Title
a. Approve and Authorize the Contracts/Purchasing Officer or the Contracts/Purchasing Supervisor to execute a Professional Services Agreement containing non-standard language provisions, retroactive to July 1, 2017, by and between County of Monterey and NEC Corporation of America for hardware and software maintenance on fingerprint scanning equipment installed at the Monterey County Sheriff’s Office at a cost of $9,912.00 per year for two (2) years for a total of $19,824.00; and
b. Authorize the Contracts/Purchasing Officer or the Contracts/Purchasing Supervisor to approve up to three (3) future amendments to the Agreement where the amendment does not significantly change the scope of work, and all amendments together do not add more than ten (10) percent ($1,982.40) for a total contract value of $21,806.40.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Contracts/Purchasing Officer or the Contracts/Purchasing Supervisor to execute a Professional Services Agreement containing non-standard language provisions, retroactive to July 1, 2017, by and between County of Monterey and NEC Corporation of America for hardware and software maintenance on fingerprint scanning equipment installed at the Monterey County Sheriff’s Office at a cost of $9,912.00 per year for two (2) years for a total of $19,824.00; and
b. Authorize the Contracts/Purchasing Officer or the Contracts/Purchasing Supervisor to approve up to three (3) future amendments to the Agreement where the amendment does not significantly change the scope of work, and all amendments together do not add more than ten (10) percent ($1,982.40) for a total contract value of $21,806.40.
SUMMARY:
The Monterey County Sheriff’s Office seeks approval of a software and hardware agreement containing non-standard language provisions with NEC Corporation of America for continued hardware and software support for a flatbed scanning equipment and associated components.
DISCUSSION:
In 1990, pursuant to the provisions of Government Code Section 76273, Monterey County established a County Automated Fingerprint Identification Fund to provide for the costs, operation and maintenance of the CAL-ID/Remote Access Network (RAN) Automated Fingerprint Identification System. Enabling language for the system is also contained in Penal Code Section 11112.1.
The funds for the system are largely derived from a fee of one ($1.00) or two ($2.00) collected by the Department of Motor Vehicles for every vehicle registered in Monterey County, as authorized by Vehicle Code Section 9250.19, and any assessments levied by the courts. All monies are held in the Monterey County Treasury until disbursed.
This pool of funds, collectively referred to as CAL-ID/RAN funds, provides fingerprinting equipment and equipment software and hardware support to most County law enforcement agencies. Fund distribution is governed by the CAL-ID/RAN board, comprised of one (1) County Board of Supervisors member, the Sheriff, the District Attorney, and police chiefs and mayors representing the external member agencies.
The Sheriff’s Office uses various types of fingerprinting units within the Public Safety Building, the Jail and in its mobile units to accurately identify parties, transmit data to other State and local agencies and as needed to perform investigations. This contract covers a flatbed scanning unit that takes paper fingerprint cards, or other flat fingerprint media and transfers the prints into electronic images for transmission to other agencies.
OTHER AGENCY INVOLVEMENT:
County Counsel and the Auditor/Controller have reviewed this document and approved as to legal and fiscal provisions, respectively. Risk Management is unable to sign the contract as it limits NEC Corporation of America’s liability to amount paid to them on the contract, like most County Information Technology contracts. The Sheriff requests approval of the contract as there are compelling business reasons to continue maintenance on this system, which is necessary for day to day business operations.
FINANCING:
Costs of this contract were anticipated and included in the FY 2017-18 approved budget for the Sheriff’s Office, and were approved by the CAL-ID/RAN Board. No increase in General Fund Contribution will result from approval of this contract.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This contract meets the Board’s strategic initiatives by increasing efficiency, speed and accountability in crime reporting and in investigations by utilizing electronic, versus paper, transmission of fingerprint data.
Mark a check to the related Board of Supervisors Strategic Initiatives
____ Economic Development
_ X_ Administration
____ Health & Human Services
____ Infrastructure
_X__ Public Safety
Prepared by: Nina Ryan, Management Analyst II, Extension #3708
Approved by: Steve Bernal, Sheriff-Coroner, Extension #3750
Attachments: NEC Contract for Software, Hardware support for Flatbed scanning equipment -Sheriff’s Office location