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Agenda Item
ASR
Control 21-000126 |
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MEETING DATE: |
04/13/21 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
Sheriff-Coroner
(Approved) |
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Department contact
person(s): |
Joe Balicki (714) 647-1839 |
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Greg Boston (714) 939-4848 |
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Subject: Renew Amendment Number Two
to Praeses LLC Agreement for Consultant Services
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$51,233 |
Annual Cost:
FY 2021-22 $223,767 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 4/14/2020
#6, 4/23/2019 #S49B, 11/6/2018 #S9E, 10/17/2017 #23 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Two to the sole source agreement with Praeses LLC for Consultant Services for Inmate Telephone System Services, for the term of April 23, 2021 through April 22, 2022, in an amount not to exceed $275,000, for a revised cumulative contract amount not to exceed $825,000, renewable for two additional one-year terms.
SUMMARY:
Approval of Amendment Number Two to the sole source contract with Praeses LLC will allow the Sheriff-Coroner Department to continue to contract for consulting management services to assist in the oversight of inmate telephone service providers and in the evaluation of a Request for Proposals for Correctional/Institutional communications and technologies.
BACKGROUND INFORMATION:
The Orange County Jail System and Probation Department require telephone services for their inmates, detainees and/or wards, and have historically contracted out for these services. The contract for telephone services is a revenue-generating contract for the Inmate and Ward Welfare Funds. Following a competitive bid process, Global Tel Link Corporation (GTL) was awarded a contract for the provision of inmate telephone services with Board of Supervisors (Board) approval on November 25, 2014. The original contract term was November 25, 2014, through November 24, 2017, with an option to renew for seven additional one-year terms. On October 17, 2017, the Board approved Amendment Number One to renew the contract for the term of November 25, 2017, through November 24, 2018, which included a reduced rate to reflect a Federal Communications Commission Order regarding rate caps for local and long distance calls.
Subsequently, Sheriff-Coroner Department (Sheriff) received a report of a number of attorney telephone calls that were inappropriately recorded and decided to evaluate its long-term relationship with GTL. However, as inmates are entitled to telephone services according to California Code of Regulations Title 15, the inmate telephone services contract was renewed with Board approval on November 25, 2018, for the term of November 25, 2018 through May 24, 2019, until a Scope of Work could be developed for a new Request for Proposals (RFP) Process to assess the new technologies that may be available in Correctional/Institutional communication and technology such as email systems, video visitation, tablets and other potential communication options.
On November 6, 2018, when the Board approved Amendment Number Two with GTL to renew the contract for a six-month term, Sheriff shared its plans to contract with a company that could oversee the inmate telephone services contract and provide Sheriff’s staff with consulting services to establish a procedure to manage attorney calls. Sheriff expressed an interest also in utilizing the consulting services to ensure a smooth transition to a new vendor, should a new provider be selected through an RFP process.
On April 23, 2019, the Board approved a sole source contract with Praeses LLC, for the term of April 23, 2019, through April 22, 2020, in the not to exceed amount of $275,000, to assist with oversight of the current inmate telephone services contract. Additionally on April 14, 2020, the Board approved Renewal Amendment Number One with Praeses LLC, for the term of April 23, 2020, through April 22, 2021, in the not to exceed amount of $275,000.
As a result of delays due to COVID-19, additional time is needed to complete the RFP process to obtain a new inmate telephone services provider. Sheriff now requests Board approval to execute Amendment Number Two to renew the sole source agreement with Praeses LLC for Consultant Services for Inmate Telephone System Services, for the term of April 23, 2021, through April 22, 2022, in an amount not to exceed $275,000, renewable for two additional one-year terms.
The proposed agreement with Praeses LLC is a sole source agreement and a completed Sole Source Request Form is attached to this Agenda Staff Report (See Attachment C). For 15 years, Praeses LLC has provided California sheriff departments with services such as consulting, vendor and supplier compliance, rate validation and revenue reconciliation and assistance during RFPs, including Scope of Work development assistance. After several contracting processes, multiple California sheriff departments, including San Francisco and Ventura, have determined that Praeses LLC is the only company in the industry that can provide these expert services.
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 agreement does not currently include subcontractors or pass through to other providers. See Attachment E for the Contract Summary Form. This agreement is submitted for Board approval less than 30 days prior to the start of the agreement due to an extended negotiation period over the terms and conditions in the agreement.
FINANCIAL IMPACT:
Appropriations for this agreement 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 agreement contains language allowing the Sheriff-Coroner Department to terminate the agreement 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 agreement.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment Number Two to Agreement
MA-060-19011528
Attachment B - Redline of Previous Contract
Attachment C - Sole Source Request Form
Attachment D - Title 15
Attachment E - Contract Summary Form