Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  19-000915

 

MEETING DATE:

10/08/19

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

1, 3, 5

SUBMITTING Agency/Department:

Sheriff-Coroner   (Approved)

Department contact person(s):

Brian Wayt (714) 647-1803 

 

 

Kirk Wilkerson (714) 834-6450

 

 

Subject:  Amendment Number One to The Act 1 Group, Inc. Contract

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: N/A

Current Year Cost: N/A

Annual Cost: N/A

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: No

    Current Fiscal Year Revenue: N/A

  Funding Source: N/A

County Audit in last 3 years: No

 

 

    Prior Board Action: N/A

 

RECOMMENDED ACTION(S):

 

Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number One to extend The Act 1 Group, Inc. DBA ATIMS contract for the Integrated Jail Management System for an additional year, from November 1, 2017 through October 31, 2019 to November 1, 2017 to October 31, 2020, with no increase to the maximum obligation of $3,397,084, renewable for two additional one-year periods.

 

 

 

SUMMARY:

 

Approval of Amendment Number One to The Act 1 Group, Inc. DBA ATIMS contract for the Integrated Jail Management System will allow the Sheriff-Coroner Department to continue to ensure a sustainable mainframe platform for the Jail System crucial to the daily operation of the Sheriff-Coroner Department's Jails.

 

 

BACKGROUND INFORMATION:

 

The Orange County Sheriff-Coroner Department (Sheriff) utilizes a mainframe system for several critical applications including the Automated Jail System (AJS), the Automated Warrant Service System, the Local Arrest Records System (LARS) and the Orange County Automated Telecommunications System (OCATS) that are over 20 years old and written in outdated technology that is no longer supported.  Sheriff's mainframe system connects these databases to over 4,000 Sheriff's users and almost 50 law enforcement entities within Orange County.  This translates to peaks of over 450,000 transactions per day.  As part of Sheriff’s Strategic Plan, these critical applications are being migrated off the mainframe server to current open platforms, which are readily supported.  Sheriff has already migrated OCATS and is now replacing the most complicated system on the mainframe, AJS.  Sheriff anticipates diminished system support in the near future and has determined the need to replace or migrate the existing AJS.  Migrating to the Integrated Jail Management System (IJMS) will allow for continued operations of the jails and local criminal history system.

 

Sheriff AJS is a highly customized Jail System that was developed in 1990 on the mainframe utilizing Assembly/COBOL programming languages.  The new IJMS will be on current programming languages on commercially available and supported platforms.  It will include all of the functional and technical requirements compiled by the IJMS team including Intake/Booking, Inmate Property Management, Inmate Classification, Sentence Calculation, Housing, Visits, Mail, Transitional Services, Inmate Accounts, Incidents, Investigations, Transportation, movement, Count/Census, Medical/Mental Health, Release, Searches, Grievances, Unit Management, Scheduling, Reporting, Callouts, Food Services and Inmate Requests.  When inmates are booked and after they are released, their information is kept in LARS as the local criminal history.  As part of the Jail System replacement, LARS will be migrated to the new IJMS and go forward as the new system of record.

 

On October 31, 2017, the Board of Supervisors (Board) approved a two-year contract with The Act 1 Group, Inc. DBA ATIMS for the IJMS, for the period of November 1, 2017 through October 31, 2019, in the not to exceed amount of $3,397,084, renewable for three additional one-year periods.  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 C for the Contract Summary Form. 

 

Sheriff now requests Board approval to authorize the County Procurement Officer or authorized Deputy to execute Amendment Number One to extend The Act 1 Group, Inc. DBA ATIMS contract for the Integrated Jail Management System for an additional year, from November 1, 2017 through October 31, 2019 to the period of November 1, 2017 to October 31, 2020, with no increase to the maximum obligation of $3,397,084, renewable for two additional one-year periods.  Due to the complexity of the project, both parties have mutually agreed to extend the length of the contract for an additional year to allow for implementation of the IJMS application.  This contract is submitted for Board approval less than 30 days prior to the start of the contract, as the vendor did not return the signed contract in time to file for previous Board meetings. 

 

 

FINANCIAL IMPACT:

 

N/A

 

 

STAFFING IMPACT:

 

N/A


 

ATTACHMENT(S):

 

Attachment A - Amendment Number One to Contract MA-060-17011616
Attachment B - Redline Version of Contract
Attachment C - Contract Summary Form