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Agenda Item
ASR
Control 21-000896 |
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MEETING DATE: |
11/16/21 |
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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: |
Sheriff-Coroner
(Approved) |
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Department contact
person(s): |
Brian Wayt (714) 647-1803 |
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Dave Fontneau (714) 834-6450 |
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Subject: Approve Computer Deductions
Inc. Contract for Maintenance and Support
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ceo CONCUR |
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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: Yes |
Current Year Cost:
$1,985,984 |
Annual Cost:
FY 2022-23 $1,418,560 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 11/03/2020
#18, 11/20/2018 #21, 11/22/2016 #18, 11/17/2015 #4 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute the sole source contract with Computer Deductions Inc. for software development, maintenance and support, for the term of December 1, 2021, through November 30, 2022, in a contract amount not to exceed $3,404,544, renewable for two additional one-year terms.
SUMMARY:
Approval of the sole source contract with Computer Deductions Inc. for software development, maintenance and support will allow the Sheriff-Coroner Department to continue to support systems critical to the operation of the Sheriff-Coroner Department in serving the residents of Orange County.
BACKGROUND INFORMATION:
Computer Deductions Inc. (CDI) developed and programmed the Sheriff-Coroner Department's (Sheriff) Automated Jail System more than 23 years ago and has supported the systems with upgrades, enhancements and problem solving since the system was implemented. CDI has also developed and implemented additional programs that interface with the Automated Jail System, including the Community Work Program system to identify and assign work for inmates, a Commissary system that maintains inmates' cash balances and the Department of Justice Live Scan program interface for court-ordered booking and registrants. CDI developed, implemented and enhanced the PC-based program for Orange County Automated Telecommunications System.
CDI is the only vendor with the specialized knowledge and experience required for the Sheriff’s applications and mainframe environment. Its in-house staff has years of experience dealing with law enforcement agencies including the Department of Justice and are experts in the Sheriff's Automated Jail System and in the operation of the jails. No other vendor is known to have this expertise. Considering their experience and expertise, CDI's rates are significantly lower than market price. The proposed contract is a sole source contract and a completed Sole Source Request Form is attached to this Agenda Staff Report (Attachment B).
The following table details the recent contract history with CDI to provide computer software development, maintenance and support services for the Automated Jail System, Automated Property System, Automated Warrant Service System, Mobile Data Computer communications system, Local Criminal History System, Automated Mug-Shot System, Central Juvenile Index, Department Report Index, Enhanced Law Enforcement Terminal Emulator and the Orange County Automated Telecommunications System. The Sheriff's system connects these databases, and several additional intra-state, inter-state, federal and Canadian law enforcement databases, to over 4,000 users in 40 law enforcement entities within Orange County.
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Board of
Supervisors (Board) Approved |
Amendment Number or Contract |
Contract Term |
Contract Amount |
Comments |
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11/8/2011 |
Contract |
12/1/11 - 11/30/14 |
$2,523,941 |
New contract |
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11/25/2014 |
1 |
12/1/14 - 11/30/15 |
$2,523,941 |
Renewed contract |
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11/17/2015 |
2 |
12/1/15 - 11/30/16 |
$2,275,209 |
Renewed contract |
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11/22/2016 |
Contract |
12/1/16 - 11/30/18 |
$6,190,080 |
New contract - added two additional support and development contractors. |
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11/20/2018 |
1 |
12/1/18 - 11/30/20 |
$6,190,080 |
Renewed contract |
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11/3/2020 |
2 |
12/1/20 - 11/30/21 |
$3,404,544 |
Renewed contract |
The Contractor's performance has been confirmed as satisfactory. Sheriff has verified there are no concerns that must be addressed with respect to Contractor's ownership/name, litigation status of conflicts with County interests.
Sheriff requests Board approval of the sole source
contract with CDI for the one-year term of December 1, 2021, through November
30, 2022, in the amount of $3,404,544.
This contract is submitted for Board approval less than 30 days prior to
the start of the contract as the vendor did not forward the signed contract in
time to submit it for the prior Board meeting.
This
contract does not currently include subcontractors or pass through to other
providers. See Attachment C for the
Contract Summary Form.
FINANCIAL IMPACT:
Appropriations for this contract are included in the Sheriff-Coroner Department’s FY 2021-22 Budget for Budget Control 060, and will be included in the budgeting process of future fiscal 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 - Contract MA-060-22010241
Attachment B - Sole Source Request Form
Attachment C - Contract Summary Form