Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Amendment No. 1 to an Existing Consulting Services Agreement with Berry, Dunn, McNeil & Parker, LLC (BerryDunn) for an Additional Statement of Work for CAD/RMS Vendor Selection and Contract Negotiation Services for the San Leandro Police Department in the Amount of $40,000 for a Total Amount Not-to-Exceed $135,000
Staffreport
COUNCIL PRIORITY
• Infrastructure / Economic Development
• Sustainability & Resiliency
SUMMARY
The San Leandro Police Department’s current Computer-Aided Dispatch and Records Management System needs replacement. Staff identified Berry, Dunn, McNeil & Parker, LLC as the preferred vendor to lead the City through a defined procurement and selection process.
RECOMMENDATION
Staff recommends the City Council adopt a Resolution to approve and authorize the City Manager to execute Amendment No. 1 to the existing Consulting Services Agreement with Berry, Dunn, McNeil & Parker, LLC (BerryDunn) for an additional statement of work in the amount of $40,000, for a revised total not-to-exceed amount of $135,000, for Computer-Aided Dispatch and Records Management System (CAD/RMS) vendor selection and contract negotiation consulting services for the San Leandro Police Department (SLPD).
BACKGROUND
In June 2025, the City entered into a Consulting Services Agreement with Berry, Dunn, McNeil & Parker, LLC for a Police Department Technology Needs Assessment for an amount of $95,000.
In April 2026, the City Council approved a separate Consulting Services Agreement with BerryDunn for a different project, Business Process Analysis, Mapping, and Gap Solution services for the San Leandro Police Department (SLPD) in the amount of $27,500. That engagement produced workflow diagrams and an Interim Solutions Memorandum for seven SLPD functional areas, identifying gaps and short-term improvement opportunities to be addressed while a new CAD/RMS system is acquired and implemented.
The City has identified BerryDunn as the preferred vendor to continue supporting SLPD through the next phase of technology modernization: the competitive procurement and selection of a new CAD/RMS system.
Analysis
The San Leandro Police Department's current CAD/RMS platform is the New World (Tyler Technologies) system, which has been in service since its original implementation. The City is now ready to advance to a competitive vendor selection process to identify and procure a modern replacement system.
BerryDunn will lead the City and SLPD stakeholders through a defined procurement and selection process - including vendor responses, vendor short-list identification, demonstrations, and final scoring - resulting in the identification of a preferred CAD/RMS vendor. BerryDunn's extensive experience with CAD/RMS vendor contract negotiations will be utilized to help ensure the best interests of the City and SLPD are protected throughout the process.
The proposed scope of services includes the following tasks and deliverables:
Task 1.1 - Respond to Vendor Inquiries: BerryDunn will attend a virtual pre-proposal meeting hosted by the City. Within five business days of the deadline for vendor inquiries, BerryDunn will develop a draft addendum that includes a list of questions raised and prepare suggested responses for review, revision, and publication by the City's procurement staff.
Task 1.2 - Analyze Vendor Proposals: BerryDunn will facilitate the proposal review process by analyzing vendor proposals to identify issues, risks, exceptions, omissions, and objections, compiling them in a single, executive-level proposal summary memo. The memo will identify key areas for consideration by the evaluation team related to each vendor's ability to meet minimum requirements and alignment with the evaluation criteria within the RFP and will compare vendor responses to the Final Functional and Technical Requirements.
Task 1.3 - Facilitate Round One Scoring Meeting (Deliverable 5: Vendor Short-List Identification Memo): BerryDunn will meet with the evaluation team to review proposal summaries, discuss each proposal received, assist in the scoring process, and collect scores to identify a short-list of vendors (typically three to four) to invite for demonstrations. BerryDunn will clarify open items with short-listed vendors before issuing demonstration invitations and will provide the City with a Vendor Short-List Identification Memo.
Task 1.4 - Facilitate Demonstration Planning and Develop Demonstration Scripts (Deliverable 6: Demonstration Scripts and Planning): BerryDunn will meet with the City's project team to develop demonstration scenarios and scripts, and will conduct pre-demonstration conference calls with short-listed vendors, giving each vendor one hour to ask questions about the demonstration scenarios and approaches.
Task 1.5 - Facilitate Vendor Demonstrations: BerryDunn will schedule and facilitate demonstrations for each of the short-listed vendors, drawing on its project team's extensive background in the demonstration process to provide the City's project team with a structured evaluation framework.
The total not-to-exceed amount for this additional scope of work is $40,000, bringing the revised contract total to $135,000. Attached is the Statement of Work (Attachment B).
Financial Impacts
The total cost of the Agreement is $135,000. Sufficient funds are available in the FY 2027 amended budget for the CAD/RMS Upgrade project (Acct #: F702-CC076-PRJ-0001421). The amendment is structured on fixed-cost basis not to exceed $40,000. Any changes to scope, timeline, or resources will be addressed through a formal Change Order process requiring mutual written approval prior to commencement of additional work.
This Council action will not impact fund balance because there are funds available in the FY 2027 amended budget for the CAD/RMS Upgrade project (Acct #: F702-CC076-PRJ-0001421).
ATTACHMENTS
A: Draft Resolution to Approve BerryDunn Amendment No. 1 for an Additional Statement of Work for Professional Services
B: Statement of Work - Scope/Statement of Work
PREPARED BY: Titus Britt, Business Applications Manager/PD Project Manager, Information Technology Department, and Alicia Hernandez, Chief Technology Officer, Information Technology Department