Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  12-001734

 

MEETING DATE:

01/15/13

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Sheriff-Coroner   (Approved)

Department contact person(s):

Lee Trujillo (714) 647-1839 

 

 

Tom Gallivan (714) 569-3771

 

 

Subject:  Renew Contract for Civil Process Software from Sirron Software Corp.

 

      ceo Concur

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $17,954

Annual Cost: Year Three, $43,089
Year Four, $43,784
Year Five, $44,493

 

 

 

    Staffing Impact: No

# of Positions:

Sole Source: No

    Current Fiscal Year Revenue: N/A

    Funding Source: Civil Process Trust Fund: 100%

 

    Prior Board Action: 11/9/10 #10, 10/2/12 #2

 

RECOMMENDED ACTION(S):

 

Authorize the County Purchasing Agent or his authorized Deputy to execute Amendment Three to Agreement MA-060-11010660 with Sirron Software Corporation for maintenance of civil process software, renewing it as Agreement MA-060-12010783, commencing on 2/9/13 through 2/8/14, in an amount not to exceed $43,089.

 

 

 

 

SUMMARY:

 

The Sheriff-Coroner requests approval of an amendment to the agreement with Sirron Software Corporation for maintenance of civil process software, renewing the agreement for a one-year period in the amount of $43,089.

 

 

 

BACKGROUND INFORMATION:

 

One of the main functions of Sheriff-Coroner Court Operations Division is the service of civil process and criminal subpoenas. In November 2010, after a competitive bid process, the Board approved an agreement with Sirron Software Corporation for a new automated civil process system for Court Operations that provides the functionality needed to meet all of the statutory and procedural requirements outlined in the Civil Code, the Code of Civil Procedure, the Government Code and the statewide Sheriff's Manual of Civil Procedures. 

 

The agreement with Sirron Software Corporation provided for an off-the-shelf package to automate the processing and tracking of all civil documents received by Court Operations, including data verification, entry, calculation, inquiry, modification, calendaring and report generation and financial management for all cases, providing case updating capabilities among all five judicial district offices.  The purchase agreement included software maintenance for a fifteen-month period, renewable for four additional one-year periods.  The contract amount for the first term of the agreement was $373,372  for the purchase of the system plus 15 months of maintenance, and the renewal year amounts for annual maintenance were as follows: $34,308 for Year Two, $34,989 for Year Three, $35,684 for Year Four, and $36,393 for Year Five.

 

Amendment One to the agreement, approved administratively pursuant to the Contract Policy Manual, renewed the agreement for Year Two.  Amendment Two, approved by the Board on 10/2/12, added 20 additional software licenses and increased the contract by $48,377 for a new amount not to exceed $82,685 for the period ending 2/8/13 (Year Two); and increased the renewal years for the following new amounts: $43,089 for Year Three,  $43,784 for Year Four, and $44,493 for Year Five.

 

Proposed Amendment Three would renew the agreement for Year Three, in the amount of $43,089.

 

 

 

FINANCIAL IMPACT:

 

This agreement is funded through fees collected and placed into the Civil Process Trust Fund.  Funding for the amendment is included in the FY 2012-13 budget for Budget Control 060, Sheriff-Coroner.

 

 

 

STAFFING IMPACT:

 

N/A

 

EXHIBIT(S):

 

Amendment
Strikethrough/Highlight Version of Amendment