Agenda Item AGENDA STAFF REPORT ASR Control 25-000316
MEETING DATE:	05/06/25
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 Amendment Number Two with CentralSquare Technologies LLC

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $17,427

Annual Cost: FY 2025-26 $42,632

Staffing Impact:

# of Positions:

Sole Source: Yes

Current Fiscal Year Revenue: N/A

Funding Source: State: 100%	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: 2/7/2023 #S23E, 9/28/2021 #18, 2/9/2021 #7, 11/5/2019 #6

RECOMMENDED ACTION(S):

Authorize the County Procurement Officer or Deputized designee to execute Amendment Number Two to revise Attachment A, Scope of Work Section II, Attachment B, Compensation and Pricing Provisions, Section 2. Fees and Charges, to add Line Item 19 and 20 for server re-hosting services, to the sole source contract with CentralSquare Technologies LLC for Software, Subscriptions, Associated Implementation Services and Support of Inform and Vision Field Based Reporting, effective upon Board of Supervisors approval through November 14, 2025, in an amount not to exceed $60,059, for a new cumulative amount of $1,458,091.

SUMMARY:

Approval of Amendment Number Two to the CentralSquare Technologies LLC, sole source contract for Computer-Aided Dispatch, Records Management Systems Mobile Software licenses and maintenance will allow the Sheriff to add server re-hosting services to continue to utilize Field Based Reporting software.

BACKGROUND INFORMATION:

The Sheriff-Coroner Department (Sheriff) requires software, licensing and support services to operate its computer-based Computer-Aided Dispatch (CAD), Records Management Systems (RMS) and Mobile Software. This product was an enhancement to the Sheriff’s existing computer-based Records Management System (RMS).

On June 23, 2020, the Sheriff was able to introduce a paperless environment to incident report writing. Field Based Reporting (FBR) allows deputies to include incident data from the Computer Aided Dispatch (CAD) system into their reports from their mobile devices and electronically submit them for review and approval. The report data is automatically incorporated into RMS. The implementation of FBR eliminated duplication of effort, reduced the time required to complete incident reports and improved the quality of data, thereby increasing productivity and operational efficiency for deputies, field or custody supervisors, records personnel and others. In addition, incident information is more readily available for access by others in the Department, including investigators, crime analysts, and command personnel, as well as for the public and Sheriff’s law enforcement partners.

Sheriff has contracted with CentralSquare Technologies LLC (CentralSquare) for the following systems:

1.	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;
2.	RMS, which maintains data for Sheriff's mandated record keeping; and
3.	Mobile Data Computers (MDC), which are used in the field for wireless communications with Dispatch.

This is a sole source contract. Only software developed by CentralSquare can access and function with the existing CAD, RMS and MDC systems used by Sheriff due to proprietary hardware, software and specific encryptions. CentralSquare is the sole provider of its software.

The table below details the current contact history with CentralSquare for FBR, CAD, RMS and MDC systems approved by the Board of Supervisors (Board).

Board of Supervisors (Board) Approved	Amendment Number or Contract	Contract Term	Contract Amount	Comments
11/5/19	One	11/15/19 - 11/14/20	$360,224	Board approved.
2/9/21	Two	11/15/20 – 11/14/21	$365,261	Board retroactively renewed contract as the vendor did not return the signed contract in time to file for previous Board meetings.
9/28/21	Three	11/15/21 – 11/14/22	$383,525	Board approved.
2/7/23	Contract	11/15/22 - 11/14/25	$1,272,844	New contract approved by the Board.
2/7/23	One	11/15/22 - 11/14/25	$125,188	Board approved.

Sheriff now requests Board approve Amendment Number Two to sole source Contract with CentralSquare for the CAD/RMS/and Mobile Software Support to add lines 19, CAD & VisionMobile Server Rehost and 20, RMS & FBR Server Rehost in the not to exceed amount of $60,059, effective upon Board approval through November 14, 2025, as noted in the Recommended Action. This contract does not currently include subcontractors or pass through to other providers. See Attachment B for the Contract Summary Form.

Contractor performance has been confirmed as satisfactory. 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. The Sheriff has conducted a due diligence check required by the revised 2024 Contract Policy Manual. The Orange County Preference Policy is not applicable to this sole source amendment.

FINANCIAL IMPACT:

Appropriations for this contract are included in Budget Control 060 FY 2024-25 Budget 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-060-23011076 (formerly known as MA-060-22011978)
Attachment B - Contract Summary Form