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Regular Agenda Item 2. B.
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| Regular BOS Meeting |
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| Information |
| Request/Subject |
| Approval of the Annual Maintenance Fees for 2023 and 2024 Regarding the Sheriff's Office Records Management System |
| Background Information |
The Gila County Sheriff's Office maintained a yearly contract with Spillman Technologies, Inc. from 1999 to 2016, at which time Spillman Technologies, Inc. was sold to Motorola Solutions, Inc. Motorola Solutions, Inc. has continued with the contract initially executed between Gila County and Spillman Technologies Inc., which was dated October 5, 1999. The contract provides that Spillman (now Motorola) will provide maintenance and updates to the Spillman software program that is utilized by the Gila County Sheriff's Office for its Records Management System.
This contract is unusual because it renews automatically each year, whereas most all contracts executed by the Board of Supervisors don't typically go past a total of 4 years. This practice was put in place years ago to ensure that contracts are reviewed on a periodic basis for any needed changes.
On January 4, 2022, the Board of Supervisors ratified its approval for the Sheriff's Office (through the Finance Department) to pay quarterly invoices to Motorola Solutions, Inc. for 2021 maintenance fees, and it also approved payment of quarterly invoices for 2022 maintenance fees.
A request was not previously presented to the Board of Supervisors for the 2023 maintenance fees. |
| Evaluation |
It is imperative that the Sheriff's Office ensure that the software program that is used for its Records Management System is maintained and updated when needed. Motorola Solutions, Inc. maintains and updates the Spillman software program.
Even though the Board of Supervisors has authorized the County Manager to sign contracts under $50,000, the total yearly cost for maintenance fees exceeds that amount. Since a request was not submitted in 2023 for maintenance costs the Gila County Sheriff's Office has 2 quarters ( July 2023-September 2023; $31,130.66 and October 2023-December 2023; $31,130.70) that need to be paid for a total of $62,261.36. Quarterly invoices for 2024 at present total $33,309.82. That total may vary slightly depending on taxes. It is being requested of the Board of Supervisors to approve two quarterly payments for 2023 in the total amount of $62,261.36 and the 2024 annual cost of the maintenance fees for use of the Spillman software - $33,309.82 x 4 quarters = $133,239.28 annually. (A typical invoice is attached to this agenda item.) The total requested for 2 quarters of 2023 and 4 quarters of 2024 is $195,500.64.
By presenting a request to approve the annual cost of the maintenance fees, it also serves as a reminder to the Sheriff's Office to periodically review the contract terms that are in place. |
| Conclusion |
| Motorola’s Spillman software is a tool that is used daily and it assists in tracking of the work that deputies perform on a regular basis. If this software is not maintained properly, the system will start having issues and not be functional for its intended use. In order for the Gila County Sheriff's Office to continue to use Spillman's software program for its Records Management System, the Board of Supervisors needs to authorize payment of the total annual cost for maintenance fees. |
| Recommendation |
| It is recommended that the Gila County Board of Supervisors authorize 2023 and 2024 annual expenses to Motorola Solutions, Inc., per the contract executed by the Board of Supervisors on October 5, 1999, which are for maintenance fees of the Spillman software program that is utilized by the Gila County Sheriff's Office for its Records Management System. The cost will be paid to Motorola on a quarterly basis and the amount may vary slightly. |
| Suggested Motion |
| Information/Discussion/Action to authorize payment of maintenance fees to Motorola Solutions, Inc. for two quarters of 2023 in the amount of $62,261.36 and for four quarters of 2024 ($33,309.82 per quarter) for a total cost of $133,239.28 per year for a grand total of $195,500.64, which will allow Motorola Solutions, Inc. to continue providing maintenance and updates to the Spillman software program utilized by the Gila County Sheriff's Office for its Records Management System. (Sarah White) |
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