AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 20-001045
MEETING DATE:	02/09/21
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Jon Briggs (714) 647-1806
	Luke South (714) 834-5910

Subject: Retroactively Approve Identification and Secruity Integrators Inc. Amendment

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $153,000

Annual Cost: FY 2021-22 $30,600

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: State: 100% (Proposition 172)	County Audit in last 3 years: No

Prior Board Action: 9/11/2018 #5

RECOMMENDED ACTION(S):

Retroactively approve the contract with Identification and Security Integrators Inc. for ID card printers, supplies, maintenance and repair services for a three-year term effective September 11, 2018, through September 10, 2021, in an amount not to exceed $489,692, renewable for two additional one-year terms.

Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Two to the contract with Identification and Security Integrators Inc. for ID card printers, supplies, maintenance and repair services to strike Amendment Number One, clarify the contract not to exceed amounts and increase several line item prices.

SUMMARY:

Retroactive approval of the original contract and approval of the contract amendment with Identification and Security Integrators Inc. for ID card printers, supplies, maintenance and repair services will allow the Sheriff-Coroner Department to ensure appropriate staff have access to its facilities.

BACKGROUND INFORMATION:

The Sheriff-Coroner Department (Sheriff) utilizes its ID card printers for several purposes. Sheriff's Professional Standards Division (PSD)/Employee Services Unit issues ID access cards to the staff and non-Sheriff staff members, new hires (access badge and ID card), Health Care Agency staff, Sheriff Reserve staff, interns, tow truck drivers, Professional Services Responders and Inmate Supervisors. Sworn personnel are also issued flat badges (i.e., horizontal ID) for their wallets and retired sworn personnel who are eligible are also issued Carry Concealed Weapons (CCW)/HR218 ID cards. This ID system will allow PSD to continue issuing ID cards to all staff. This system will allows appropriate staff to have one access card to multiple County facilities.

Additionally, PSD/CCW (public counter) issues CCW ID card to civilians. The County, as of December 2020, has approximately 14,500 active CCW card holders and are issuing about 1,200 requests for modifications per year, each of which requires the generation of a new card. Lastly, Sheriff's jail system also issues ID cards to its inmates to track their movements and to be able to identify them during transport.

On September 11, 2018, the Board approved the contract with Identification and Security Integrators Inc. for the provision of ID card printers, supplies, maintenance and repair services in the amount of $183,691, even though the amount for the first full three year term should have been $489,692. Thereafter, the contract was administratively amended to include the amount of the one-time purchase of one High Resolution Printer and custom hologram lamination registration in the not to exceed amount of $30,692, although this cost had actually been included in the original contract. The annual cost for FY 2018-19 was $146,953 and for FY 2019-20 was $146,953. Subsequently, the error in the initial ASR regarding the not to exceed amount and the error in the first amendment regarding the one-time purchase came to Sheriff’s attention. The Contractor's performance has been confirmed as at least satisfactory. Sheriff has verified there are no concerns that must be addressed with respect to Contractor's ownership/name, litigation status or conflicts with County interests.

Sheriff now requests retroactive Board approval of the original contract with Identification and Security Integrators Inc. for the provision of ID card printers, supplies, maintenance and repair services, for a three-year term from September 11, 2018, through September 10, 2021, in an amount not to exceed $489,692, renewable for two additional one-year terms. Additionally, Sheriff requests Board approval of the second amendment to the contract, which strikes the first amendment, clarifies the not to exceed contract amount and increases several line item prices. This contract does not include subcontractors or pass through to other providers. See Attachment C for the Contract Summary Form.

FINANCIAL IMPACT:

Appropriations for this contract are included in the Sheriff-Coroner’s FY 2020-21 Budget for Budget Control 060, and will be included in the budgeting process for future years. This contract contains language allowing the Sheriff-Coroner Department to terminate the contract or reduce the level of services without penalty with cause or without cause in the event that funding is reduced and/or not available to continue funding the contract.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Amendment Number Two to Contract MA-060-19010101
Attachment B - Redline Version of Previous Contract
Attachment C - Contract Summary Form