HomeMy WebLinkAboutSun Ridge Systems 2025-01-10COU No 2425-159
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 1
SUN RIDGE SYSTEMS, INC.
SOFTWARE AND SERVICES AGREEMENT
This Software and Services Agreement (“Agreement”) is executed in duplicate as of
January 10, 2025, between Sun Ridge Systems, Inc., a California corporation (“Sun Ridge”), and
the City of Ukiah, a political subdivision of the State of California (“the City”) located at 300
Seminary Avenue, Ukiah, CA, 94582.
Section 1. Agreement. That for and in consideration of payments and agreements
hereinafter mentioned to be made and performed by the City, and under the conditions set forth
in this Agreement, Sun Ridge agrees to provide computer software (“Software”) and services
Services”) to the City as described in Exhibit A, Scope of Work, attached hereto and incorporated
herein. The Software support and maintenance services to be provided by Sun Ridge as part of
the Services are more specifically described in Exhibit C attached hereto and incorporated herein
Software Support Services Agreement”).
Section 2. City Project Manager. Sun Ridge shall work under the general direction
of Marla Swan in fulfilling this Agreement.
Section 3. Scope of Work. The project that is the subject of this Agreement shall
consist of the delivery by Sun Ridge to the City of the Software and Services (the “Project”)
described in Exhibit A.
Section 4. Payment Schedule. In consideration for the Software and Services to be
provided by Sun Ridge under this Agreement, the City agrees to pay Sun Ridge the Total Contract
Amount (“Contract Amount”) given in Exhibit B according to the following schedule (“Payment
Schedule”):
Milestone Amount of Payment
Contract Signing 25% of Total Base Project Amount
Software Installation Complete 25% of Total Base Project Amount
Training Complete 25% of Total Base Project Amount
Final Acceptance 25% of Total Base Project Amount
Sun Ridge will invoice City annually for Support Services as follows:
Total Annual Support Amount – Year 1 100% at Final Acceptance
Total Annual Support Amount – Year 2 100% One Year from Final Acceptance
Total Annual Support Amount – Year 3 100% Two Years from Final Acceptance
Total Annual Support Amount – Year 4 100% Three Years from Final Acceptance
Total Annual Support Amount – Year 5 100% Four Years from Final Acceptance
The City shall not be entitled to withhold or delay payments due to Sun Ridge pursuant to the
above Payment Schedule due to delay in the delivery, installation, or testing of Software items
described in Exhibit A where the delay is the result of action or inaction or breach of this
Agreement by the City, its agents or employees or the action or inaction of a third party which is
not within Sun Ridge's reasonable control.
Section 5. Invoices. Invoices shall be sent to:
City of Ukiah
COU No 2425-159
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 2
Attn: Accounts Payable
Email: ap@cityofukiah.com
Upon receipt of the invoice, the City shall verify that the invoice has been properly prepared and
that the conditions of payment have been fulfilled. If the payment conditions have been fulfilled,
the invoice shall be processed and paid by the City within thirty (30) days after the City’s receipt
thereof.
In addition to any other amounts for which City is liable under this Agreement, City agrees to pay
to Sun Ridge a late charge equal to one percent (1%) of the amount due if City fails to pay Sun
Ridge any amount that is due and owing pursuant to this Agreement within sixty (60) days after
City’s receipt of an invoice from Sun Ridge. Any invoiced amounts that are due and owing under
this Agreement which City fails to pay to Sun Ridge within ninety (90) days after City’s receipt of
an invoice from Sun Ridge shall thereafter bear interest at the rate of twelve percent (12%) per
annum or the highest interest rate allowed by applicable law, whichever is less.
Section 6. Term of Agreement. Unless terminated earlier in accordance with the
provisions of this Agreement or applicable law, the term of this Agreement (“Term”) shall be from
the date shown on the first page of this Agreement through completion of the Project. Completion
of the Project means the installation by Sun Ridge of all of the Software, the completion by Sun
Ridge of all training and other Services and the payment by the City to Sun Ridge of the entire
Contract Amount. The Project schedule is to be separately generated and agreed to between the
parties. Notwithstanding the foregoing, the License described in Section 9 below will remain in
effect until it is terminated pursuant to Section 9.
Section 7. Warranty/Disclaimer of Liability.
a. Sun Ridge warrants that upon delivery the Software substantially
conforms to its Documentation and is free from defects that will materially impair its use. The
City’s sole and exclusive remedy for breach of this warranty will be repair or replacement of the
Software. Sun Ridge will make reasonable efforts to correct errors in the Software, but does not
warrant that the Software is error-free or will perform without interruption. The City has relied
solely upon its own investigation and judgment in selecting the Software and not upon any
representations or promises of Sun Ridge except as may be expressly stated in this Agreement.
b. THE FOREGOING WARRANTY IS IN LIEU OF ALL OTHER
WARRANTIES PERTAINING TO THE SOFTWARE, EXPRESS OR IMPLIED, AND SUN RIDGE
SPECIFICALLY DISCLAIMS ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR
FITNESS FOR A PARTICULAR PURPOSE.
c. IN NO EVENT WILL SUN RIDGE BE LIABLE FOR LOST
BUSINESS, INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES,
HOWEVER CAUSED, WHETHER FOR BREACH OF WARRANTY, CONTRACT, TORT
INCLUDING NEGLIGENCE, STRICT LIABILITY, OR OTHERWISE) ARISING OUT OF THE
QUALITY, CONDITION OR USE OF THE SOFTWARE OR ANY OTHER PART OF THE
PRODUCT. IN NO EVENT WILL SUN RIDGE BE LIABLE FOR ANY AMOUNT WHICH
EXCEEDS THE AMOUNT PAID BY THE CITY FOR THE PRODUCT.
