2011041802 - Tiburon Upgrade ProjectMEETING DATE: 4/18/11
ITEM NO:
COUNCIL AGENDA REPORT
DATE: APRIL 11, 2011
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: TIBURON UPGRADE PROJECT (411-841-6302)
A. AUTHORIZE THE TOWN MANAGER TO ENTER INTO A COST SHARING
AGREEMENT BETWEEN THE TOWN OF LOS GATOS AND THE CITY OF
SUNNYVALE FOR TIBURON INCORPORATED'S COMPUTER AIDED
DISPATCH AND RECORDS MANAGEMENT IQ RESPONSE SUITE OF
PRODUCTS IN AN AMOUNT NOT TO EXCEED $70,000.
B. AUTHORIZE FUND TRANSFER IN THE AMOUNT OF $70,000 FROM THE
MANAGEMENT INFORMATION SYSTEM (MIS) FUND RESERVES TO 411-841-
6302 FOR EQUIPMENT REPLACEMENT.
C. AUTHORIZE REVENUE AND EXPENDITURE BUDGET ADJUSTMENT
ESTABLISHING THE TIBURON UPGRADE PROJECT (411-841-6302) IN THE
AMOUNT OF $70,000.
RECOMMENDATION:
1. Authorize the Town Manager to enter into a cost sharing agreement between the Town of Los
Gatos and the City of Sunnyvale for Tiburon Incorporated's computer aided dispatch and records
management IQ Response suite of products.
2. Authorize a transfer in the amount of $70,000 from the Management Infouuation System (MIS)
Fund reserves to 411-841-6302 for equipment replacement.
3. Authorize revenue and expenditure budget adjustment establishing the Tiburon Upgrade Project
(411-841-6302) in the amount of $70,000.
BACKGROUND:
In 1993, Tiburon Inc. was selected by the Town of Los Gatos to provide public safety software and
services for the police department's computer aided dispatch (CAD) and records management systems
(RMS). Over the years, routine version upgrades to the software have been purchased and installed in
order to keep the system functional and contemporary. Depending on software enhancements
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PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO ENTER INTO A COST SHARING
AGREEMENT BETWEEN THE TOWN OF LOS GATOS AND THE CITY OF
SUNNYVALE FOR TIBURON INCORPORATED'S COMPUTER AIDED
DISPATCH AND RECORDS MANAGEMENT IQ RESPONSE SUITE OF
PRODUCTS
APRIL 11, 2011
introduced by Tiburon, version upgrades occurred every two to three years with the most recent upgrade
having been completed in 2007. The original system was designed on a UNIX based platform and will
reach end of life and will be no longer supported by Tiburon in 2014. Tiburon is in the development
stage of a new software product called IQ Response, designed on a more contemporary .NET platform
that will eventually replace the fonner UNIX based systems.
The City of Sunnyvale Department of Public Safety also uses a UNIX based Tiburon system and is in
need of a similar upgrade to both their CAD and RMS systems. Both agencies conducted in-depth
research and analysis from a functional and technical perspective and have concluded that it is mutually
beneficial to not only upgrade both departments' operating systems at the same time, but to combine the
systems, with Sunnyvale being the host agency.
By combining the CAD/RMS systems both agencies will be able to achieve real time sharing of
information for law enforcement purposes and may establish a foundation to potentially expand the
sharing of data systems with other law enforcement agencies in the future. It also allows Los Gatos to
take advantage of the early adopter program being offered by Tiburon which will result in a greater cost
savings for the police department in future years.
DISCUSSION:
Taking advantage of the vendor's early adopter offer strategically positions the Town to accomplish the
following:
• Move to a current technology platform which decreases maintenance and support costs by
approximately $36,000 annually.
• Use a technology architecture that incorporates redundant and failover capability
• Substantial cost avoidance by not paying full retail price to migrate to a new system which would
otherwise be required in three years.
• Leverage advancement in cormnunication infrastructure (ECOMM) and interoperability
requirements among county agencies to make it technically possible to host multiple agency
dispatch operations and to consolidate resources from various public safety dispatch centers.
The Town's Police Department and Information Technology staff members have been working with
Sunnyvale staff to structure an agreement that allows Sunnyvale to act as the purchasing agent on a joint
contract with Tiburon. The proposed agreement would authorize the Town to pay its portion of the
assigned implementation costs and future maintenance fees to the City of Sunnyvale that will in turn pay
Tiburon Inc.
This project is considered a system upgrade and would be impractical to bid at this time. However,
previous estimates verbally provided by Tiburon to Los Gatos for system migration to the .NET
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO ENTER INTO A COST SHARING
AGREEMENT BETWEEN THE TOWN OF LOS GATOS AND THE CITY OF
SUNNYVALE FOR TIBURON INCORPORATED'S COMPUTER AIDED
DISPATCH AND RECORDS MANAGEMENT IQ RESPONSE SUITE OF
PRODUCTS
APRIL 11, 2011
architecture were in the $350,000 to $400,000 range depending on desired enhancements. The cost to
the Town for participating in the early adopter program as a partner with Sunnyvale is $70,000.
Previous software version upgrades have cost the Town approximately $40,000 to $70,000 depending
on hardware replacement that may also have been required. The proposed cost to the Town for
migration to the new .NET platform is within the price range of a routine version upgrade. The City of
Sunnyvale, acting as the host agency, will eliminate the need for Los Gatos to purchase any additional
hardware at this time.
In future years the Town of Los Gatos and the City of Sunnyvale will share costs for system
enhancements, training, hardware replacement and maintenance, further reducing the cost for
maintaining these critical public safety systems independently.
CONCLUSION:
Staff recommends that the Town Manager be authorized to enter into an agreement with the City of
Sunnyvale for the purchase of a combined Tiburon CAD/RMS system to be shared by both agencies.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
The cost to the Town of Los Gatos for the Tiburon software upgrade and system replacement is $70,000.
Adequate funds have been previously set aside in anticipation of the next version upgrade in the MIS
fund for equipment replacement. Existing replacement funds will be utilized for this purchase and no
additional funding requests are anticipated.
In FY 2010/11, the Town paid Tiburon $70,000 for annual maintenance fees. Upon implementation of
the shared system tentatively scheduled for mid-2012, annual maintenance fees will be reduced by half
to $36,000. These ongoing savings will be captured in the proposed budget.
It is important to note that the cost savings achieved by participating in the early adopter program
requires a partnership, or sharing of one system between Los Gatos and Sunnyvale. The early adopter
program was not offered to Los Gatos independently.
Alternatively, the Town could reject the proposed sharing agreement and move forward with the next
version upgrade to the police department's CAD/RMS system last quoted at $53,000. Maintenance fees
increase annually by 5% making the cost for maintenance approximately $77,175 in FY 2012/13. A full
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO ENTER INTO A COST SHARING
AGREEMENT BETWEEN THE TOWN OF LOS GATOS AND THE CITY OF
SUNNYVALE FOR TIBURON INCORPORATED'S COMPUTER AIDED
DISPATCH AND RECORDS MANAGEMENT IQ RESPONSE SUITE OF
PRODUCTS
APRIL 11, 2011
replacement system will be required in FY 2013/14 since Tiburon's existing product will have reached
end of life.
Attaclunents:
None.
Distribution: