Title
Authorize the County Purchasing Agent or their designee to execute a Renewal to the non-standard Agreement A-14778 between the County of Monterey and Codex Corp dba Guardian RFID, a radio-frequency identification technology system, effective May 26, 2026 to May 26, 2035 for a not to exceed amount of $478,160.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Authorize the County Purchasing Agent or their designee to execute a Renewal to the non-standard Agreement A-14778 between the County of Monterey and Codex Corp dba Guardian RFID, a radio-frequency identification technology system, effective May 26, 2026 to May 26, 2035 for a not to exceed amount of $478,160.
SUMMARY:
The Board of Supervisors approved the sole source non-standard Codex Corp Agreement A-14778 on June 23, 2020. The Monterey County Sheriff’s Office requests approval of this Amendment which will extend the term of the Agreement, update the current system, add additional devices to improve overall performance of the system and add the associated funding.
DISCUSSION:
The Monterey County Sheriff’s Office received approval to purchase the Guardian RFID system on June 23, 2020. This platform utilizes radio-frequency identification technology to automate essential correctional workflows, including the documentation of welfare checks, inmate movement, and program participation.
The Hernandez v. Monterey County settlement agreement requires precise and thorough documentation of jail operations, and the Guardian RFID system enables the Sheriff’s Office to meet these obligations by capturing operational data in real time. Staff presently spend significant time manually analyzing data and preparing reports using existing software systems. By incorporating these existing software capabilities into the proposed contract, many reporting tasks can be automated and streamlined, reducing manual work, staff hours, and duplicated effort.
Guardian RFID now serves as the primary documentation and accountability system within the facility. Staff members use mobile devices to record inmate checks, movements, and routine duties, and each recorded activity is automatically time-stamped and stored within the system. This approach eliminates inconsistencies associated with handwritten logs and provides staff and supervisors with an accurate record of the facility’s operational activity. Supervisory personnel can observe ongoing activity throughout the jail as it occurs, allowing for timely intervention when deviations from required monitoring schedules arise.
The system also plays a central role in compliance operations. The real-time documentation features provide compliance staff with a dependable and verifiable record of inmate monitoring required under the Hernandez settlement. When a welfare check is delayed or missed, the system immediately notifies supervisory staff, enabling corrective action before a compliance failure occurs. Digital logs contain detailed supporting information-such as officer notes and, where applicable, photographs-that enhances the transparency and evidentiary value of the documentation. These capabilities streamline the reporting process for neutral monitors and facilitate coordinated oversight between custody, medical, and mental-health staff.
The Sheriff’s Office currently operates Guardian RFID using the OnDemand Command software. Under the new contract, the agency will transition to Command Cloud, a significantly more advanced and comprehensive operational management platform. While the OnDemand system supports retrospective review of activities and traditional report generation, Command Cloud provides real-time visibility of facility operations and enables a proactive management approach. The new platform delivers an integrated, facility-wide operating picture that allows staff to monitor checks, movements, alerts, and environmental conditions as they occur. This operational shift enhances the ability of staff to respond to emerging issues without awaiting periodic reviews or end-of-shift summaries.
Command Cloud consolidates mobile device activity, facility data, and automated workflows into a single operational environment. The system’s enhanced communication tools improve the coordination of staff responses, while advanced analytics assist in identifying operational trends, potential risks, and staffing considerations. These improvements reduce administrative burden across divisions and enhance overall efficiency. As a result, the Sheriff’s Office moves from a documentation-focused model to one that emphasizes dynamic operational management, real-time decision-making, and enhanced institutional accountability.
The transition to Command Cloud provides several substantial benefits. The upgraded system strengthens compliance with Hernandez requirements by ensuring that all inmate monitoring activities are documented with verifiable time data and are readily accessible for review by neutral monitors. Real-time alerts reduce the likelihood of compliance failures and support the agency’s efforts to maintain court confidence and avoid sanctions. The transparency provided by the system contributes to improved public trust by demonstrating adherence to mandated practices. Additionally, the system reduces reliance on paper documentation, increases operational efficiency, and supports more effective coordination among custody, medical, and mental-health units. Through these enhancements, the Sheriff’s Office gains a modernized operational platform that improves safety, accountability, and responsiveness across the facility.
The cost of the agreement is paid in May of each year, the first year is $41,000, each May thereafter is $54,645.
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
County Counsel has approved the agreement as to legal form, and the Auditor/Controller does not agree with the non-standard payment terms.
FINANCING:
The cost of this contract is fully funded by AB109 and was included in the FY2026-27 Recommended Budget. There will be no increase in General Fund Contribution as a result of this Board action.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
The proposed recommended actions demonstrate the County’s commitment to creating a safe environment.
__ Well-Being and Quality of Life
__ Sustainable Infrastructure for the Present and Future
X Safe and Resilient Communities
__ Diverse and Thriving Economy
__ Dynamic Organization and Employer of Choice
Prepared by: Arthur Curtright, Management Analyst III, Extension #3708
Reviewed by: Timothy Lanquist, Chief Deputy Sheriff, Extension #3887
Reviewed by: Keith Boyd, Undersheriff, Extension #3859
Approved by: Tina Nieto, Sheriff/Coroner, Extension # 3750
Attachments:
Codex Corp dba Guardian RFID non-standard Renewal agreement