Section 8. Final Acceptance. For thirty (30) days from the beginning of Agency’s
Operational Use of the Software or forty (40) days after the completion of installation and training
by Sun Ridge, whichever comes first (the “Test Period”), Agency shall test the system for defects
and anomalies. “Operational Use” is defined as the Agency’s use of the Sun Ridge Software in
the course of the Agency’s daily business activities. During the Test Period, Sun Ridge shall
COU No 2425-159
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 3
address and attempt to resolve issues with the Software identified by Agency under the Software
Support Services Agreement (Exhibit C). At the end of the Test Period, Agency shall accept or
reject the Software as follows:
a. If City determines that the Software is performing to its satisfaction
it shall immediately provide written notice to Sun Ridge of final acceptance of the Software (“Final
Acceptance Notice”), and upon receipt of a valid invoice from Sun Ridge, shall process and pay
the final milestone of the Contract Amount including any additional outstanding milestone
Payment Amounts. Any remaining issues with the Software shall be covered as part of the original
cost of the system and handled as maintenance items under the Software Support Services
Agreement (Exhibit C).
b. If City decides to not accept the Software, then it must so notify Sun
Ridge in writing within five (5) calendar days after the end of the Test Period (a “Rejection
Notice”). If a Rejection Notice is given, this Agreement shall be automatically terminated and all
payments already made by City to Sun Ridge, less the cost of project management, installation,
data conversion, and training services provided up to the date of termination shall be returned to
City by Sun Ridge within thirty (30) days after receipt of the notice. The terms of Section 11 and
all other provisions of this Agreement that expressly survive such termination shall apply.
c. If City fails to provide a Final Acceptance Notice or a Rejection
Notice within five (5) calendar days after the end of the Test Period, then City’s final acceptance
of the Software shall be considered to have occurred and City and Sun Ridge shall proceed as
described in section 8.a above.
Section 9. Software License. Subject to the terms, conditions, limitations and
restrictions set forth in this Agreement, Sun Ridge grants to the City a nonexclusive and non-
transferable license, effective upon the City’s Final Acceptance of the Software pursuant to
Section 8 above, to use the Software in connection with the City’s normal and customary daily
operations substantially as they exist as of the date of commencement of the Term as described
below (the “License”). The City shall acquire no ownership or other rights in or to the Software
except for the License granted hereunder, and title to the Software shall at all times remain with
Sun Ridge.
a. The following additional terms, conditions and limitations apply to
the License:
i. The City may use the Software only for the agency that is
the subject of this Agreement. The CITY shall not permit any other agency to use the Software
unless it has first obtained explicit written agreement from the Sun Ridge to do so;
ii. The City may make a copy of the Software for backup or
modification purposes only in support of the City’s authorized use of the Software hereunder as
Sun Ridge has expressly authorized; and
iii. No one using the Software, and no one for whose benefit
the Software is being used, shall sublicense, resell, distribute, market, provide or otherwise make
available the Software or any part or copies thereof to any third party.
iv. The City shall not transfer, use, or export the Software in
violation of any applicable laws, rules, or regulations of any government or governmental agency.
v. The City shall not use the Software to disrupt, disable, or
otherwise harm the operations, software, hardware, equipment, and/or systems of a business,
COU No 2425-159
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 4
institution, or other entity, including, without limitation, exposing the business, institution, or other
entity to any computer virus, trojan horse, or other harmful, disruptive, or unauthorized
component.
vi. The City shall not embed the Software in any third-party
applications, unless expressly permitted under this Agreement or otherwise authorized in writing
in advance by an authorized officer of Sun Ridge.
vii. The License granted under this Agreement shall apply only
to the object code for the Software. No one using the Software, and no one for whose benefit the
Software is being used, shall have the right to use or have access to the source code for the
Software, and neither the City nor anyone using the Software pursuant to this License will modify,
change, merge, adapt, translate, reverse engineer, decompile, disassemble or prepare derivative
works based upon the Software.
viii. The City acknowledges that the Software and the
Documentation constitute trade secrets of Sun Ridge. The City agrees to maintain the
confidentiality of the Software and the Documentation, and shall take commercially reasonable
steps to preserve that confidentiality pursuant to Section 12 of this Agreement.
b. The term of the License shall commence upon Final Acceptance of
the Software by the City, and shall continue until the License is terminated as provided below.
i. Sun Ridge may immediately terminate the License in the
event of any failure by the City to comply with the terms or conditions of this Agreement by giving
written notice of such termination to the City. In the event the City has leased the Software from
Sun Ridge, the License will terminate automatically upon termination of the lease. Upon such
termination, the City shall immediately cease further use of the Software and will cause all copies
of the Software to be destroyed or returned to Sun Ridge.
ii. The City may terminate the License at any time by giving
written notice thereof to Sun Ridge and by destroying or returning to Sun Ridge all copies of the
Software. The City acknowledges and agrees that any election by the City to terminate the
License hereunder will not entitle the City to any refund of amounts paid or compensation of any
kind from Sun Ridge.
iii. Upon any termination or expiration of the License, an
authorized representative of the City shall certify in writing to Sun Ridge that all copies of the
Software and the Documentation which were the subject of the License have either been
destroyed or returned to Sun Ridge as required above.
iv. The provisions of Sections 7 and 11 through 13, inclusive,
shall survive the expiration or termination of this Agreement.
c. Sun Ridge may, at its option, release updates to or new versions of
the Software. If the City elects to obtain any update or new version of the Software, the use of
such update or new version will be subject to the terms and conditions of this Agreement.
d. Except as expressly provided in this Agreement, Sun Ridge retains
all intellectual property rights and other rights to the Software, Documentation (as defined below),
and the source code for the Software.
e.
