Title
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign a Non-Standard Information Technology Agreement, retroactive to 06/01/2016, in the amount of $306,691.58 with Safran MorphoTrust USA to provide for one time upgrading and replacement of equipment located in various law enforcement agencies at a cost of $186,637.58; to provide two (2) years of preventative maintenance on all MorphoTrust equipment located in various law enforcement agencies at a cost of $115,054; and to create an allocation for emergency equipment moves and additional training of $5,000 to be expended as approved by the Remote Access Network board; and
b. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign up to two (2) amendments to the agreement where the amendments do not significantly change the scope of work, and the amendments in total do not exceed 10% ($30,669) for a total cumulative not to exceed agreement amount of $337,360.58.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors:
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign a Non-Standard Information Technology Agreement, retroactive to 06/01/2016, in the amount of $306,691.58 with Safran MorphoTrust USA to provide for one time upgrading and replacement of equipment located in various law enforcement agencies at a cost of $186,637.58; to provide two (2) years of preventative maintenance on all MorphoTrust equipment located in various law enforcement agencies at a cost of $115,054; and to create an allocation for emergency equipment moves and additional training of $5,000 to be expended as approved by the Remote Access Network board; and
b. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign up to two (2) amendments to the agreement where the amendments do not significantly change the scope of work, and the amendments in total do not exceed 10% ($30,669) for a total cumulative not to exceed agreement amount of $337,360.58.
SUMMARY/DISCUSSION:
The Monterey County Sheriff’s Office, on behalf of the Remote Access Network Board (RAN, also known as Cal-ID), has contracted with Safran MorphoTrust USA, Inc. to provide support, maintenance, parts and training for live scan fingerprint equipment located at the Sheriff’s Office, Monterey County Probation Department and the Police Departments in the Cities of Carmel, Gonzales, Greenfield, King City, Marina, Monterey, Pacific Grove, Salinas, Sand City, Seaside, and Soledad. The equipment continues to be fully supported with Cal-ID funds and is used to report arrests to the State and Federal governments per the California Department of Justice request for electronic transmission of computerized fingerprints.
Pursuant to California Penal Code section 11112.4, the Remote Access Network (RAN) Board is comprised of a member of the Board of Supervisors, the Sheriff, the District Attorney, a second Chief of Police selected by all other police chiefs within the county and the Chief of Police of a Cal-ID member department having the largest number of sworn personnel within the county (currently the Salinas Police Department) and a mayor elected by the city selection committee and a member-at-large chosen by the other members. These costs were included in the Cal-ID budget as approved by the RAN Board.
Per the Vehicle Code Section 9250.19 and Board Resolution 90-13, the RAN Board authorizes the expenditure of funds that will be used to enhance the capacity of local law enforcement to provide automated mobile and fixed location identification of individuals. The Cal-ID funds are derived from a fee of one dollar ($1) collected by the Department of Motor Vehicles for each vehicle registered in Monterey County.
The County/RAN board initially selected Safran MorphoTrust LLC via a Request for Proposals process. This company has proprietary equipment, and their equipment and parts are only available from Safran MorphoTrust, LLC. To insure that the County/RAN board is getting a competitive price for these services, the County has asked for and has received California Multiple Award Schedule (CMAS) pricing, which delayed the approval of this contract, hence the request for retroactive approval. CMAS reduced the quote for the machines under maintenance during the hours of 9 a.m. to 5 p.m. by $17,700 a year or 25%.
A copy of this agreement is on file with the Clerk to the Board.
OTHER AGENCY INVOLVEMENT:
County Counsel and the Auditor Controller have reviewed the Agreement as to legal form, and fiscal provisions respectively. The County’s Information Technology Department has also reviewed the Agreement. Risk Management has reviewed the agreement and acknowledges that limits MorphoTrust’s liability to the amount paid by County to MorphoTrust, similar to most of the County’s other Information Technology contracts. Since this language is non-standard, Risk cannot approve the agreement. MorphoTrust does maintain insurance in excess of the County’s standards. The Sheriff and the RAN Board feel that this equipment is of great value to the local law enforcement community, is necessary to meet California Department of Justice’s data requirements and ask that the Board of Supervisors take this into consideration and approve this agreement.
FINANCING:
The cost of the agreement is paid by the Cal-ID fund and is included in the Adopted FY 2016-17 Sheriff’s Budget. There is no increase in the General Fund Contribution as a result of this recommendation.
Submitted by: Nina Ryan, Management Analyst II, Ext. 3708
Approved by: Steve Bernal, Sheriff-Coroner, Ext. 3725
Attachments: Safran MorphoTrust USA, Inc. Agreements and Exhibit A