Title
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts/ Purchasing Supervisor to sign a Non-Standard Information Technology Agreement with LexisNexis for a law library kiosk for the Monterey County Jail in the amount of $25,256 for two years, retroactive from September 1, 2016 through and to August 31, 2018; and
b. Accept the non-standard County Liability and Indemnification provisions pursuant to the recommendation of the Sheriff/Coroner; and
c. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign up to three (3) amendments of up to ten (10) percent ($2,525.60) to the agreement where the amendment does not significantly change the scope of work and the total cumulative cost of this contract does not exceed $27,781.60.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts/ Purchasing Supervisor to sign a Non-Standard Information Technology Agreement with LexisNexis for a law library kiosk for the Monterey County Jail in the amount of $25,256 for two years, retroactive from September 1, 2016 through and to August 31, 2018; and
b. Accept the non-standard County Liability and Indemnification provisions pursuant to the recommendation of the Sheriff/Coroner; and
c. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign up to three (3) amendments of up to ten (10) percent ($2,525.60) to the agreement where the amendment does not significantly change the scope of work and the total cumulative cost of this contract does not exceed $27,781.60.
SUMMARY:
The Sheriff of Monterey is required by Title 15 to provide all inmates with access to a law library system to assist with and research their own defense options. The Jail currently utilizes a system where inmates order legal materials on an order form and they are delivered, from an external vendor, in hard copy format. This process is slow, and very resource intensive. The Jail began researching alternatives and found that LexisNexis provides law library access via a kiosk system, and this access has the potential to be migrated to a tablet format once a new Inmate Telephone system has been approved and installed.
This system is stand alone and does not connect to the Internet, so it meets security standards for the Jail. The kiosk is movable and can be deployed in many areas in the jail, and allows inmates to have more timely access to legal materials. It also allows real-time access to data, which inmates don’t have at present. It is an improvement over the present system, and is more affordable than the paper-based system.
A copy of this Agreement is on file with the Clerk of the Board.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved the agreement as to legal form, and the Auditor-Controller has reviewed for fiscal provisions. Information Technology has previewed the contract as well.
Risk Management has evaluated the agreement and acknowledges that it limits LexisNexis’ liability to the amount paid by the County to LexisNexis, similar to most of the County’s other Information Technology contracts. Since this language is non-standard, Risk cannot approve the agreement. LexisNexis does maintain insurance that meets county standards. The Sheriff/Coroner feels that this equipment is necessary to meet Title 15 requirements in an effective manner and asks that the Board of Supervisors take this into consideration and approve this agreement.
FINANCING:
There will be no increase in General Fund Contribution as a result of this Board action; this contract is actually less expensive than the contract it will be replacing.
Prepared by: Nina Ryan, Management Analyst II ext. 3708
Approved by: Steve Bernal, Sheriff /Coroner ext. 3725
Attachment: Non-Standard Information Technology agreement with LexisNexis for Law Library Kiosk System