COU No 2425-159
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 5
Section 10. Indemnity and Insurance.
a. Sun Ridge agrees to indemnify, defend, and hold harmless the City
and its officers, directors, shareholders, employees, and agents (the “City Indemnified Parties”)
from any and all claims, demands, liabilities, and costs, including attorney’s fees (“Claims”),
arising out of or relating to (i) any actual infringement of a third-party’s intellectual property rights
or (ii) the negligence or willful misconduct of any employee or agent of Sun Ridge occurring during
or as a result of Sun Ridge’s performance of its obligations hereunder, provided that Sun Ridge
shall have no indemnity or other obligations to the City hereunder to the extent any such Claims
arise from or are the result of the negligence or other fault of the City or its employees, agents or
other contractors nor shall the foregoing indemnity and hold harmless obligations of Sun Ridge
extend to or cover any Claims arising from or relating to claims of defects or errors in the Software
or the City’s use or inability to use the Software. This indemnity obligation shall survive the
expiration, cancellation or termination of this Agreement. Notwithstanding the foregoing, the City
expressly waives, releases, and agrees that neither Sun Ridge nor Sun Ridge’s officers, directors,
shareholders, employees, agents and affiliates shall have any liability for any individual’s or
entity’s lost business, direct damages, incidental or consequential damages, or any other Claims
arising out of or related to the use or implementation of the Software.
b. During the term of this Agreement, Sun Ridge shall comply with the
insurance requirements as defined in Exhibit D, City of Ukiah Insurance Requirements for
Contracts, hereby incorporated by reference.
Section 11. Termination Rights. Either party may terminate this Agreement upon
material breach of any of the terms of this Agreement by the other Party, after first giving the other
party written notice of such breach and thirty (30) days to cure. If the breaching party does not
cure the breach within the allotted time, the Agreement will be terminated. Upon Termination,
each party will return, delete, or destroy any copies, whether tangible or electronic, of Confidential
Information obtained from the other party pursuant to this Agreement, including but not limited to
any Documentation and any Confidential Information stored on any equipment that may be
returned, and certify to the other party in writing within five (5) business days of the termination
date that it has done so.
Section 12. Confidential Information. “Confidential Information” means any and all
confidential information of a party to this Agreement that is not generally known to or by members
of the public, including but not limited to businesses that compete with such a party, including but
not limited to the Software and the Documentation pertaining thereto. Confidential Information
shall not include information that is now or becomes part of the public domain, is required by
applicable law to be disclosed, was already known by the receiving party at the time of disclosure,
is independently developed by the receiving party without any use of Confidential Information, or
is lawfully obtained from a third party. “Documentation” means those visually readable materials
developed by or for Sun Ridge for use in connection with the Software, in either written or
electronic form.
Each party agrees to protect the other party’s Confidential Information. Confidential Information
will not be used or disclosed except as authorized by the providing party. Confidential Information
will be disclosed to employees of the receiving party only on a “need to know” basis and only after
such employees are informed of the confidential nature of the information and obligated to
maintain confidentiality.
If a party or any party acting on its behalf is required to disclose by order of a court of competent
jurisdiction, administrative agency or governmental body, or by subpoena, summons or other legal
process, or by law, rule or regulation, or by applicable regulatory or professional standards to
produce Confidential Information, that party shall promptly (and prior to such disclosure) notify
COU No 2425-159
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 6
the other party in writing of such demand or requirement whereupon the parties shall cooperate
and take all reasonable acts (without significant cost or expense to the notifying party) to exhaust
the legal avenues available to maintain the confidentiality of such Confidential Information, unless
the party whose Confidential Information is at issue consents to the production and disclosure of
such Confidential Information. In all events, only that portion of the Confidential Information
specifically requested by the tribunal or person compelling such disclosure shall be provided and
no interpretation or analysis of such data prepared for the purpose of such disclosure shall be
disclosed unless approved the party whose Confidential Information is at issue or required by law.
Section 13. General Terms.
a. Governing Law. This Agreement will be construed by and enforced
in accordance with the laws of the state of California.
b. Arbitration. If a dispute arises from or related to this Agreement or
the breach of this Agreement and if such dispute cannot be settled through direct discussions,
the parties agree to first endeavor to settle the dispute in an amicable manner by mediation to be
held in Sacramento, California, under the Commercial Mediation Rules of the American Arbitration
Association before resorting to arbitration. Thereafter, any unresolved controversy or claim arising
from or relating to this Agreement, or breach of this Agreement, shall be settled in arbitration to
be held in Sacramento, California. The arbitration will be governed by the Commercial Arbitration
Rules of the American Arbitration Association, and the parties shall be allowed discovery in
accordance with the California Code of Civil Procedure. If Sun Ridge and the City cannot jointly
select a single arbitrator to determine the matter, one arbitrator shall be chosen by each of Sun
Ridge and the City (or, if a party fails to make a choice, by the American Arbitration Association
on behalf of such party) and the two arbitrators so chosen will select one additional arbitrator.
