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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO:
Board of Commissioners
Philip Morley, County Administrator
FROM:
Janet Silvus, Director Jeff Com 911
DATE:
June 23, 2011
RE:
Purchase ofRMS Software from New World
STATEMENT OF ISSUE: Approval and Execution contract to purchase RMS Public Safety
Software from 1\ew World Systems.
ANALYSIS: In February 2011 Jeff Com obtained State Funding to purchase a new CAD
system from New World Systems. The week of April 25, 2011 the BoCC authorized an MOU
between Jefferson County and Clallam County to receive $120,000 in fcderal grant funding
from a Public Safety Interoperability Communications grant.
The Jeff Com Administrative Board became fully aware of PSIC grant moncy and entered into
an 'vI0U with Clallam County giving the board authority to explore options for spending the
funds by June 30, 20 II which was later extended to September 30, 20 II. Jeff Com is able to
utilize the CAD purchase for the 20% in kind match
On May 4, 2011 the Jeff Com Administrative Board made a motion to purchase additional
Public Safety Software from New World Systems in the amount of$415,750 and to usc the
$108,000 PSIC grant funds toward that purchase.
FISCAL IMP ACT: The fiscal impact over the next 4 years will be $449,897.00. JeflCom
users have agreed to repay the loan with a 33% split between the Sherifl~ City of Port
Townsend and the Fire Districts.
RECOMMENDATION: Move to approve and execute the contract for the RMS system
from New World Systems.
DEPARTMENT CONTACT: Janet Silvus, Director of JefKom.
P
. County Adm.i.~trator
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Philip Morley
1820 Jefferson Street
PO Box 1220
Port Townsend, W A 98368
MEMORANDUM
To: Board of County Commissioners
From:
Philip Morley, Jefferson County Administrator
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Date: June 24, 2011
Subject: Additional Financial Background on Records Management System and Mobile
Records Management System Purchase and Financing
On June 23, 2011, the Jeff Com Administrative Board unanimously passed a motion to request
the County to finance the purchase ofa software License Agreement from New World Systems
for a Records Management System (RMS) and Mobile RMS, by wrapping the $326,000 finance
amount into the Treasurer's proposed Refund of the County's 2003 bond. Tbe motion asked for
seven year financing, and also included a provision for preparing and adopting a new Interlocal
Agreement (ILA) in the near future to guarantee revenue from the JcffCom users to pay the
annual debt service for the RMS/MRMS. The revenue and tbe ILA would be based upon a 1/3,
1/3, 1/3 split between the County, the City and the Fire Districts, allocated among the users. The
1/3, 1/3, 1/3 split was previously approved in concept by the City Manager, the Fire Chiefs and
the Fire Commissioners. If revenue were allocated via an increase in the call for service fee
charged to the user agencies by Jeff Com, the County would have paid approximately Y2 the total
debt service because of the Sheriff's high number of calls for service. A 113 apportionment
reflects that this RMS infrastructure is equally vital to fire service and the two law enforcement
agencies. It also reflects recognition by our sister agencies of the hardship that paying 50%
through calls for service would place upon the County's General Fund.
The June 27 Agenda for the Board of County Commissioners includes the purchase contract for
the RMS/MRMS Software License ",ith New World Systems, and a request to approve the 2003
Bond Refund including financing for the RMS/MRMS purchase. Action on both items is
requested now, so that the RMS/MRMS software license price quote holds, and RMS installation
can happen concurrent with the July 18 go-live date for Jeff Com's new Computer Aided
Dispatch system, also from New World. Installation ofRMS now is necessary in order to
provide the new CAD system \vith a functional link to a compatible RL\ilS system, and avoid
negatively impacting dispatch services. Because time is of the essence, action is requested now
on the R.l\1S/MRMS purchase and financing. The ILA to guarantee revenue for the RMS/MRMS
Phone (360) 385-9100
Fax 1360) 385-9382
pmorleYCii:co.jefferson. wa. us
debt service, as directed by the Jeff Com Administrative Board's unanimous motion, will follow
shortly.
Under the terms of the RMS purchase agreement, the initial invoices from New World Systems
will be issued upon the effective date ofthe purchase contract, and payment will be due within
30 days thereafter. In the event bond revenues are not in hand by the payment date, the
Treasurer would provide bridge financing until then.
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