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City reiterates concerns about countywide dispatch system delays and records reimbursement plan

City of Clearwater Community Redevelopment Agency and Clearwater City Council · November 18, 2025
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Summary

Chief Eric Gandy updated council on the countywide Prime consortium project to implement a Hexagon CAD/records system: the city made a legacy CAD payment of $246,320.40, Prime invoiced $323,537 and the net owed/expected reconciliation is $77,216.60; staff said Prime board is negotiating concessions and potential liquidated damages due to continued delays.

Chief Eric Gandy briefed council on Nov. 17 about ongoing delays in the countywide Prime consortium project to replace legacy dispatch and records systems with Hexagon. Gandy said project delays required the city to make a prior legacy CAD payment on Oct. 15 of $246,320.40. Today's Prime payment is $323,537; the city will be reimbursed by the consortium for the earlier legacy payment, leaving a net position to Prime of $77,216.60 as presented to council.

Gandy said the Prime board has had "difficult conversations" with Hexagon and that the consortium has tentatively agreed to financial concessions, timeline adjustments and is discussing potential liquidated damages should Hexagon continue to miss agreed milestones. Council members expressed frustration and asked whether the county or Prime should be considering alternative options ("option B"). Gandy responded that the board is actively pressing Hexagon and expects a date-certain within about six months.

Councilmember Cotton and others noted prior Hexagon performance issues and emphasized planning for contingencies if the vendor continues to underperform. Staff indicated that some negotiations remain tentative and that the board is looking at contractual remedies to protect member jurisdictions.

Next steps: the Prime board will continue negotiations with Hexagon and report back; the city will monitor reimbursements and possible contractual remedies and may discuss contingency options if delays persist.

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