The decision of the single arbitrator jointly selected by Sun Ridge and the City, or, if three
arbitrators are selected, the decision of any two of them will be final and binding on the parties
and the judgment of a court of competent jurisdiction may be entered on such decision. The
prevailing party shall be entitled to recover reasonable fees and expenses resulting from any
arbitration proceeding.
c. Severability. If any provision of this Agreement shall be held to be
invalid, illegal, or unenforceable, such finding shall not affect the validity, legality, or enforceability
of the remaining provisions.
d. Assignment. Parties may not transfer, assign, or sublicense this
Agreement, any license hereunder, or any of its rights or duties hereunder to any other person,
site or corporation without the prior written consent of the other party. Any attempted transfer,
assignment, or sublicense made without prior written consent shall be completely void.
e. Notice. Any notice requested or permitted to be given hereunder
shall be sent prepaid, certified mail, return receipt requested, and shall be deemed to have been
given on the third (3rd) business day after mailing to the other party as follows: to the City at the
address indicated in the initial paragraph of this Agreement or to electronic mail address
purchasing@cityofukiah.com; to Sun Ridge Systems at P.O. Box 5071, El Dorado Hills, CA
95762, or electronic mail address Carolj@SunRidgeSystems.com. Notices may be given by
electronic mail transmission to such address as may be specified by the party for such purpose
and shall be deemed to have been given when transmitted to such address with confirmation of
a successful transmission.
f. Independent Contractors. The parties to this Agreement shall
constitute independent contractors. Nothing in this Agreement shall be construed as establishing
any employment, partnership, joint venture or similar arrangement between the parties, and no
COU No 2425-159
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 7
party has any authority to commit any other party to any obligation to any other person or entity,
unless expressly agreed to in writing signed by such party.
g. Force Majeure. Sun Ridge shall not be responsible for interruption
of, interference with, diminution of, or suspension of any of its products or services, including
performance failure, which are caused by strike, lockout, riot, epidemics, war, government
regulation, fire, flood, natural disaster, acts of God, utility failures, losses or injuries arising directly
or indirectly from criminal acts, negligent acts of others, malfunctions or inadequacies of
equipment or service not directly within the control of Sun Ridge.
h. Authorization/Entire Agreement/Modification. This Agreement will
be effective upon signing by the City and Sun Ridge. This Agreement is the complete and final
Agreement of the parties relating to the subject of this Agreement and it replaces and supersedes
any prior or contemporaneous oral or written understandings or agreements. No alteration or
variation to the terms of this Agreement shall be valid unless made in writing and signed by the
parties hereto.
This Agreement has been executed by the parties hereto, from the date shown on the first
page.
SUN RIDGE SYSTEMS, INC.
By:
Carol Gomes Jackson
Its: President
CITY OF UKIAH
By:
Its: City Manager
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 8
Exhibit A Scope of Work
Section 1 – Software Licenses
The City has purchased the following software licenses:
RIMS Computer Aided Dispatch Software
RIMS Records Management Software
RIMS Mobile Computer Software
iRIMS Law iOS/Android App Software
RIMS In-Station Mapping Software
RIMS Mobile Mapping Software
RIMS Property Room Bar Codding Software
RIMS Citizen RIMS Public Access Software
RIMS Collaborate Data Sharing Software
The City has purchased the following interface software licenses:
RIMS E911 Link Software
RIMS Text Paging Link Software
RIMS State Link Software (CLETS)
Additionally, the City, as a service provider to the Fort Bragg Police Department, has purchased
the following licenses for user by the FBPD:
RIMS Computer Aided Dispatch Software
RIMS Mobile Computer Software
RIMS Mobile Mapping Software
Section 2 - Project Schedule
Upon execution of the Agreement, Sun Ridge and the City shall define a mutually agreed on
project schedule.
Section 3 – Hardware/Equipment
Sun Ridge is providing one (1) Worth Data Bar Code Scanner.
Section 4 – Third-Party Software
Sun Ridge is providing no Third-Party software.
Section 5 - Installation
Sun Ridge will install all Sun Ridge provided Software on City provided servers and will provide
instruction to the City staff on how to install the client workstation Software and Mobile/App
Software. The City’s servers and workstations (including desktop and laptop computers as well
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 9
as Android and/or iOS devices) will meet the minimum specifications set forth in Section 13.
Access to the City supplied servers shall be via unattended remote access using a product called
Bomgar by Beyond Trust, provided by Sun Ridge. As part of installation, Sun Ridge will setup a
basic system backup process to local disks.
Additionally, the City will be responsible for ensuring that the FBPD devices are able to connect the
City’s RIMS servers and connect to the RIMS software.
Section 6 – Configuration
Sun Ridge will provide the following sessions to the City’s designated RIMS Administrators:
RIMS Configuration and Setup: Consists of up to 16 hours for CAD/RMS conducted via
phone and/or remote access. The City’s “RIMS Administrators” will be instructed on how
to configure RIMS to most closely meet the desired operational procedures of the City. In
some cases, the RIMS Administrators may find that modifying existing procedures may be
desired in order to take full advantage of RIMS functionality. Discussions will include:
Customization of drop-down menu choices for 200+ fields
The City’s dispatch operational decisions
The City’s records management operational decisions
Paper flow vs paperless vs less paper for records
Selection of case format type
Review of data conversion processes and implementation, including reviewing data
and starting data translations if converted data is available at the time the session is
scheduled
Section 7 - Map Engineering Services
Sun Ridge will provide map engineering services assuming an ESRI-based map source. This
process involves the City supplying an ERSI street centerline file (and layers) to Sun Ridge so
that Sun Ridge can build maps for use by the RIMS mapping software products.
