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Matthews authorizes town manager to negotiate contract to replace troubled CAD/RMS system
Summary
The Town of Matthews authorized the town manager to negotiate and execute a contract with Southern Software, not to exceed $125,000, to replace a malfunctioning computer-aided dispatch and records-management system after staff said the incumbent vendor had failed to meet needs.
The Town of Matthews Board of Commissioners on Sept. 22 authorized Town Manager Kurt Walton to negotiate and execute a contract with Southern Software to replace the town's computer-aided dispatch and records-management software, with a not-to-exceed amount discussed at $125,000.
Town Manager Kurt Walton told commissioners the current vendor, ProPhoenix, had been contracted in 2023 but the system "literally hasn't worked," producing ongoing, unresolved problems that jeopardize compliance with state processes and could affect officer and citizen safety. Walton said staff and the police chief had identified Southern Software and partners as a viable alternative and that the proposed procurement fits within the current fiscal-year budget.
Commissioners discussed whether the vendor had previously worked with the town. Walton responded that the town had worked with Southern Software and the results had been positive. A motion to authorize the town manager to negotiate and execute the contract was made and approved unanimously.
The motion included a budget threshold discussed in the meeting: the authorization was described as "not to exceed $125,000." The board confirmed the expenditure would be within the budget approved for the fiscal year.
The board did not discuss contract terms in detail during the meeting; staff said the chief and the police team support the change and that outstanding customer-service requests with the incumbent remain unresolved. The authorization directs staff to complete negotiations and execute a replacement contract, after which staff will implement the new system and address outstanding compliance issues.
No contract text was presented during the meeting; the authorization was limited to allow negotiations and execution within the budget parameters given. The town manager and police department were assigned to complete contract negotiations and to implement the replacement software once executed.
