To: Honorable Mayor and Members of City Council
From: Scott Nielsen, Information Technology Manager
Prepared By: Morgan Simone, Management Analyst II
TITLE:
Title
Contract Amendment No. 1 to C2024-147 with Cloud 5 Solutions, LLC for Public Safety Software Systems Support and Technology Project Management
LABEL
RECOMMENDED ACTION:
Recommendation
Approve and Authorize the Assistant City Manager to (1) execute Amendment No. 1 to Agreement C2024-147 with Cloud 5 Solutions, LLC increasing the not-to-exceed amount by $1,111,340 for additional Public Safety Software Systems Support and Technology Project Management services for a new not-to-exceed total of $2,101,340 and (2) to extend the agreement for one additional year ending June 30, 2030.
Body
DISCUSSION:
On June 18, 2024, the City Council approved and authorized the City Manager to execute a five (5) year agreement not-to-exceed $990,000 with Cloud 5 Solutions, LLC for Public Safety Software Systems Support and other Technology Project Management.
Last year, the project incurred cost overages that required funds to be re-allocated from a future year to ensure continuity of services. Based on billings received to date, anticipated work already scheduled, and projected remote support needs, staff determined that the Fiscal Year 2025-26 budget was underfunded by approximately $93,440 where funds were once again re-allocated from a future year to cover the costs. This projected shortfall reflects both the ongoing level of effort required to support core public safety systems and the continued demand for specialized technical services that exceed baseline assumptions built into the existing budget. To date, we have spent $560,420 on this contract.
The Information Technology Manager has determined that additional time and dollars are required to continue, modify, or expand the Services for an additional amount of $1,111,340 bringing the total not-to-exceed amount to $2,101,340 for a six (6) year term ending on June 30, 2030.
Cloud 5 Solutions, LLC has provided a high level of system support services for the 911 Computer Aided Dispatch (CAD) System and ancillary components since June of 2014. System Implementation, Configuration and Troubleshooting support add needed technical capacity to Public Safety within the City and other member agencies and is a necessary resource for the on-going support of the CAD and Mobile applications. In addition to the public safety software systems support Cloud 5 Solutions provides additional technology project management for other public safety and general technology projects.
FINANCIAL IMPACTS:
For fiscal year 2026-27 funding for this agreement is available within the budget allocation for the Police Department’s Support Services Division as follows:
10021400 (PD Dispatch) - 53210 (Professional Services)
For fiscal years 2028-30, funding for this amendment will be included within the budget allocation for the Police Department’s Support Services Division as follows:
10021400 (PD Dispatch) - 53210 (Professional Services)
CEQA:
The Assistant City Manager has determined that the Recommended Action described in this Agenda Report is not subject to CEQA, pursuant to CEQA Guidelines Section 15060 (c).
DOCUMENTS ATTACHED:
ATCH 1 - C2024-147 Amendment No. 1
ATCH 2 - C2024-147
NOTIFICATION:
None.