Section 8 – Street File (aka “Geofile”) Load
The City and Sun Ridge will work together to determine the best street file source. One “load” of
this source file into RIMS is included in the scope. If the City determines that additional iterations
of the street file are to be loaded (due to updates or corrections) or determines an alternative
source for the street file is preferred, Sun Ridge may charge additional fees for the additional
loading.
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 10
Section 9 - Integration
Sun Ridge will provide RIMS sided interfaces for all third-party software applications listed in
Section 1 above. The City must coordinate with third-party vendors to complete and test their
portion of the interface.
Section10 – Training
Sun Ridge is providing “end user” training all of which will be conducted on-site at a City provided
location(s). Training days are contiguous, including weekends. Class times are 0800 to no later
than 1700. Sun Ridge will provide a training plan at least 30 days prior to the first training session,
generally following the parameters and total number of classes set forth in the chart below but
with the specifics mutually agreed upon by the Parties.
Sun Ridge will provide course materials/handouts in electronic format in advance of the training.
A “session” is a repeat of the same class/material.
End User Training
Subject
Sessions
Offered
Days Per
Session
Total
Days Class Size
CAD/Dispatcher 2 2 4
No more than 1 student
per workstation/10
students per session max
Officers/Mobile
Training 2 2 4
No more than 2 students
per workstation/20
students per session max
Records 1 1 1
1 student per workstation
also must attend Day 1
of Officer Training)
Property Room 1 5 5
1 student per workstation
also must attend Day 1
of Officer Training)
IT Go Live Prep 1 1 1 TBD
Admin Review 1 1 1 TBD
Additionally, the project includes 8 hours of Post Go Live Review (provided remotely) and an
additional 2 days of Post Go Live Refresher Training. City must contact Sun Ridge with advanced
notice to schedule these sessions.
Section 11 - Go Live Support
Three (3) Sun Ridge staff will be on site on the day of go live, two (2) Sun Ridge staff will be
onsite the day after go live. Staff will be onsite to answer questions and to address any system
problems.
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 11
Section 12 – Data Conversion
Data conversion does not include establishing access between RIMS and the Central Square RMS
system. The City will provide access to the data, either via a full database backup restored as a
SQL database on the RIMS server or by establishing a “linked server” between the RIMS server
and the requisite Central Square database. Once Sun Ridge receives access to the data, Sun
Ridge will evaluate it to determine which items may be converted into RIMS. Please note that not
all data may be available or suitable for conversion. As part of Sun Ridge’s standard data
conversion, we attempt to convert the following items. The following items are part of Sun Ridge’s
standard data conversion:
RMS Data
People:
Person Name (including combining duplicates based on 6-way match)
DOB
Contact Information
Description
Identification Numbers
Officer Safety Notifications
Log Entries for Connections to Cases
Log Entries for Citations
Log Entries for Field Contacts
Person Photos (if stored in the RMS and NOT a separate database or system).
Arrests:
Arrestee
Date/Time
Charges
Counts
Offense Level
Disposition
Booked/Cited Out.
Arresting Officer ID
Booking #
Vehicles:
License (including combing duplicates based on 2-way match)
License
State
Make
Model
Year
Color
Type
Log Entries for Connections to Case
Log Entries for Field Contacts
Log Entries for Citations.
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 12
Cases:
Location
Date Reported
Date Occurred
Classification/Type
Offenses
Case Dispositions
Date of Dispositions
Officer ID
Persons
Vehicles
Narratives
Supplements.
Attachments to cases to include the following file types: .doc (no imbedded
photos), .pdf., .jpeg.
Accident Reports (if stored in Central Square):
Location
Date Reported
Date Occurred
Classification/Type
Offenses
Case Dispositions
Date of Dispositions
Persons
Vehicles
Narrative
Supplements
CHP 555 Form and Diagram as .pdf files as part of attachments process.
Warrants (if applicable):
Person Name
Warrant #
Warrant Date
Type
Felony/Misdemeanor
Reason
Court
Judge
Case #
Cite
Docket
Ref #
Agency
Charges
Comment
Bail Amount
Served Date
Returned Date
Returned Reason
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 13
Recalled Date
Recalled Reason.
Property in Cases:
Category
Article
Status
Description
Brand
Model
Item #
Property Code
Locations
Value-stolen
Recovered
Damage
Officer.
Premises:
Common Place Name
Address
Contract Person
Contract Phone Number
Alarm.
Streets (if electronic street file is available):
Street Name
Intersections (with block ranges).
Officer:
Name
ID
Users:
Name
ID
CAD data and third-party Property data conversion is not included.
Attachments stored in separate databases are not included.
Data conversion is an iterative process and requires the City to provided printed screenshots of
specific examples of the Central Square data to be converted as soon as possible in the project
schedule. No examples will be accepted once the project is within a 3-week window of the go
live date.
As soon as the converted data is loaded on your system, you will review and report any errors
found to Sun Ridge. The City must identify at least two people to be part of a data conversion
review team. This data conversion review team shall promptly review the converted data once it is
loaded into RIMS, identify any problems with the converted data, and report those problems to
Sun Ridge in an organized manner.
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 14
Sun Ridge will then correct the reported errors, re-run the conversion, reload it onto your system
and ask the data conversion review team to review the data again. The cycle is repeated as often
as is necessary to ensure that the data conversion is as complete and correct as possible. To
assist you with the review process, Sun Ridge will have trainers available via phone and remote
access to guide the City. Sun Ridge staff are NOT responsible for reviewing or identifying errors
in the converted data. They are responsible for facilitating the process with your staff. If during
the course of data conversion Sun Ridge staff becomes aware of any error or defect in the data
conversion process or the data itself, Sun Ridge staff will notify the City data conversion review
team of such error or defect. and if possible, will correct the identified error and reload it onto the
City system.
