Meeting Type: BCC Regular Meeting
Meeting Date: 5/20/2025
Item Status: New
From: Anthony Lowery, BCSO Sheriff & Kim Kelly, BCSO Budget & Finance Director
Submitted by: Jessica Parker, BCSO Budget Support Specialist
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ITEM TITLE
Title
Sheriff’s Office - Addendum to Contract with Southern Software for Law Enforcement / Emergency Personnel Computer Program for Baldwin County Sheriff’s Office
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STAFF RECOMMENDATION
Recommendation
Related to the Contract with Southern Software for Law Enforcement Computer Program between the Baldwin County Commission (on behalf of the Baldwin County Sheriff’s Office) and Southern Software, Inc., for a law enforcement/emergency personnel-based computer program, take the following actions:
1) Confirm, ratify, and approve the Change Order dated February 29, 2024, and payment of $14,182.50 (50% of total cost) made upon signing of the proposal on May 10, 2024, for the updating of Dispatch Essential Positions to CAD and cost of the annual software support.
2) Adopt Resolution #2025-134 amending the Fiscal Year 2025 Budget (Resolution #2024-158 and Resolution #2024-159, adopted on September 17, 2024) in order to reallocate funds.
3) Authorize the final payment of $14,182.50 (50% of total cost) due upon completion of the update, approving the total cost of the Change Order in the amount of $28,365.00.
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BACKGROUND INFORMATION
Background: Baldwin County Sheriff’s Office staff requests Commission to approve a Contract Addendum in the amount of $28,365.00 with Southern Software that will update the Dispatch Essentials Positions, that is in the current contract for the Law Enforcement / Emergency Personnel Computer Program, to CAD with full CAD permissions. A partial payment of $14,182.50 was paid in 2024, the remaining balance is $14,182.50.
Previous Commission action/date: 12/19/2023 meeting: Approved the Contract between the Baldwin County Commission (Baldwin County Sheriff’s Office) and Southern Software, a North Carolina based Corporation, for a law enforcement / emergency personnel-based computer program which includes the following: 1) One-time fee for purchase, installation, and implementation at a cost of $966,854.00; and 2) Renewal of annual support and subscriptions in the amount of $97,323.00, which renews automatically on an annual basis beginning January 2025, unless cancelled. This contract shall be effective upon full execution and shall remain in effect until cancelled by either party.
FINANCIAL IMPACT
Total cost of recommendation: $14,182.50
Budget line item(s) to be used: 10052100.55800 Capital Outlay Computer Communication
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: 05/20/2025
Individual(s) responsible for follow up: Kim Kelly, BCSO Budget & Finance Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letter to Vendor & Executed Addendum
Additional instructions/notes: Admin - append to contract