|
Agenda Item
ASR
Control 21-000353 |
||
|
MEETING DATE: |
06/22/21 |
|
|
legal entity taking action: |
Board of Supervisors |
|
|
board of supervisors
district(s): |
All Districts |
|
|
SUBMITTING
Agency/Department: |
Sheriff-Coroner
(Approved) |
|
|
Department contact
person(s): |
Brian Wayt (714) 647-1803 |
|
|
|
Dave Fontneau (714) 704-7919 |
|
Subject: Approve MdE, Inc. Contract
for Annual Maintenance and Support Software Services
|
ceo CONCUR |
|
Clerk of the Board |
||||||||
|
Concur |
Approved Agreement to Form |
Discussion |
||||||||
|
|
|
3 Votes Board Majority |
||||||||
|
|
|
|
||||||||
|
Budgeted: N/A |
Current Year Cost:
N/A |
Annual Cost:
FY 2021-22 $6,065 |
||||||||
|
|
|
|
||||||||
|
Staffing Impact: |
No |
# of Positions:
|
Sole Source:
Yes |
|||||||
|
Current Fiscal Year Revenue: N/A
|
||||||||||
|
Prior Board Action: N/A
|
||||||||||
RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute the sole source contract with MdE, Inc. for annual maintenance and support for the software to track and report deputy field training records for the term of July 1, 2021, through June 30, 2024, in an amount not to exceed $19,115.
SUMMARY:
Approval of the sole source contract with MdE, Inc. will allow the Sheriff-Coroner Department to establish a new service contract for ongoing annual maintenance and support of the Automated Observations Reports and Evaluations Software as provided by MdE, Inc. in recording deputy field training.
BACKGROUND INFORMATION:
The Sheriff-Coroner Department (Sheriff) utilizes MdE, Inc.'s Automated Observation Reports and Evaluations (ADORE) software, which is designed to provide digitized field training documentation. The ADORE software allows Sheriff to easily find and access training records, evaluate new recruits, maintain accurate and legible documents, reduce paperwork and time spent on reporting and substantiate termination and promotion decisions, allowing Sheriff to assess training program strengths, weaknesses and effectiveness.
MdE, Inc. is a proprietary contractor who provides specialized Law Enforcement Field Training software. The original purchase for the software application for Sheriff's Department's Field Training Bureau was performed following an extensive search, using established specifications, determined that the proprietary software (ADORE) offered by MdE, Inc. met all specifications and application requirements for the bureau. As MdE, Inc. is the proprietary contractor it is required to maintain them to provide maintenance and support. Their services are not available or sourced by a third party provider.
Currently, the existing contract was established via an Invitation for Bid. At the conclusion of the Contract's fifth year, the contract term was extended for a sixth year and approved administratively by the County Procurement Officer based on the delegated authority granted by the Board of Supervisors (Board) as reflected in the Resolution of the Board Authorizing Emergency Contracting Authority dated March 26, 2020.
Sheriff now request approval of the sole source contract with MdE, Inc. for the term of July 1, 2021, through June 30, 2024, in amount not to exceed $19,115. This contract does not currently include subcontractors or pass through to other providers. See Attachment C for the Contract Summary Form. Contractor performance has been confirmed as at least satisfactory. Sheriff has verified there are no concerns that must be addressed with respect to contractor's ownership/name, litigation status or conflicts with County interests.
FINANCIAL IMPACT:
Appropriations for this contract are included in the Sheriff-Coroner's FY 2021-22 Budget for Budget Control 060, and will be included in the budgeting process for 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.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Contract MA-060-21011457
Attachment B - Sole Source Request Form
Attachment C - Contract Summary Form