In addition to the continued review of the data for the duration of the project via phone and remote
access, there is one (1) day of on-site data conversion review sessions with the Sun Ridge’s
trainer and your staff prior to system cutover.
Our data conversion specialist will work with your technical staff to determine:
1) The best format with which to provide the extracted data to the conversion specialist
2) The best method for transferring that data to the conversion engineer; and,
3) The timing for the final extract, conversion, and load of data for go live.
The City is responsible for the following:
Coordinate and schedule resources of the City to include IT staff
Coordinate the resources of Central Square if needed to provide support for
the data conversion process.
Section 13 - The City’s Responsibilities
The City is responsible for the following:
Installation of all remaining client workstations
Installation of all remaining mobile computers
Installation of all remaining smartphone/tablet devices
Coordinate and schedule resources of the City to include IT staff
Identify RIMS Administrators
Identify Data Conversion Review team (can be the same as RIMS Administrators)
Provide data communications infrastructure (network, wireless, internet, intranet)
Complete, submit and gain approval of updated DOJ CLETS application
Coordinate testing of the CLETS Message Switch
Complete CIBRS certification (if required by DOJ)
Contact third party vendors, and any other required third-parties, and coordinate
their schedules and costs they may charge the City to provide, install and test their
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 15
portion of the interface to RIMS.
Provide Geofile (aka “street file”) source and build-out
Ensure accuracy of the geofile
Provide initial map source file
Ensure all user-maintained configuration and data validation tables are completed
prior to the start of training
Provide training facilities and workstations (meeting minimum workstations
requirements) and ensure access to RIMS training database from the training
location(s)
Training facilities must meet current Federal, State and local guidelines for health
and safety, including those that may affect class size and physical configuration
Make paper copies of class materials and handouts provided by Sun Ridge
Schedule the City’s staff into requisite classes
Assume any costs for staff overtime or other expenses incurred to support training
schedule
The City will allow unattended remote access (during implementation) to Sun
Ridge allowing the use of Bomgar by BeyondTrust remote access software so that
Sun Ridge may meet its responsibilities under this Agreement
Purchase a minimum of one (1) DYMO LabelWriter 550 Turbo Label Printer and
minimum one (1) month supply of Dymo Labels # 30256 for Property Room
The City will provide the following hardware meeting the following minimum
specifications:
Database Software: Microsoft SQL Server software (Standard Edition)
required to run the RIMS database.
Servers: RIMS software supports a traditional hardware platform or a virtual
platform. The hypervisor software products supported - VMWare, Hyper-V,
and others. You will need one database server and one application server.
The application server does not require as much disk or RAM as the database
server.
Monitor Resolution: 1920 x 1080
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 16
Minimum Specifications (If using existing PCs and servers)
Minimum Specifications (If purchasing new PCs and servers)
Mobile Computer Specifications: RIMS Mobile Computer Software/OFR Software
and RIMS Mobile Mapping run on Windows laptops or Windows tablets per the
following minimum specifications:
Recommended Specifications (If purchasing new Laptops/Tablets)
Laptops / Tablets
Microsoft Windows 10+
i7/i9 Processor
16 GB+ RAM
Any Size Disk Space
Optional features for Mobile RIMS: include support for touchscreens, locally
connected GPS devices (COM-port Serial or network connection to the
modem), NFC readers for YubiKeys (MFA), and Driver’s License barcode
scanning using enabled Getac tablets or DL scanners (Com-port Serial –
AAMVA format – purchased separately by the City).
Office Workstations Database Servers
Microsoft Windows 10+Microsoft Windows Server 2016+
2+ Ghz Processor / i5+Microsoft SQL Server 2016+
8 GB+ RAM Intel 2 GHz+ Processor
Any Size Disk Space 16 GB+ RAM
3x Current System Database Size for Conversion
Office Workstations Database Servers
Microsoft Windows 10+Microsoft Windows Server 2022+
i7/i9 Processor Microsoft SQL Server 2022+
16 GB+ RAM i7, Xeon, or AMD Equivalent Processor
Any Size Disk Space 32 GB+ RAM
3x Current System Database Size for Conversion
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 17
Phone and Tablet Devices: The City must provide connectivity from the Phone
or Tablet via the internet back to the City to reach the Application Server. The
City must also provide a secure method to reach the Application Server, which
can be done in various ways. Most agencies choose to use an agency-provided
Virtual Private Network (VPN) or Net-Motion-type product that these devices
support. Supported Devices Include:
FBI CJIS Requirements: All workstations must comply with FBI CJIS policies,
including Multi-Factor Authentication (MFA). MFA can be provided within the
Sun Ridge Systems products, or the City can use its own solution. Sun Ridge
only offers these two MFA possession solutions: Time-Based One-Time
Password (TOTP) Authenticator and physical YubiKeys (purchased by the
City). For mobile devices using Mobile RIMS or iRIMS, a Mobile Data
Management (MDM) software product may be required, which Sun Ridge does
not provide nor sell. The City is responsible for other FBI CJIS requirements,
including virus protection, local firewalls, and VPNs.
