Title
a. Approve and authorize the Contracts Purchasing Officer or designee to execute Amendment No. 5 to Agreement A-13370 with Telmate, Inc. to provide for continued voice communication services to in-custody youth free of charge to the youth and their families, increasing the total Agreement amount by $24,000 ($4,000 per month) for a total not to exceed amount of $96,000, retroactive to July 1, 2024, and continuing month to month.
b. Authorize the Contracts/Purchasing Officer or their designee to sign future amendments to the Agreement where the amendments do not exceed 10% ($7,200) of the original Agreement amount and do not significantly alter the scope of services, for a not to exceed maximum amount of $103,200.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts Purchasing Officer or designee to execute Amendment No. 5 to Agreement A-13370 with Telmate, Inc. to provide for continued voice communication services to in-custody youth free of charge to the youth and their families, increasing the total Agreement amount by $24,000 ($4,000 per month) for a total not to exceed amount of $96,000, retroactive to July 1, 2024, and continuing month to month.
b. Authorize the Contracts/Purchasing Officer or their designee to sign future amendments to the Agreement where the amendments do not exceed 10% ($7,200) of the original Agreement amount and do not significantly alter the scope of services, for a not to exceed maximum amount of $103,200.
SUMMARY/DISCUSSION:
The original Agreement for a "no cost to the County", turnkey, leave-behind solution for Monterey County Probation and Monterey County Sheriff’s Office was approved by the Board on December 6, 2016, for the term through December 13, 2019. This Agreement provides access for incarcerated inmates/juveniles within the Monterey County Jail/Monterey County Juvenile Hall and Youth Center, to telephones and tablets, for communication with family and friends.
The Agreement was amended under Amendment No. 1 on January 8, 2020 to extend the term an additional year through December 13, 2020, Amendment No. 2 on December 17, 2020 to extend the term through December 13, 2021, and Amendment No. 3 on March 9, 2022 to incorporate changes enacted by the California Public Utilities Commission (CPUC) and Federal Communications Commission (FCC) that reduced the cost that an inmate could be charged for a telephone call and associated fees and extend the term an additional two years to December 31, 2023. Amendment No. 4 was executed November 9, 2023, to add funding in the amount of $72,000 for services provided as of January 1, 2023, and as needed each month forward to juvenile institutions and revise the terms of the Agreement following the passage of California Senate Bill No. 1008 (SB1008), “Keep Families Connected Act” (Becker). Effective January 1, 2023, it requires counties to provide voice communication services to in-custody youth free of charge to the youth initiating the communication and to the person receiving the communication. It also provided that a county shall not receive any revenue from the provision of voice communication services or any other communication services to any in-custody youth confined in a county youth residential placement detention center.
The County engaged in the Request for Proposal (RFP) process for telephone and tablet services for the Monterey County Sheriff’s Office and the Probation Department, and under RFP#10881 awarded a new vendor, Smart Communications, Inc. in September 2023. The installation of the new phone system is in progress and estimated to be completed by the end of 2024. Additional funds are needed for continuity of current phone services under Telmate, Inc. until this is accomplished.
The Probation Department recommends approval of this action by the Board of Supervisors.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved Amendment No. 5 as to legal form and content. The Office of the Auditor Controller has reviewed and approved for fiscal provisions.
FINANCING:
The associated funding and appropriations for the increased amount of $24,000 are included in the Probation Department’s Fiscal Year 2024-2025 Adopted Budget (001-2550-PRO001). There is no additional cost to the County General Fund with this recommendation.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
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: Todd Keating, Chief Probation Officer, ext. 3913
Attachments:
Board Report
Amendment No. 5 to Agreement A-13370
Amendment No. 4 to Agreement A-13370
Amendment No. 3 to Agreement A-13370
Amendment No. 2 to Agreement A-13370
Amendment No. 1 to Agreement A-13370
Agreement No. A-13370 with Telmate, Inc.