updates – LaserFiche Link $415 $432 $449 $467 $486
RIMS Annual Support and Updates – CHP 555 Export to SWITRS **$252 $780 $811 $843 $877
TOTAL $46,635 $49,017 $50,977 $53,015 $55,136
* This support quote above is only for the listed modules only, if additional software or interfaces are added or
modified it may impact the support amount quoted.
6. Late Payment. In addition to any other amounts for which Licensee is liable under this
Agreement, Licensee agrees to pay to SRS a late charge equal to one percent (1%) of the amount
due if Licensee fails to pay SRS any amount that is due and owing pursuant to this Agreement
within sixty (60) days after Licensee’s receipt of an invoice from SRS or (60) days after the
expiration of the previous Agreement, whichever comes later. In addition, any invoiced
amounts that are due and owing under this Agreement that Licensee fails to pay to SRS within
ninety (90) days after Licensee’s receipt of an invoice from SRS shall thereafter bear interest at
the rate of twelve percent (12%) per annum or the highest interest rate allowed by applicable
law, whichever is less.
7. Term. The term of this Agreement shall be one year from the date stated in the initial
paragraph and shall be automatically annually renewed for another year upon payment of the
invoice. Payment for the year is due in advance the day the services begin. Non-payment of the
support invoice within 60 days as described in Section 6 shall be cause for terminating or
suspending the Agreement at the discretion of SRS. Any requested changes to the Agreement
for a new term must be received by the end of the previous term. This includes any changes to
the list of products covered.
8. Termination. Licensee may terminate this Agreement with or without cause upon ninety (90)
days written notice to SRS. If terminated, Licensee is entitled to a prorated refund for the service
days not consumed beginning on the last day of the month the written notice is received by SRS
to the end of the remaining term of the Agreement.
9. Limitations. SRS agrees to provide support only for public safety application software provided
by SRS. Other software used by Licensee (word processing, spreadsheet, etc.) is not included in
this Agreement. PC and network operating system software and Microsoft SQL Server database
system software is similarly not included, although SRS may assist Licensee in isolating problems
to this software. Also specifically excluded is responsibility for administration, support, or
maintenance of your server, computer network, operating systems, or database (Microsoft SQL
Server).
Licensee may request that SRS provide support services outside the limitations of this Support
Services Agreement. If SRS agrees to provide any requested additional support services, which
SRS may do or decline to do in its sole discretion, such support services will be provided at SRS’s
then-current hourly labor rate and on such other terms and conditions as SRS may require.
This Agreement does not include equipment maintenance or assistance in diagnosing hardware
problems including but not limited to PCs, printers, network, scanners, and other computer
peripheral devices with the exception that SRS will assist Licensee in determining whether a
problem is RIMS application software in nature.
Additionally, this Agreement does not include updates or reloading of the street file or
regeneration of maps from updated data sources which may become available to the Licensee.
If desired, Licensee may retain SRS to perform updates of these files at additional cost to be
determined on a per case basis.
All terms, conditions, and limitations set forth in the Sun Ridge Systems Software License
Agreement are incorporated herein by this reference and shall be fully applicable to the
products and services provided under this Agreement.
For: Sun Ridge Systems, Inc. For: Los Gatos Police Department
Name: Tamera Melrose Name: ___________________________
Title: Client Services Manager Title: ___________________________
Date: October 20, 2021 Date: _____________________
To:
From:
Subject:
Date:
Jose Reyes, Los Gatos Police Department
Tamera Melrose
Quotation for RIMS Software
April 17, 2024
The following is a quotation for RIMS technical services to set up Crossroads eCitation Link and for
RIMS to Crossroads Accident Import link based on your recent request.
Crossroads Accident Import Link Software
Item Price
RIMS to Crossroads Import Link Software $2,800
Installation Completed via Remote Access and Phone $900
Annual Support and Updates – First Year $420
TOTAL $4,120
Crossroads eCitation Link Software
Item Price
Technical Services for eCitation Setup and Testing $450
TOTAL $450
As discussed, if LGPD intends to submit 555 report data to the CHP SWITRS interface, it must be
uploaded to SWITRS using the same system where the 555 reports were entered. If LGPD intends to
use Crossroads for 555 accident reports, LGPD will need to obtain the appropriate link software from
Crossroads for the SWITRS upload.
Once the RIMS to Crossroads Import link software has been installed, LGPD will no longer be able to
use the RIMS CHP 555 Export to SWITRS link. Therefore, this software link will be removed from the
FY 24/25 annual support and updates invoice.
This quotation is for RIMS software only and does not include any hardware or third-party software
that may be required by Crossroads to support these interfaces. You are encouraged to contact your
Crossroads vendor to determine any costs that may be associated with providing their portion of these
interfaces.
If you plan to purchase via purchase order, Sun Ridge Systems may require you to make some minor
modifications to the purchase order’s Standard Terms and Conditions. Specifically, sections related to
Warranty and Indemnification may require modification. Examples of these modifications can be
provided upon request.
Attachment 2
This quotation is valid for 90 days and may change thereafter. If you have any questions, please call me
on 800-474-2565. Thank you for your continued interest in RIMS.
By signing and accepting this quote, I agree that I have signature authority on behalf of my department and/or
organization and this signature will be an electronic representation of my signature for all purposes when I use
them on documents, including legally binding contracts – just the same as a wet ink signature on paper.
_______________________________________________________ _________________________
Authorized by: Name and Title Date:
1 of 1
Sun Ridge Systems Computer-Aided Dispatch and Records Management Software Systems
AMENDMENT TO AGREEMENT
This AMENDMENT TO AGREEMENT is dated for identification this ____th day of June
2024 and amends that certain agreement for Sun Ridge Systems Inc. RIMS Computer-Aided
Dispatch and Records Management Software dated November 16, 2021, made by and between the
Town of Los Gatos, ("Town,") and Sun Ridge Systems (“Consultant”).
RECITALS
A.Town and Consultant entered into a Computer-Aided Dispatch and Records Management
Software Agreement on November 16, 2021 (“Agreement”), a copy of which is attached
hereto and incorporated by reference as Attachment 1 to this Amendment.
AMENDMENT
1.Town will amend RIMS link software application features within the existing agreement
terms with the Consultant to include the addition of Crossroads Accident Import Linkapplication and Crossroads Electronic Citation Link application. Consultant will deactivate
subscription to RIMS Auto-Cite application and RIMS SWITRS Direct Link application.
a.For Crossroads Accident Import Link application, Town will pay $4,120 for a one-
time initial set-up and installation fee, and thereafter $420 annually for the remainder
of the original agreement term.
b.For Crossroads Electronic Citation Link application, Town will pay $450 for a one-
time initial set-up fee, and thereafter $450 to replace RIMS Auto-Cite application
feature with Crossroads Electronic Citation for the remaining term of the original
agreement.
2.All other terms and conditions of the Agreement remain in full force and effect.
Town of Los Gatos Approved as to Consent:
By: _______________________________ By: ______________________________
Laurel Prevetti, Town Manager Print Name, Title
Department Approval:
_______________________________________
Clinton Tada
Support Services Captain
Approved as to Form: Attest:
s Gatos, Californi
Attachment 3
2
______________________________ ______________________________
Gabrielle Whelan, Town Attorney Wendy Wood, CMC, Town Clerk