Property Room Specifications:
Provide a minimum of one (1) DYMO LabelWriter 550 Turbo Label Printer
Provide a minimum one (1) month supply of Dymo Labels # 30256
for Property Room
Android Devices iOS Devices
Android v13+iOS v16+
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 18
Exhibit B - Contract Amount
Ukiah Police Department – Base Contract
Item Price
RIMS Computer-Aided Dispatch and Records Management Software $84,000
RIMS Mobile Computer Software $25,000
iRIMS Law iOS/Android App Software $11,000
RIMS In Station Mapping Software $14,000
RIMS Mobile Mapping Software $6,000
RIMS Property Room Bar Coding Software $13,000
RIMS Citizen RIMS Public Access Software $6,000
RIMS E911 Link Software $8,000
RIMS State Link Software (CLETS) $9,000
RIMS Text Paging Link Software $3,000
RIMS Collaborate Data Sharing Software $7,000
Mapping Data Engineering Services $2,500
Worth Data Bar Coding Equipment $1,700
Data Conversion Services $45,000
Installation and Project Management $56,193
Training and Travel $46,006
California Sales Tax $152
BASE CONTRACT AMOUNT– Ukiah Police Department $337,551
Fort Bragg Police Department – Base Contact
Item Price
RIMS Computer Aided Dispatch (CAD) Software $19,000
RIMS Mobile Computing Software $12,800
RIMS Mobile Mapping Software $4,000
Installation and Project Management $6,314
BASE CONTRACT AMOUNT– Fort Bragg Police Department $42,114
Total – Base Contact
Price
BASE CONTRACT AMOUNT – Ukiah Police Department $337,551
BASE CONTRACT AMOUNT – Fort Bragg Police Department $42,114
TOTAL BASE CONTRACT AMOUNT $379,665
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 19
Ukiah Police Department – 5 Years Support
Annual Support and Updates - First Year $27,900
Annual Support and Updates - Second Year $27,900
Annual Support and Updates – Third Year $29,295
Annual Support and Updates - Fourth Year $30,760
Annual Support and Updates - Fifth Year $32,606
Total Annual 5 Years Support – Ukiah Police Department $148,461
Fort Bragg Police Department – 5 Years Support
Annual Support and Updates – First Year $5,382
Annual Support and Updates - Second Year $5,382
Annual Support and Updates – Third Year $5,651
Annual Support and Updates - Fourth Year $5,933
Annual Support and Updates - Fifth Year $6,230
Total Annual 5 Years Support – Fort Bragg Police Department $28,578
Total Annual Support Amount
Total Annual Support Amount – Year 1 $33,282
Total Annual Support Amount – Year 2 $33,282
Total Annual Support Amount – Year 3 $34,946
Total Annual Support Amount – Year 4 $36,693
Total Annual Support Amount – Year 5 $38,836
Total Contract Amount
Price
BASE CONTRACT AMOUNT – Ukiah Police Department $337,551
BASE CONTRACT AMOUNT – Fort Bragg Police Department $42,114
Total Annual Support Amount – Year 1 $33,282
Total Annual Support Amount – Year 2 $33,282
Total Annual Support Amount – Year 3 $34,946
Total Annual Support Amount – Year 4 $36,693
Total Annual Support Amount – Year 5 $38,836
TOTAL CONTRACT AMOUNT $556,704
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 20
Exhibit C – Support Services Agreement
This is a description of the software support, maintenance, and update/upgrade services to be provided
by Sun Ridge Systems, Inc. (“SRS”) to the City of Ukiah (“Licensee”) as part of a Software Support Services
Agreement (“Agreement”). This Agreement covers all RIMS public safety software (Software) licensed by
the Licensee and is effective on the date of system cutover of the first RIMS product in production use.
Under this agreement SRS agrees to provide the following services to Licensee:
1. Coverage Hours. SRS will provide a toll-free phone number and dedicated email address for
support purposes during normal service hours. Normal service hours are defined as Monday-
Friday, 8AM-5PM PST, except for New Year’s Day, Martin Luther King Day, Presidents Day,
Memorial Day, July 4th, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, and
Christmas Day (“common holidays”).
However, for instances where the Licensee’s system is completely inoperable due to an SRS
software problem (“critical problems”) preventing basic system operation, service will be
available 24 hours, 7 days a week, common holidays included. Examples of critical problems
include:
RIMS is down/not responding on multiple workstations
Cannot create a call for service (CAD Incident)
Cannot issue a case number
Unable to access NCIC
Other issues that will not allow the user to complete critical tasks
Licensee will have taken reasonable measures prior to contacting SRS support during non-
service hours including:
Verified that the issue is not related to just 1 workstation
Restarted the workstation in question
Contacted in-house IT support if the issue is related to network or server errors
Verified the issue is critical enough that it cannot wait until normal support hours
2. SRS Response to reported problems. SRS agrees to provide service and assistance as
expeditiously as possible as follows:
a. Most problems will be resolved with the initial phone call or email.
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 21
b. For problems that cannot be immediately resolved, SRS will work to resolve the problem
based on the severity of the problem and the urgency reported by Licensee.
For critical problems, SRS personnel will work with Licensee until the situation is resolved.
For problems that are not critical problems that have a lesser though continuing impact
on operations of Licensee SRS will endeavor to provide a solution or workaround within
72 hours of the problem being reported to SRS by the Licensee.
For other problems SRS may, at its discretion, either issue a near term "fix release" of the
product or include the fix in the next scheduled product update.
