Title
a. Authorize the Contracts Purchasing Officer or their designee to execute an Agreement between the Monterey County Probation Department and Codex Corp dba Guardian RFID based on the County’s Request for Proposal (RFP) #10938 Mobile Real-Time Juvenile Detention Youth Tracking System for the term May 1, 2025, to April 30, 2028 and for a total not-to-exceed amount of $146,988; and
b. Authorize the Contracts Purchasing Officer or their designee to sign two additional one (1) year extensions and amendments where each amendment does not significantly change the scope of work and the total amount of the amendments do not exceed the Contracts & Purchasing Officer’s signing authority amount of $200,000 with approval from the Office of County Counsel.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Contracts Purchasing Officer or their designee to execute an Agreement between the Monterey County Probation Department and Codex Corp dba Guardian RFID based on the County’s Request for Proposal (RFP) #10938 Mobile Real-Time Juvenile Detention Youth Tracking System for the term May 1, 2025, to April 30, 2028 and for a total not-to-exceed amount of $146,988; and
b. Authorize the Contracts Purchasing Officer or their designee to sign two additional one (1) year extensions and amendments where each amendment does not significantly change the scope of work and the total amount of the amendments do not exceed the Contracts & Purchasing Officer’s signing authority amount of $200,000 with approval from the Office of County Counsel.
SUMMARY/DISCUSSION:
The County of Monterey operates two juvenile correctional facilities, the Juvenile Hall and the Youth Center, both located in Salinas with very different population demographics, all requiring supervision and monitoring to ensure the safety and security of the in-custody youth, program providers and Probation staff.
One of these populations is the Secure Track Youth which resulted from Senate Bill 823 (SB), signed in to law in September 2020 by Governor Newsom, realigning the Department of Juvenile Justice (DJJ) population from the State of California to Counties, beginning July 1, 2021. The bill established the jurisdiction of the Juvenile Court up to the age of 25 for certain offenses and transferred the responsibility of care, custody, and supervision of youth to the county of commitment. This population of realigned youth are high-risk and have greater needs for specific individualized case plans with services and programs that address mental health needs, sex offender treatment or related behavioral or trauma-based needs, healthy adolescent development programs, family engagement, reentry, and continuing education.
Radio Frequency Identification Device technology has been in existence for more than 30 years. The use of RFID in juvenile detention institutions and correctional facilities is designed to improve facility management, offering a more efficient means of locating youth, confirming counts, and alerting staff to potential issues/concerns. Overall, it is a mechanism for improving in-custody youth behavior (i.e., reducing infractions and assaults); strengthening compliance, measuring and monitoring performance; and providing a safe and secure environment for both institutional staff and in-custody youth.
The Monterey County Probation Department is requesting approval to purchase an electronic platform that uses radio-frequency identification technology to automate a wide range of facility work flows and processes, including the documentation of welfare and safety checks, youth movements within the facilities, program accountability, and provide for real-time review by the Board of State and Community Corrections, the Office of the Youth and Community Restoration, as well as internal review by the Probation Department. Currently, the facilities utilize manual/handwritten paper documentation to record the daily activities of youth in custody, staff observations and concerns related to each youth, programming attendance, as well as document the Department’s compliance with mandated rules and regulations related to individual welfare checks and facility safety checks. Institutional supervisors and administrative officers who supervise facility staff must physically review these individual paper log sheets to review data, verify staff accountability, ensure regulatory compliance, and obtain time-sensitive information that may be critical to the safety and welfare of both youth and officers. The implementation of a paperless RFID system will enable probation staff to digitally record routine security checks, youth activities, and movements throughout the facility. The data collected from these routine checks will be automatically uploaded into a RFID system with date and time stamps. This recorded data cannot be altered, manipulated, or destroyed once uploaded to the “cloud based” system and may be retrieved upon demand from multiple locations, thereby enabling supervisors to readily access information pertaining to multiple housing units, specific programs or youth, as well as the activities of individual staff members without the requirement of physically traveling to each location throughout the facility to review manually collected data in paper-based logbooks. This change will save time and increase operational integrity of the Department’s youth facilities.
This is a non-standard agreement, which includes a limitation of liability clause, and non-standard insurance provisions.
OTHER AGENCY INVOLVEMENT:
The Agreement was approved by the Office of County Counsel as to legal form and by the Auditor-Controller as to fiscal terms. The SB823 Juvenile Justice Realignment Block Grant (JJRBG) annual plan supports the provision of these services and allocation of funding for FY 24-25 and future fiscal years.
FINANCING:
There will be no impact to the General Fund from approval of this action. Funding for this agreement will be provided by the State SB823 annual allocation. The additional expenditure will be made within the existing appropriation limits during FY 24-25 and are included in Probation’s Budget 001-2550-PRO001-8163. Future fiscal year costs will be requested through the corresponding annual budget process.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommendation to approve the Agreement supports the Board of Supervisors Strategic Initiatives of Administration and Public Safety:
☐Economic Development:
• Through collaboration, strengthen economic development to ensure a diversified and healthy economy.
☒Administration:
• Promote an organization that practices efficient and effective resource management and is recognized for responsiveness, strong customer orientation, accountability and transparency.
☐Health & Human Services:
• Improve health and quality of life through County supported policies, programs, and services; promoting access to equitable opportunities for healthy choices and healthy environments in collaboration with communities.
☐Infrastructure:
• Plan and develop a sustainable, physical infrastructure that improves the quality of life for County residents and supports economic development results.
☒Public Safety:
• Create a safe environment for people to achieve their potential, leading businesses and communities to thrive and grow by reducing violent crimes as well as crimes in general.
Prepared by: Wendi Reed, Management Analyst III, Ext. 3985
Approved by: Jose Ramirez, Chief Probation Officer, Ext. 3913
Attachments:
Agreement - Codex Corp dba Guardian RFID FY2025-2028