Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Natasha Claire-Espino, Director
Subject: Revision to Resolution No. 076262
RECOMMENDATION:
title
Adopt a resolution revising the wording of Resolution No. 076262, adopted November 6, 2018, authorizing an agreement with Versaterm, Ottawa, Canada, for proprietary software and services related to the purchase of a new computer-aided dispatch and mobile client software, to clarify that Recurring Costs would not initiate until the first anniversary of Final Acceptance of the system, which did not take place until July 1, 2021.
body
BACKGROUND:
On November 8, 2018, Resolution No. 076262 was adopted by your Board authorizing an Agreement with Versaterm for a new Computer-Aided Dispatch (CAD) system. The Agreement itself provides for a longer term for the ongoing maintenance fees, which was not reflected in the Resolution at the time of adoption. The Agreement, in Section 3.2 (Term) states: “Included in this purchase is the cost of support for a period of four years after the warranty period. Year One is the warranty period and Year two starts the recurring support, up to and inclusive of Year five. The Support Agreement is renewed each year in order to reflect operational practice, in the event changes occurred within said year.”
In addition, Exhibit A, Price List and Payment Schedule (as amended 11/17/2020) contains a summary table showing Recurring Costs beginning on the first anniversary of Final Acceptance. Final Acceptance was certified as of July 1, 2021, due to many reasons, including the COVID-19 pandemic. Because of this, the County is currently in Year 4 of the Agreement, but still owes for Year 3 (FY 2022-23). Funds are available the in the Department’s budget to pay for these costs, but Resolution language is missing in this regard. We seek to rectify this by adding clarifying language.
DISCUSSION:
Per the terms of the Agreement, Final Acceptance is defined as, “the date on which County has submitted a written notification that as default acceptance has occurred, per procedures defined in Acceptance Test Plan (Exhibit B.6 of the original agreement).” This certification was provided by the County on July 1, 2021, after numerous delays, not the least of which was the COVID-19 pandemic, but also the CZU Complex Fires, and construction of the Regional Operations Center.
The County Attorney has reviewed and approved the resolution as to form.
FISCAL IMPACT:
There is no fiscal impact to this resolution, as it is an administrative change only. No Net County Cost.