3. Licensee equipment and software responsibilities. Licensee agrees to allow SRS to remotely
connect to Licensee’s system when a problem is reported. SRS uses BeyondTrust remote access
software for secure installation and follow-on support services. BeyondTrust software provides
superior security and does so over an ordinary internet connection via an SRS server that hosts a
BeyondTrust security hardware device.
If Licensee does not allow unattended access, the SRS response to a service request may
be delayed until a responsible party of the Licensee allows access. Once remote access
is obtained, SRS will examine data files, investigate reported problems, and provide
updates and corrections as necessary.
4. Provision of software updates. SRS will provide all new enhanced and updated versions of
software licensed to Licensee at no additional cost. This software will be provided with detailed
installation instructions for installation by Licensee. If desired, Licensee may retain SRS to perform
any installation at additional cost to be determined on a per case basis. Updates are distributed
via download from the SRS ftp web site. SRS will not be obligated to provide service for release
versions that are more than two annual release versions older than the current release.
5. Term. The term of the support period shall be one year from the date of system cutover and shall
be annually renewed for another year upon payment of invoice. Payment for the year is due in
advance the day the services begin. Non-payment of the support invoice within 60 days as shall
be cause for terminating or suspending support services at the discretion of SRS.
6 Termination. Licensee may terminate this Agreement with or without cause upon ninety (90)
days written notice to SRS. If terminated, Licensee is entitled to a prorated refund for the service
days not consumed beginning on the last day of the month the written notice is received by SRS
to the end of the remaining term of the Agreement.
7. Limitations. SRS agrees to provide support only for public safety application software provided
by SRS. Other software used by Licensee (word processing, spreadsheet, etc.) is not included in
this Agreement. PC and network operating system software and Microsoft SQL Server database
system software is similarly not included, although SRS may assist Licensee in isolating problems
to this software. (SRS reserves the right to charge for diagnostic services in the event it is
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 22
determined that the reported issue is not attributable to RIMS.) Also specifically excluded is
responsibility for administration, support, or maintenance of Licensee’ server, computer network,
operating systems, or database (Microsoft SQL Server).
Licensee may request that SRS provide support services outside the limitations of this Support
Services Agreement. If SRS agrees to provide any requested additional support services, such
support services will be provided at SRS’s then current rate and under terms and conditions that
SRS may require.
This Agreement does not include equipment maintenance or assistance in diagnosing hardware
problems including but not limited to PCs, printers, network, scanners, and other computer
peripheral devices with the exception that SRS will assist Licensee in determining whether a
problem is RIMS.
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 23
Exhibit D – City of Ukiah Insurance Requirements for Contractors
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages
to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents,
representatives, employees or subcontractors.
I. Minimum Scope of Insurance
Coverage shall be at least as broad as:
A. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
B. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 8 & 9 (Hired &
Non-Owned Auto).
C. Worker’s Compensation insurance as required by the State of California and Employer’s Liability Insurance.
II. Minimum Limits of Insurance
Contractor shall maintain limits no less than:
A. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage including
operations, products and completed operations. If Commercial General Liability Insurance or other form with a
general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the
general aggregate limit shall be twice the required occurrence limit.
B. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
C. Worker’s Compensation Employer’s Liability: $1,000,000 per accident for bodily injury or disease.
III. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the
insurer shall reduce or eliminate such deductibles or self-insured retentions with respect to the City, its officers, officials,
employees and volunteers; or the Contractor shall provide a financial guarantee satisfactory to the City guaranteeing payment
of losses and related investigations, claim administration and defense expenses.
IV. REQUIRED Insurance Provisions
Proof of general liability and automobile liability policies are to contain, or be endorsed to contain, the following
provisions:
A. The City, its officers, officials, employees, and volunteers are to be covered as ADDITIONAL INSURED with
respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the contractor; and
with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials,
parts or equipment, furnished in connection with such work or operations. General liability coverage can be provided
in the form of an endorsement to the Contractor’s insurance, or as a separate owner’s policy.
B. The workers’ compensation policy is to be endorsed with a waiver of subrogation. The insurance company,
in its endorsement, agrees to waive all rights of subrogation against the City, its officers, officials, employees and
volunteers for losses paid under the terms of this policy which arises from the work performed by the named insured
for the City. NOTE: You cannot be added as an additional insured on a workers’ comp policy.
C. For any claims related to this project, the Contractor’s insurance coverage shall be primary insurance with
respect to the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by
the City, its officers, officials, employees, or volunteers shall be in excess of the Contractor’s insurance and shall not
contribute with it.
D. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by
either party, except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given
to the City.
E. Note: (This protects the Contractor) -Coverage shall not extend to any indemnity coverage for the active
negligence of the additional insured in any case where an agreement to indemnify the additional insured would be
invalid under Subdivision (b) of Section 2782 of Civil Code.
V. RATING - Acceptability of Insurers
Insurance is to be placed with admitted California insurers with a current A.M. Best’s rating of no less than A- for financial
strength, AA for long-term credit rating and AMB-1 for short-term credit rating.
VI. Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements affecting coverage required by
this clause. The endorsements should be on forms provided by the City. If endorsements are on forms other than
Sun Ridge Systems, Inc. – City of Ukiah v2 Page 24
the City’s forms, those endorsements or policies must conform to City requirements. All certificates and
endorsements are to be received and approved by the City before work commences. The City reserves the right to
require complete, certified copies of all required insurance policies, including endorsements affecting the coverage
required by these specifications at any time.
VII. Subcontractors
Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and
endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements
stated herein.
If you have questions regarding our insurance requirements contact: Risk Manager
707) 463-6287 FAX (707) 463-
6204 01/07