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Agenda Item
ASR
Control 24-000407 |
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MEETING
DATE: |
06/25/24 |
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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: |
District
Attorney (Approved) |
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Department contact person(s): |
Matthew
Pettit (714) 347-8440 |
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Ed
Lee (714) 347-8768 |
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Subject: Approval
of Contract for Hewlett Packard Enterprise Support Service
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ceo CONCUR |
County Counsel Review |
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: N/A |
Current
Year Cost: N/A |
Annual
Cost: FY 2024-25 $645,303 |
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Staffing
Impact:
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No |
#
of Positions: |
Sole
Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 6/28/2022 #15, 6/21/2021 #5, 6/23/2020
#3, 6/25/2019 #6 |
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RECOMMENDED
ACTION(S):
Authorize the
County Procurement Officer or Deputized designee to execute Contract
MA-026-24011404 with Hewlett Packard Enterprise Company for Hewlett Packard
Enterprise Support Service in an amount not to exceed $1,304,054 for the term
of July 1, 2024, through June 30, 2026.
SUMMARY:
Approval of the
Contract will provide the necessary Hewlett Packard Enterprise Support Service
for the District Attorney's Case Management System, which is used to generate
complaint and subpoena forms, case tracking and management reports for case
prosecution and minimize processing time delays.
BACKGROUND
INFORMATION:
The Office of the
District Attorney (DA) currently utilizes the Case Management System (CMS),
which runs on Hewlett Packard Enterprise Company (HPEC) software and hardware
equipment for generating the complaint and subpoena forms, case tracking and
management reports. The DA’s CMS serves
as a primary hub for police agencies to transmit cases through a secured data
interface for filing consideration. The
DA also uses CMS to transmit case filings through a secured interface with the
Courts. Although downtime alternatives are in place to ensure legal mandates
are met, system functionality and minimizing downtime are essential. DA moved to contracting every two years as
determination of needs can now be forecasted in this timeframe instead of
annually.
Table
1: Prior County of Orange Board of Supervisor’s (Board) Actions
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Date |
Contract |
Action |
Term |
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6/25/2019 |
Contract
MA-026-19011772 |
Board Approved
New Contract in the amount of $292,531.42 |
July 1, 2019,
through June 30, 2020 |
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6/23/2020 |
Contract
MA-026-20011528 |
Board Approved
New Contract in the amount of $298,264 |
July 1, 2020,
through June 30, 2021 |
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6/21/2021 |
Contract
MA-026-21011514 |
Board Approved
New Contract in the amount of $333,785.75 |
July 1, 2021,
through June 30, 2022 |
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6/28/2022 |
Contract
MA-026-22011682 |
Board Approved
New Contract in the amount of $823,488.07 |
July 1, 2022,
through June 30, 2024 |
The DA requests
the Board's approval to execute Contract MA-026-24011404 with HPEC for the term
of July 1, 2024, through June 30, 2026, in the amount not to exceed $1,304,054
as specified in the Recommended Action.
This Contract was issued against County of Orange Regional Cooperative
Agreement MA-017-24010035. The Orange
County Preference Policy is not applicable to this contract award.
The Contractor’s
performance has been confirmed as at least satisfactory. The DA has verified there are no concerns
that must be addressed with respect to Contractor’s ownership/name, litigation
status or conflicts with County interests.
Subcontractors
This Contract does not currently include
subcontractors or pass through to other providers. See Attachment B for Contract Summary Form.
This Contract is being presented to the
Board with less than 30 days prior to the commencement of the Contract due to the
time needed for HPEC and the DA to complete the hardware and software
maintenance listing and to provide updated pricing.
FINANCIAL IMPACT:
A portion of the
appropriations for this Contract are included within the District Attorney's FY
2024-25 Budget for Budget Control 026.
The FY 2024-25 DA Budget includes $491,000 for this item and the
remaining difference will be absorbed.
This item will also be included in the budgeting process in future
years. The Contract contains language
allowing the County to terminate the Contract, reduce the level of services
and/or renegotiate the levels of services to be provided.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Contract
MA-026-24011404 with Hewlett Packard Enterprise Company
Attachment B - Contract Summary Form