SUBJECT:
Title
Request Approval of First Contract Amendment: 25C-067-CA-01 Radius Emergency GIS Mapping Services - RapidDeploy, Inc., Austin, TX (Budget Impact - None)
Body
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INITIATOR: |
DEPARTMENT: |
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Susan Olsen, Director |
Procurement Services |
DESCRIPTION/BACKGROUND:
On April 15, 2025, the Board approved a contract with RapidDeploy, Inc. (RapidDeploy) for Radius Emergency GIS Mapping Services, a Next Generation 911 mapping platform known as Eclipse Analytics. This cloud-based platform facilitates the timely dispatch of Fire, EMS, Police, and Sheriff personnel to emergency incidents by integrating with call-taking systems and other external data sources. The product will be procured under GSA contract #47QTCA19D00MM at a total cost of $933,160.80 for a five-year term.
Following Board approval, a purchase order (PO) was issued to RapidDeploy. However, upon receiving the PO, RapidDeploy informed Procurement that the PO should be issued to the GSA Dealer, Westwind Computer Products, Inc. (Westwind). It is not permissible under procurement policies to have a contract awarded to one vendor (RapidDeploy) while the corresponding PO is issued to another (Westwind). During efforts to find a solution, it was discovered that Exhibit D, containing Westwind’s quote with pricing, was inadvertently omitted from the awarded contract.
This First Contract Amendment adds the exhibit to the original agreement. The exhibit includes references to both Westwind, the authorized dealer, and the GSA contract number. By including this exhibit, we can properly issue the PO to Westwind, while the PO will also reference the contract with RapidDeploy and the GSA contract number. This ensures transparency and compliance. If approved today, the amendment will resolve the issue and allow the project to proceed as intended.
Attached for review is a vendor-signed amendment, approved by Legal. Upon approval at today’s meeting, it will be presented to the Chairman and Clerk for signatures.
BUDGET/IMPACT:
None
RECOMMENDED ACTION:
Recommended action
Motion to approve the First Contract Amendment with RapidDeploy, Inc. to include Exhibit D, thereby authorizing the reissuance of the purchase order to Westwind Computer Products, Inc. and the Chairman and Clerk to execute the amendment under 25C-067.
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