Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  18-000038

 

MEETING DATE:

03/27/18

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

3

SUBMITTING Agency/Department:

Sheriff-Coroner   (Approved)

Department contact person(s):

Jon Briggs (714) 647-1842 

 

 

Bob Peterson (714) 647-4590

 

 

Subject:  Amendment Seven to Extend Rancho Santiago Community College District Training

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: N/A

Annual Cost: N/A

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: Yes

    Current Fiscal Year Revenue: $36,000

  Funding Source: Other: 100% (Rancho Santiago Community College District)

County Audit in last 3 years: No

 

 

    Prior Board Action: 3/14/2017 #19, 9/27/2016 #22, 3/22/2016 #2, 2/23/2016 #S30B

 

RECOMMENDED ACTION(S):

 

Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Seven to the sole source contract with Rancho Santiago Community College District for law enforcement training programs, to extend the contract for the period of April 1, 2018 through March 31, 2019 in the amount of $144,000 for a revised cumulative total contract amount of $1,069,600.

 

 

 

SUMMARY:

 

Approval of Amendment Number Seven to the sole source contract with Rancho Santiago Community College District for law enforcement training programs will allow the Sheriff-Coroner Department to continue to contract with Rancho Santiago Community College District to reimburse the County for two staff members utilized in providing law enforcement training and allow sufficient time to negotiate to combine three contracts into one.

 

 

BACKGROUND INFORMATION:

 

The Sheriff-Coroner Department (Sheriff) provides training programs for law enforcement personnel who have been hired by public police agencies.  The Sheriff and Rancho Santiago Community College District (District), through Santa Ana College, have participated by agreement in a mutually beneficial, cooperative arrangement regarding such law enforcement training for many years.  The Sheriff permits the use of the Sheriff’s Katella Training Facility in Orange for District training programs, and the District allows the Sheriff to conduct its training classes at the District's Academy Facility in Tustin.  The Sheriff’s Department permits the attendance of Santa Ana College students who have not been hired or sponsored by a public police agency.  The District uses a portion of the Full Time Equivalent Student (FTES) funding received from the State of California to provide the Sheriff’s training program with supplies, personnel, instructional equipment/services, consultants and other costs.  The Sheriff coordinates with the District in creating course outlines and scheduling, and instructors hired by the Sheriff's Department are subject to the approval of the District.  The District has been reimbursing the Sheriff for the cost of one Information Processing Technician position as clerical support for the program and a Facilities Maintenance Specialist I position, in the amount of $110,000 per year. 

 

The District provides the Sheriff law enforcement training in support of the Sheriff's Regional Training Academy Campus (Academy).  The District provides all of the necessary supplies and equipment to successfully present the Peace Officer Standards and Training (POST) Regular Basic Course Academy program.  Additionally, in order for the college and the County to receive funding for the students enrolled in these classes, the college must possess the ability to access FTES funding from the State of California.  Recruits attending the Academy obtain college credits for their Academy training.  In order to receive college credits, the recruits must be registered as students at Santa Ana College within the District.  The Academy is located within the attendance area of Santa Ana College.  Presently, no other community college can provide such facilities to accommodate the training needs to present this program to the Academy recruits.  Per Title 5 of the California Code of Regulations, California Community College Districts have exclusivity within their respective districts to enter into instructional service agreements.  The proposed contract is a sole source contract and a completed Sole Source Request Form is attached to this Agenda Staff Report (Attachment C).

 

The original five-year contract, in the amount of $550,000, was approved by the Board of Supervisors (Board) on December 14, 2010 to continue this mutually beneficial, cooperative arrangement.  On August 12, 2014, the Board approved Amendment Number One which allowed the District to reimburse an increase in salary and benefits to Sheriff's Department staff that provided these services in the amount of $51,600 for the remaining 18 months of the five year contract term which terminated on December 31, 2015.

 

The Sheriff has been negotiating with the District to combine three District contracts into one, as the contracts are related.  On December 15, 2015, the Board approved Amendment Number Two in the amount of $24,000 to allow Sheriff's staff additional time in order to complete the contract negotiations.  On February 23, 2016, the Board approved Amendment Number Three for a one month extension from March 1, 2016 through March 31, 2016 in the amount of $12,000 in order to complete negotiations.  As negotiations continued, the Board approved Amendment Number Four on March 22, 2016 for the period of April 1, 2016 through September 30, 2016 in the amount of $72,000.  Negotiations continued, so the Board approved Amendment Number Five on September 27, 2016 in the amount of $72,000 to provide an additional six month period for the finalization of negotiations, the completion of combining the two like District contracts into one, and for the District Board approval to be completed.  On March 14, 2017 the Board approved Amendment Number Six to provide an additional one year period of April 1, 2017 through March 31, 2018 in the amount of $144,000 to solicit a new partner for these services and negotiate a contract.

 

However, as more time is necessary to complete negotiations, the Sheriff now requests approval of Amendment Number Seven to provide a one year period of April 1, 2018 through March 31, 2019 in the amount of $144,000, to give the Sheriff additional time to negotiate to combine three contracts into one and to modify the terms of the contract.  Amendment Number Seven includes a mutual termination provision.  This Amendment is submitted for Board approval less than 30 days prior to its effective date as the Amendment is scheduled to be approved by the District's Board on March 12, 2018.

 

 

 

FINANCIAL IMPACT:

 

All County costs associated with this contract are reimbursed by Rancho Santiago Community College District.  Revenue for this contract has been included in the Sheriff-Coroner's FY 2017-18 Budget for Budget Control 060, and will be included in the budgeting process in 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, and the District to terminate the contract with or without cause.

 

 

STAFFING IMPACT:

 

N/A

 

 

ATTACHMENT(S):

 

Attachment A - Amendment Number Seven to Contract MA-060-11010909
Attachment B - Redline Version of Amendment
Attachment C - Sole Source Request Form