SUBJECT/RECOMMENDATION:
Title
Approve a purchase order to Pinellas Regional Information Management Enterprise (PRIME) for the personnel and operating expense of PRIME in the amount of $323,537.00 and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
In 2019, a consortium of public safety entities in Pinellas County began working on a unified CAD/RMS (Computer Aided Dispatch/Records Management System) for public safety entities in Pinellas County. Since 2007, the Clearwater Police Department (CPD) has been using TriTech. While this product has serviced the department’s needs, it does not integrate with all public safety entities in Pinellas County.
In May 2021, the Pinellas County Sheriff published Request for Proposal (RFP) 21-02 for a CAD and RMS system based on the specifications determined by the consortium. In October 2021, the consortium entered a memorandum of understanding to establish a protocol on how to establish the PRIME work group to evaluate the vendor responses received from Pinellas County Sheriff RFP 21-02 and to provide the Pinellas County Sheriff feedback to make a purchasing decision.
On May 19, 2022, Council approved an Interlocal Agreement (ILA) between the City of Clearwater, City of Largo, City of Pinellas Park, Pinellas County, and Pinellas County Sheriff to create the administrative entity of PRIME and agreed to participate in the purchase, implementation, and operation of a shared CAD and RMS.
Through a competitive procurement process conducted by the Pinellas County Sheriff’s Office, Hexagon was selected as the vendor to provide a CAD/RMS product for all parties. The resulting contract negotiation process was accomplished and pricing for each party was set in the manner defined in the ILA. Each Party of the ILA is responsible to pay a pro rata share of the cost of the CAD/RMS product to the Pinellas County Sheriff and the pro rata share for the personnel and operating costs of PRIME, based on the number of user licenses per Party.
The total costs of the Hexagon Contract for the initial purchase, not including future maintenance costs, is $9,704,825.00. In the ILA, Pinellas County committed to paying a not to exceed amount of $9.3M of the initial purchase price of the CAD/RMS product, which included an additional RMS product specific to the needs of FIRE and EMS.
Per the interlocal agreement that governs PRIME, the Board of Directors approved the fiscal year 2026 budget, including allocations for each entity.
Based on the approved PRIME budget, the City of Clearwater’s pro rata responsibility for the CAD/RMS software products and for the personnel and operating expenses of PRIME for fiscal year 2026 is $323,537.00. From this pro rata amount, PRIME reimburses the City of Clearwater $246,320.40 to pay for the maintenance costs for the department’s current CAD provider. After the CAD reimbursement, the actual cost to PRIME is $77.216.60. PRIME has agreed to cover the cost of the current CAD system due to delivery and implementation delays on the part of the CAD/RMS software vendor. The PRIME Board of Directors has met with the leadership of the software vendor about the delays and has a tentative agreement on fee concessions, updated timeline for deliverables, and established a schedule for liquidated damages if deliverables are not met.
APPROPRIATION CODE AND AMOUNT:
Funding for this purchase order is available in capital project C2201 - Police CAD Project. This project is funded by revenues from the General Fund and reimbursements from PRIME.
STRATEGIC PRIORITY:
This project is relevant towards accomplishing the strategic goal of a High Performing Government, specifically strategic objective 1.4 to foster safe and healthy communities in Clearwater through first-class public safety and emergency response services.
