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Agenda Item 30.

City Council Meeting

Meeting Date:	08/16/2022
FROM:	Bill Gallardo

Subject:

Software/Hardware Maintenance Support and Online Subscription Service Agreements

RECOMMENDATION

1. Authorize the Purchasing Agent or designee to approve renewal agreements with various support service providers for the life of the computer software or hardware and for online software subscription services; and

2. Authorize the Purchasing Agent or designee to issue purchase orders for these renewal agreements that do not exceed available budget appropriations.

BACKGROUND/DISCUSSION

To help ensure the functionality of Brea’s network infrastructure, servers, and personal computers, the City uses computer hardware/software maintenance and support agreements and online vendor-hosted software subscription services for required updates, technical support, and software customizations.

Currently, there are four agreements that exceed the Purchasing Agent's $25,000 approval authority. These agreements have fixed annual increases and are not subject to negotiation.

Vendor	Description
Motorola Solutions	CAD/RMS software for the police dispatch and record management system. Current support cost of $104,500
Motorola Solutions	Body Worn Camera Debt Service Payment. Current support cost of $53,615
County of Orange	800 Mhz public safety radio backbone system. Current support cost of $94,250
Central Square	City's financial software system. Current support cost of $72,000

Staff requests that City Council authorize the Purchasing Agent or designee to approve the one-year renewal of the existing software/hardware maintenance support and online service agreements without having to return to the City Council for approval of each agreement that exceeds $25,000. The Purchasing Agent or designee will continue to submit periodic reports to the Finance Committee of any agreements approved under this authorization.

Any award recommendations of new software systems and the initial software support agreements that exceed the formal procurement threshold, will continue to be presented to the City Council for their review and consideration.

COMMISSION/COMMITTEE RECOMMENDATION

The Finance Committee reviewed staff’s recommendation at their August 9, 2022 meeting and it was recommended for City Council approval.

FISCAL IMPACT/SUMMARY

The City Council adopted Fiscal Year 2022-23 Budget has sufficient funding available for these purchases. There is no additional fiscal impact based on this action.

RESPECTFULLY SUBMITTED:

William Gallardo, City Manager
Prepared by: Anthony Godoy, Management Analyst II
Concurrence: Kristin Griffith, Administrative Services Director
Randy Hornsby, Information Technology Manager