AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 16-000759
MEETING DATE:	06/28/16
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Steve Kea (714) 647-4655
	Greg Boston (714) 939-4848

Subject: Renewal Amendment Three to Follett School Solutions Inc. Agreement

ceo CONCUR

County Counsel Review

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 2016-17 $550

Staffing Impact:

# of Positions:

Sole Source: Yes

Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section	County Audit in last 3 years: No

Prior Board Action: 6/23/2015 #4, 6/17/2014 #17

RECOMMENDED ACTION(S):

Authorize the County Purchasing Agent or authorized Deputy to execute Amendment Three to the sole source contract with Follett School Solutions Inc. for annual licensing and maintenance of Destiny Library Manager Package software for inmate library services, renewing the contract for the one year period of July 1, 2016 through June 30, 2017, in an amount not to exceed $550, for a cumulative total contract amount not to exceed $2,200.

Authorize the County Purchasing Agent or authorized Deputy to execute the amendment for the final year of the contract for the period of July 1, 2017 through June 30, 2018 in an amount not to exceed $550, for a cumulative total contract amount not to exceed $2,750.

SUMMARY:

Approval of Amendment Three to the sole source contract with Follett School Solutions Inc. will allow the Sheriff-Coroner to continue to contract for annual licensing and maintenance of the Destiny Library Manager Package software for inmate library services.

BACKGROUND INFORMATION:

Sheriff-Coroner Department's (Sheriff's) Inmate Services Division requires this contract to provide the annual license for and maintenance of Destiny Library Manager (DLM) software which allows for library circulation, researching, cataloging and managing books in the Inmate Services Division Law Library. The Follett School Solutions, Inc. agreement also provides technical support, data repairs and free software updates to help manage and maintain library products and services.

The Sheriff entered into a one year contract with Follett Software Company on July 1, 2013, renewable for four additional one-year terms, in an amount not to exceed $4,900 for the five-year contract cycle. The first year provided for the purchase of the DLM software, annual licensing and maintenance costs, as well as online assistance in an amount not to exceed $2,700. In the original contract, the four subsequent years were budgeted in an amount not to exceed $550 per year for annual licensing and maintenance. As this contract did not meet the dollar threshold for Board of Supervisors (Board) approval, the contract was approved administratively pursuant the County's Contract Policy Manual, Section 3.3 for the first and second years of the contract.

In May 2014, Follett Software Company notified the Sheriff that its company, in conjunction with two other entities, was merging into one: Follett School Solutions, Inc. Follett School Solutions, Inc. assumed control of Follett Software Company under the name Follett School Solutions, Inc. The contractor agreed to continue providing products as per the terms of the original agreement with Follett School Solutions Inc. The Board approved Amendment One to the Follett Software Company agreement on June 17, 2014 to reassign the agreement from Follett Software Company to Follett School Solutions, Inc., and renewed the contract for the one year period of July 1, 2014 through June 30, 2015 in the not to exceed amount of $550. On June 23, 2015, the Board approved Amendment Two to the contract for the period of July 1, 2015 through June 30, 2016 in the annual amount of $550.

Follett School Solutions Inc. is a sole source contract as the product, DLM, is a trademark of Follett School Solutions Inc. It is not available through any other vendors. The DLM system has worked well for many years with the law library system for tracking loaned books. A Sole Source/Proprietary Request form is attached (Attachment C).

This vendor has performed satisfactorily. The Sheriff requests Board approval of proposed Amendment Three to the sole source Follett School Solutions Inc. agreement for annual licensing and maintenance of Destiny Library Manager Package software for inmate library services for the period of July 1, 2016 through June 30, 2017 in the same annual amount, as noted in the Recommended Actions. Additionally, due to the low dollar amount, the Sheriff is requesting the Board to authorize the County Purchasing Agent or authorized to execute the amendment for the final year of the contract, due to the low dollar amount, for the period of July 1, 2017 through June 30, 2018 in an amount not to exceed $550. This contract is submitted for Board approval in less than the required 30 days from the start of the contract as the vendor did not return the signed contract in time to file for an earlier Board meeting. This contract does not include subcontractors or pass through to other providers. See Attachment D for Contract Summary.

FINANCIAL IMPACT:

Appropriations and revenue for this agreement are included in the Sheriff-Coroner’s FY 2016-17 Recommended Budget for Fund 144, Inmate Welfare. Revenues in Fund 144 are primarily generated from inmate use of telephones, profits from commissary, and interest earned on the Fund. This agreement 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 agreement.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Amendment Three to Contract MA-060-13011766
Attachment B - Redline Version of Amendment
Attachment C - Sole Source/Proprietary Request Form
Attachment D - Contract Summary Form