Title
a. Approve and authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign Amendment No. 2 to a Non-Standard Information Technology Agreement (Amend No. 1 A-12834, $99,000, Original A-12411, $965,000, total of $1,064,000) with TracNet, Inc. in the amount of $619,660; bringing the total value of this agreement to $1,683,660;
b. Authorize a modification of the County standard liability language as recommended by the Sheriff/Coroner; and
c. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign up to two (2) amendments to the agreement where the amendment does not significantly change the scope of work, and the amendments in total do not exceed the amount of $50,000 for a total cumulative not to exceed contract amount of $1,733,660.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign Amendment #2 to a Non-Standard Information Technology Agreement (Amend #1 A-12834, $99,000, Original A-12411, $965,000, total of $1,064,000) with TracNet, Inc. in the amount of $619,660; bringing the total value of this agreement to $1,683,660;
b. Authorize a modification of the County standard liability language as recommended by the Sheriff/Coroner; and
c. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign up to two (2) amendments to the agreement where the amendment does not significantly change the scope of work, and the amendments in total do not exceed the amount of $50,000 for a total cumulative not to exceed contract amount of $1,733,660.
SUMMARY/DISCUSSION:
The Sheriff’s Office completed its original purchase of the TracNet System in 2013 after an extensive pricing and feature comparison with several other systems. This vendor was chosen because they proposed a cost effective and scalable solution to the Office’s issues with access to the California Law Electronic Telecommunications System (CLETS) and its current records, Jail Management and mobile (vehicle) systems, and because it was a locally owned company. Most of our local law enforcement agencies use TracNet as well. The original capital outlay contract and first amendment totaled $1,064,000; all features purchased under that contract are now fully deployed and functional.
Other departments have expressed an interest in having access into the Jail Management System to aid in case work and information gathering within their own units. The District Attorney, Probation, Revenue Division, Department of Social Services, and Child Support Services use the system and their purchase commitments are included in this report. A purchase request will be issued against the amended contract only for the counts and costs of licenses being purchased. The amount listed for the purchase of these allied licenses is $43,500.
The original purchase did not contain language authorizing payment of ongoing annual software maintenance fees. This amendment adds three years worth of software maintenance fees to the value of the contract, to allow for timely payment in out years. The cost associated with the software maintenance for three years is $498,560 and will be paid by each department, based on the license type they have chosen.
The license counts used during the purchase of the system were “best estimates” and the Sheriff’s Office is finding that the Records module is being extensively used by the Patrol and Investigative deputies because they achieve time savings and better coordination by filing reports in the system. The purchase of 84 additional licenses for the Sheriff’s Office is being requested to support this usage, at a cost of $12,600.
The Sheriff’s Office and Department of Social Services have pledged to improve health care coverage for the community and want a data interface to allow for more efficient processing of inmates to either reactivate their Medi-Cal or allow them to apply for Medi-Cal prior to release. The jail also has a vendor-based meals management system, an inmate telephone system, and other inmate service provision systems that will need interfaces from the TracNet system to reduce data entry and eliminate data entry errors. A place holder dollar amount of $65,000 to create or enhance these interfaces is part of this amendment request.
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, the County Information Technology Department has reviewed the technical components of the contract and the Auditor/Controller has reviewed for fiscal provisions. The District Attorney’s Office, Probation Department, Revenue Division, Department of Social Services, and Child Support Services have been provided with copies of this contract and amendment and have confirmed that they have the funding for this project. Risk Management did not sign the original contract due to limits of liability standard to most Information Technology contracts and lack of Primary/Non Contributory language. The Sheriff’s Office is asking the Board to accept these limits of liability because the software is operationally imperative for the efficient operation of our unit and of other county departments and for maintenance of coordination levels with local law agencies. These limitations were part of the original contract approved in 2013.
FINANCING:
Funding for this contract was included in the FY 2015-16 Sheriff/Coroner’s approved budget and is available from the additional county department’s budgets. There will be no increase in the General Fund Contribution within the Sheriff’s Office as a result of this Board action.
Prepared by: Nina Ryan, Management Specialist ext. 3708
Approved by: Stephen Bernal, Sheriff /Coroner ext. 3725
Attachments:
Non-Standard Information Technology Agreement between County of Monterey and TracNet, Inc.