PREPARED BY: PEGGY CHOU DATE OF MEETING: 04/21/2025
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE A FIFTEEN MONTH AGREEMENT WITH SUN RIDGE SYSTEMS, AT A BUDGETED COST NOT TO EXCEED $147,168 THROUGH JUNE 30, 2026 TO FULFILL THE CONTINUED PROVISION OF CAD-RMS SOFTWARE SUPPORT SERVICES AS OUTLINED WITHIN THE EXISTING TRI-CITY DISPATCH SERVICES AND CAD-RMS AGREEMENT
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
FY 2023-2025 Council Priority Workplan Compliance Statements:
Strengthen Existing and New Technology Programs…to Enhance SPPD Crime-Reduction Goals, Community Policing, Mental Health, and Training Programs, and Preserve Regional Approach are adopted policy items contained in the FY 2023-25 City Council Priority Workplan, effective May 1, 2023.
BACKGROUND
On May 1, 2017, the San Pablo City Council adopted Resolution 2017-078, authorizing the City Manager to execute the first Tri-City Consortium agreement with the cities of Pinole and Hercules, for the provision of Dispatch services and Computer Aided Dispatch / Records Management System (CAD/RMS) software and services. Under the Tri-City Consortium agreement, the Pinole Police Department provides dispatch communication services for the agencies, and the San Pablo Police Department provides San Pablo IT personnel support in acquiring, hosting, and maintaining IT infrastructure required for CAD/RMS and related software systems. All costs of associated Dispatch and CAD/RMS services, equipment, and infrastructure incurred by the Departments are shared by the Tri-City agencies under a cost-share formula established within the Tri-City Consortium agreement.
Since 2017, the San Pablo Police Department has benefited from the regional collaborative relationships established within the Tri-City Consortium. The shared provision of services has supported operational efficiency and sustainability of enhanced police services and emergency response for the San Pablo community. On May 15, 2023, the San Pablo City Council adopted Resolution 2023-080, which authorized the City Manager to execute a five-year agreement with the Tri-City Consortium, thereby extending the Consortium’s shared provision of services through June 30, 2028.
On April 19, 2021, the San Pablo City Council approved a multi-year agreement with Sun Ridge Systems (“RIMS”), for the acquisition of an improved and fully-integrated CAD/RMS software system, mobile computing system, and field reporting system for the Tri-City Consortium agencies. After implementation and deployment of the “RIMS” system on April 7, 2022, the agreement included three subsequent years of Service Support and Updates, which was set to expire on April 6, 2025.
The RIMS software system is heavily utilized by staff on a daily basis for access to dispatch call details and confidential state-level database information (CLETS), report writing and field data entry, completion of state-mandated data reporting, facilitation of case management, and more. The RIMS system is a vital component of SPPD’s daily public safety operations, and the provision of RIMS service support and software updates is a necessity for continued operational efficacy.
The quoted cost for RIMS service support for FY 2025-26 is $117,741, which is based upon the existing software modules utilized by the Tri-City agencies. To align the existing service with a fiscal-year schedule, the proposed software support agreement term reflects the inclusion of a prorated term for the current FY 2024-25 period, from April - June 30, 2025 (3 months) at a cost of $29,427, with a subsequent annual renewal from July - June 30, 2026 at a cost of $117,741.
The Police Department seeks authorization from the City Council for the City Manager to execute the proposed RIMS Support Services Agreement for software support and update services with Sun Ridge Systems through June 30, 2026, at a budgeted cost not to exceed $147,168.
PUBLIC SAFETY STANDING COMMITTEE
On April 17, 2025, staff presented the RIMS Support Services agreement to the Public Safety Standing Committee (Vice Mayor Pabon-Alvarado and Councilmember Xavier). The funding sources for the proposed agreement renewal were identified from the Police Department’s FY 2024-25 and FY 2025-26 operating budget (Communications: 100-2110-42001, task code CAD-RMS). The committee recommended this item be forwarded to the City Council for formal consideration and approval.
FISCAL IMPACT
The annual costs of Dispatch services and the CAD/RMS infrastructure maintenance are shared amongst Consortium agencies using the cost-share model outlined within the Tri-City Dispatch Services and CAD/RMS Agreement, effective July 1, 2023.
The cost of the prorated RIMS Support and Update services from April - June 30, 2025, is $29,427, with a subsequent annual renewal cost of $117,741, for a total cost of $147,168 through June 30, 2026. This proposed expense is budgeted within the Police Department’s FY25 and FY26 operating budget (Communications: 100-2110-42001, task code CAD-RMS).
ATTACHMENTS:
Att. A - Resolution
Att. B - Proposed Sun Ridge Systems Agreement
Att. C - AGR Tri-City Dispatch Services