|
Agenda Item
ASR
Control 21-000356 |
||
|
MEETING DATE: |
05/25/21 |
|
|
legal entity taking action: |
Board of Supervisors |
|
|
board of supervisors
district(s): |
All Districts |
|
|
SUBMITTING
Agency/Department: |
Sheriff-Coroner
(Approved) |
|
|
Department contact
person(s): |
Joe Balicki (714) 647-1839 |
|
|
|
Greg Boston (714) 939-4850 |
|
Subject: Renewal Amendment Number Two
to Computrition, Inc. Contract for Software Support
|
ceo CONCUR |
|
Clerk of the Board |
||||||||
|
Concur |
Approved Agreement to Form |
Discussion |
||||||||
|
|
|
3 Votes Board Majority |
||||||||
|
|
|
|
||||||||
|
Budgeted: Yes |
Current Year Cost:
$1,704 |
Annual Cost:
FY 2021-22 $54,852 |
||||||||
|
|
|
|
||||||||
|
Staffing Impact: |
No |
# of Positions:
|
Sole Source:
Yes |
|||||||
|
Current Fiscal Year Revenue: N/A
|
||||||||||
|
Prior Board Action: 5/23/2017
#33 |
||||||||||
RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Two to the sole source contract with Computrition, Inc. for automated food services system software maintenance and support, for the term of June 19, 2021, through June 18, 2022, in an amount not to exceed $56,556, for a cumulative total contract amount not to exceed $285,661.
SUMMARY:
Approval of Amendment Number Two to the sole source contract with Computrition, Inc. will allow the Sheriff-Coroner Department to continue to contract for automated food services system software maintenance and support.
BACKGROUND INFORMATION:
Sheriff-Coroner Department's (Sheriff) Inmate Services Division/Food Services Unit is responsible for feeding the County jail system's inmate population of approximately 6,000 inmates. Under normal operations, the Food Services Unit operates a total of four kitchens, three inmate dining halls, four warehouses and prepares over 5.2 million meals annually. Utilizing approximately 90 professional staff members along with inmate kitchen crews, Food Services provides three nutritionally balanced meals to each inmate housed in the County's five jail facilities. In addition, Food Services prepares special medical diets ordered by Correctional Medical Services staff for inmates with special dietary needs as well as religious diets, court-ordered meals, cold bag meals for inmates attending court, County inmate work crews and emergent operational situations. The Food Services Unit requires an automated system to regulate inventory, nutritional programs, menus and recipes for the inmate population.
The County has been doing business with Computrition, Inc. (Computrition) since 2007. On May 23, 2017, a new sole source contract with the same vendor was approved by the Board of Supervisors (Board), which provides ongoing software licenses, maintenance and support. The contract was approved for three years, in the three-year total contract amount of $171,144, renewable for two additional one-year terms. Additionally, Amendment Number One to the sole source contract with Computrition was approved administratively for the term of June 19, 2020, through June 18, 2021 per the Resolution of the Board of Supervisors of Orange County, California, Authorizing Emergency Contracting Authority dated March 26, 2020.
The Computrition Automated Food Services system was developed, customized and installed by Computrition specifically to work with the systems already used by the Sheriff. Computrition has exclusive rights for licenses, maintenance and support of this software, so no other vendor can provide these services. The cost of the services provided by Computrition is comparable to other system software support costs. The proposed amendment is a sole source agreement, and a completed Sole Source Request Form is attached to this Agenda Staff Report (Attachment C).
Sheriff now requests approval to execute Amendment Number Two to the sole source contract with Computrition for automated food services system software maintenance and support, for the term of June 19, 2021, through June 18, 2022, in an amount not to exceed $56,556, for a cumulative total contract amount not to exceed $285,661. This contract is heading to the Board less than 30 days of the contract start due to not receiving the signed contract on time from the vendor.
Contractor performance has been
confirmed as at least 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. This contract does not
currently include subcontractors or pass through to other providers. See Attachment D for 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-060-17011453
Attachment B - Redline Version of Previous Amendment
Attachment C - Sole Source Request Form
Attachment D - Contract Summary Form