AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 15-000823
MEETING DATE:	06/23/15
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Don Barnes (714) 647-1804
	Kirk Wilkerson (714) 834-6450

Subject: Approve TriTech Software Systems Agreement for Field Based Reporting

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $26,400

Annual Cost: FY 2015-16 $1,178,201

Staffing Impact:

# of Positions:

Sole Source: Yes

Current Fiscal Year Revenue: N/A

Funding Source: State: 100% (Proposition 172)	County Audit in last 3 years: No

Prior Board Action: 10/28/2014 #5, 4/8/2014 #4, 11/5/2013 #4, 4/9/2013 #13, 2/5/2013 #16

RECOMMENDED ACTION(S):

Authorize the County Purchasing Agent or authorized Deputy to execute sole source Contract MA-060-15011970 with TriTech Software Systems for Field Based Reporting software and support, effective upon Board of Supervisors approval for a one year period, in the amount of $1,204,601, renewable for four additional one-year periods.

SUMMARY:

Approval of sole source contract with TriTech Software Systems for Field Based Reporting software and support will allow the Sheriff-Coroner Department to replace its outdated manual incident reporting process with an automated process to increase efficiency.

BACKGROUND INFORMATION:

The Orange County Sheriff’s Department (Sheriff) requires software, licensing and services to implement a Field-Based Reporting System to replace the current manual paper-based incident reporting process. This product is an enhancement of the Sheriff’s existing Records Management System which allows the Sheriff to realize a substantial cost savings and a dramatically reduced implementation time. Expanding the Sheriff’s suite of TriTech Software Systems (TriTech) products also assures software and equipment compatibility, thereby reducing risk and increasing efficiency.

By adding Field-based Reporting (FBR) to the Sheriff’s existing suite of TriTech products (Computer Aided Dispatch, Mobile, Records Management System [RMS]), the Department will be able to introduce a paperless environment to incident report writing. Currently, deputies must manually complete forms, submit for approval, and send to a central repository whose staff then enters the incident information into the Records Management System, and scans, copies and distributes the hard-copy report to various units within the department. This incident report process can take days, even weeks, from the time the report was written until the information is accessible. This manual process also requires the same information to be entered multiple times. FBR will allow deputies to include incident data from the Computer Aided Dispatch system into their reports from their mobile devices and electronically submit them for review and approval. The report data will be then automatically incorporated into RMS. Thus, the implementation of FBR will eliminate duplication of effort, reduce the time required to complete incident reports and improve the quality of data, thereby increasing productivity and operational efficiency for deputies, field or custody supervisors, records personnel and others. In addition, incident information will be more readily available for access by others in the Department, including investigators, crime analysts, and command personnel, as well as for the public and the Sheriff’s law enforcement partners.

The Sheriff has contracted with TriTech for the following systems:

1.	Computer-Aided Dispatch (CAD) system, which is used by the Emergency Communications Bureau and is the main conduit for the dispatch of field personnel to communicate service, crime calls and events to other field personnel.
2.	Records Management System (RMS), which maintains data for Sheriff's mandated record-keeping.
3.	Mobile Data Computers (MDCs), which are used in the field for wireless communications.

Only software developed by TriTech can access and function with the existing CAD, RMS, and MDC systems used by the Sheriff due to proprietary hardware, software and specific encryptions. TriTech is the sole provider of its software. The proposed agreement is a sole source agreement, and a completed Sole Source/Proprietary Request Form is attached to this Agenda Staff Report (Attachment B).

The Board of Supervisors (Board) has approved several contracts with TriTech as noted on the table below.

Board Date	Purpose	Date of Agreement	Amount
10/28/15	Amendment #4 for CAD Support Services to renew contract	11/15/14 – 11/14/15	$364,565
4/8/14	Amendment #3 for CAD Support Services to increase not-to-exceed amount	11/15/13 – 11/14/14	$315,817
11/5/13	Amendment #2 for CAD Support Services to renew contract	11/15/13 – 11/14/14	$300,531
4/9/13	Amendment #1 for CAD Support Services to increase not-to-exceed amount	4/23/13 – 11/14/13	$249,884
2/5/13	Agreement for CAD Support Services	2/16/13 – 11/14/13	$242,891

The increases in the not-to-exceed annual amounts were due to the addition of some software and units requiring support.

The Sheriff requests Board approval of the TriTech Software Systems contract to obtain the FBR system, as noted in the Recommended Action. This contract does not include subcontractors or pass through to other providers.

The proposed contract includes non-standard limitation of warranty, patent/copyright and trade secret infringement, termination, indemnification and liability provisions. CEO/Risk Management has reviewed the non-standard terms and has determined that they do not pose an unusual risk to the County.

FINANCIAL IMPACT:

Appropriations and revenue for this contract are included in the FY 2014-15 Modified Budget for Budget Control 060, and the FY 2015-16 Recommended Budget. The agreement contains language allowing the Sheriff to terminate the contract without penalty with cause or after 30 days of written notice without cause in the event that funding is reduced and/or not available to continue funding the agreement.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Agreement
Attachment B - Sole Source/ Proprietary Request Form