AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 20-001193
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):	Brian Wayt (714) 647-1803
	Dave Fontneau (714) 704-7919

Subject: Approve Retroactive Amendment Number Two to TriTech Software Systems Contract

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $228,163

Annual Cost: FY 2021-22 $137,098

Staffing Impact:

# of Positions:

Sole Source: Yes

Current Fiscal Year Revenue: N/A

Funding Source: State: 65% (Proposition 172), Other: 35% (Contract Partners)	County Audit in last 3 years: No

Prior Board Action: 11/5/2019 #6, 1/9/2018 #10

RECOMMENDED ACTION(S):

Retroactively authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Two to the sole source contract with TriTech Software Systems for software support, for the term of November 15, 2020, through November 14, 2021, in the annual not to exceed amount of $365,261, for a revised cumulative contract total amount not to exceed $1,424,125, renewable for one additional one-year term.

SUMMARY:

Retroactive approval of Amendment Number Two to the sole source contract with TriTech Software Systems will allow the Sheriff-Coroner Department to continue to ensure licenses and software support for critical systems such as Computer Aided Dispatch, Records Management System and mobile/wireless communication.

BACKGROUND INFORMATION:

The sole source contract with TriTech Software Systems (TriTech) is utilized for maintenance and support of software licenses used for the following systems:

Computer-Aided Dispatch (CAD) system, which is used by the Emergency Communications Bureau and is the main conduit for the dispatch of field personnel to communicate service, crime calls and events to other field personnel.

Records Management System (RMS), which maintains data for Sheriff's mandated record-keeping.

Mobile Data Computers (MDC), which are used in the field for wireless communications.

The proprietary CAD, RMS and MDC software is maintained and upgraded only by TriTech, the manufacturer of the software. No other source for maintenance and upgrade is available. Sheriff purchased this "commercial-off-the-shelf" software in 1999 through the Request for Proposals process for approximately $1.4 million. No custom modifications have been made to the core software. However, several custom applications have been built in-house that interface with the vendor's products. Also, major investments have been made in compatible equipment and extensive training. The proposed contract is a sole source contract and a completed Sole Source Request Form is attached to this Agenda Staff Report (Attachment C).

On January 9, 2018, the Board of Supervisors (Board) approved a retroactive two-year sole source contract with TriTech, for the term of November 15, 2017, through November 14, 2019, in a not to exceed amount of $698,640, renewable for three additional one-year terms. Additionally, on November 5, 2019, Board approved Amendment Number One for the renewal of the sole source contract with TriTech for the term of November 15, 2019, through November 14, 2020, in a not to exceed amount of $360,224.

Sheriff now requests retroactive approval of Amendment Number Two to the sole source contract with TriTech for software support, for the term of November 15, 2020, through November 14, 2021, in the annual not to exceed amount of $365,261, for a revised cumulative contract total amount not to exceed $1,424,125, renewable for one additional one-year term. Contractor performance has been confirmed as at least satisfactory. Retroactive approval is requested as the vendor did not return the signed contract in time. Sheriff has verified that there are no concerns that must be addressed with respect to contractor's ownership/name, litigation status or conflicts with County interests. This contract does not currently include subcontractors or pass through to other providers. See Attachment D for the Contract Summary Form.

FINANCIAL IMPACT:

Appropriations for this contract are included in the FY 2020-21 Budget for Budget Control 060, and will be included in the budgeting process for future years. The contract contains language allowing the Sheriff-Coroner Department to terminate the contract without penalty with cause or after 30 days of written notice 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-060-18010186
Attachment B - Redline Version of Previous Amendment
Attachment C - Sole Source Request Form
Attachment D - Contract Summary Form