Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  26-000098

 

MEETING DATE:

04/14/26

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:  Retroactively Approve Vertiq Software LLC, 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:  $15,450

Annual Cost: FY 2026-27 $15,914
FY 2027-28 $16,391

 

 

 

    Staffing Impact:

No

# of Positions:           

Sole Source:   Yes

    Current Fiscal Year Revenue: N/A

   Funding Source:    State: 100% (Proposition 172)

County Audit in last 3 years: No

   Levine Act Review Completed: Yes

 

    Prior Board Action:         N/A

 

RECOMMENDED ACTION(S):

 

Retroactively authorize the County Procurement Officer or Deputized designee to execute the sole source contract with Vertiq Software LLC, for software maintenance and support, for the period of June 1, 2025, through May 31, 2028, in an amount not to exceed $47,755, renewable for two additional years. 

 

 

 

 

SUMMARY:

 

Retroactive approval of the sole source contract with Vertiq Software LLC, will allow the Sheriff-Coroner Department to continue to contract for proprietary software maintenance and support for the Coroner and Medical Examiner case management software system.

 

 

 

 

BACKGROUND INFORMATION:

 

The Sheriff-Coroner Department's (Sheriff) Coroner Division staff requires a Coroner and Medical Examiner (CME) software system to enter, track and generate reports regarding forensic evidence and crime scene information for all Coroner Division cases. Vertiq Software LLC, (Vertiq) provides periodic version updates, software patches, upgrade assistance and technical support for the Coroner Division's CME software system. The CME software was developed to meet the Coroner Division's requirements and is maintained by Vertiq. This is a sole source contract as Vertiq is the only company that can support or make modifications to the software.

 

Sheriff now requests retroactive Board approval of the Vertiq contract, for the term of June 1, 2025, through May 31, 2028, in the not to exceed amount of $47,755, as noted in the Recommended Action. This contract is coming to the Board retroactive due to workload issues caused by vacancies in the Sheriff’s Purchasing Unit as a result of staff being promoted outside of Sherrif as well as extended negotiations of a Limitation of Liability proposed by Vertiq, only to have them withdraw their exception but not before the contract effective term became retroactive. Program maintenance could not be interrupted during this process. The loss of this program maintenance could result in the inability to access the case files thus affecting case completion, data retrieval for case adjudication. Every death in the County of Orange (County) that falls under certain criteria mandated by law is kept in this case management system. Sheriff staff worked with the County Procurement Office to alert them of the retroactive contract. Additionally, Sheriff staff completed the required Ethics training. This contract does not currently include subcontractors or pass through to other providers. The Orange County Preference Policy is not applicable to this sole source contract.

 

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. See Attachment B for the Contract Summary Form.

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this contract are included in the Sheriff-Coroner’s FY 2025-26 Budget for Budget Control 060, and will be included in the budgeting process in future years. The proposed contract is contingent upon funding availability. In the event funding is reduced or terminated, the County may renegotiate the level of services and/or terminate the contract, as necessary.

 

 

 

 

STAFFING IMPACT:

 

N/A

 

 

 

ATTACHMENT(S):

 

Attachment A - Contract MA-060-25011459
Attachment B - Contract Summary Form