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Agenda Item
ASR
Control 23-001112 |
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MEETING
DATE: |
01/23/24 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
Sheriff-Coroner (Approved) |
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Department contact person(s): |
Andrew
Stephens (714) 647-1833 |
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Stephanie
Callian (714) 834-6380 |
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Subject: Renew Amendment Number One with
Idemia Identity & Security USA LLC Contract
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: $93,605 |
Annual Cost: FY 2024-25
$131,046 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 1/26/2021 #9, 1/14/2020 #20, 1/8/2019
#16, 10/31/2017 #10 |
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RECOMMENDED
ACTION(S):
Authorize the County Procurement
Officer or Deputized designee to execute Amendment Number One to renew the sole
source contract with Idemia Identity & Security USA LLC for maintenance of
the Automated Biometric Identification System, for the term of January 27,
2024, through January 26, 2025, for an amount not to exceed $224,651, and to
revise Attachments A and B to add a printer model number, renewable for one
additional one-year term.
SUMMARY:
Approval of the sole source
contract with Idemia Identity & Security USA LLC will allow the Sheriff-Coroner
Department to extend the current contract to maintain the Automated Biometrics
Identification System.
BACKGROUND
INFORMATION:
The Sheriff-Coroner Department’s
(Sheriff) Cal-ID Bureau, within the Orange County (OC) Crime Lab, has been
operating the County’s Automated Fingerprint Identification System (AFIS) for
more than 20 years, providing fingerprint identification services to the
County, local police departments within Orange County, the California Highway
Patrol and other law enforcement agencies. AFIS is a computerized network that
stores finger and palm images in an archive database and has a local searchable
fingerprint database. AFIS provides access to other databases, such as the
California Department of Justice statewide searchable finger and palm print
databases and the Federal Bureau of Investigation AFIS. The system consists of
an extensive network of hardware and software components that is maintained and
operated on a 24 hours a day, 7 days per week basis. The Cal-ID Bureau is responsible
for the processing and registry of fingerprints as well as the administration
of the regional County fingerprint database. The services provided include
identification of subjects with prior criminal histories as part of the booking
process, for background investigations or for other investigative purposes; and
assisting in the identification of criminals through search of latent
fingerprints from crime scenes.
Although the components of the AFIS
have remained unchanged since the original installation in 1999, both user and
technological demands outgrew the system. More latent examiners were using the
system and more livescans were connected to the system resulting in more
bookings per day. Also, during that time, law enforcement clients were requesting
mobile fingerprint identification. Due to the AFIS outdated system, it was
difficult to obtain replacement parts from the manufacturer. If a critical
component broke down and no replacement was available, the system could have
become non-functional. In addition, the technological demands on the system
from the County’s AFIS customers exceeded the capacity of the previous 15 year
old NEC Corporation of America AFIS system in regard to the new functionality
such as multiple and interoperable biometric technologies. New functionality
and interface standards have been introduced at the state and federal levels
that the previous system could not support.
The OC Remote Access Network (RAN)
Board is the legal governing body for the AFIS in Orange County. Penal Code Section 11112.4 provides for the
establishment of a RAN Board in each county, comprised of the Sheriff, the
District Attorney, a member of the Board of Supervisors, two city police
chiefs, a city mayor and an at-large member. The RAN Board facilitates,
throughout the County, the placement, purchase, acceptance, delivery,
maintenance and use of equipment for the Cal-ID statewide AFIS. The RAN Board
receives funding for Cal-ID equipment and maintenance from the state, which is
deposited in a special fund in the County Treasury. The RAN Board approved the original
procurement of the AFIS in 1999.
In 2009, the RAN Board voted to
replace the aging system and the OC Crime Lab replaced the AFIS with a
multi-modal automated biometric identification (ABI) system, which matches
fingerprints and palm prints and supports the latest biometric interoperability
standards. Biometric identity technology is defined as the recognition of
individuals using biological and behavioral traits. The newly implemented ABI
system was an automated identification system that can implement multiple
biometric modalities and integrate with new technology, and capable of interoperability
with other statewide, nationwide and international systems.
Following a competitive bid process
in 2011, MorphoTrak LLC was recommended as the most responsible and responsive
bidder. The following table details the recent contract history with Idemia
Identity & Security USA LLC, formally known as MorphoTrak LLC (Idemia), for
the purchase and maintenance of the ABI System.
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Board
of Supervisors (Board) Approved |
Amendment Number or Contract |
Contract
Term |
Contract
Amount |
Comments |
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12/18/12 |
Contract |
12/18/12 - 12/17/16 |
$7,077,184 |
New
four-year contract, with three additional one-year renewal terms. Pursuant to the payment milestones in the
contract, it was anticipated that a payment of $1,295,600 would be made
during FY 2012-13, and payments totaling $5,182,400 would be made during FY
2013-14. After the one-year warranty
expired, annual sustainment payments of $199,728 were contracted for the
remainder of the contract term, for a total contract amount of $7,077,184. |
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n/a |
1 |
12/18/12 - 12/17/16 |
$7,200 |
On
December 8, 2015, the County and the vendor mutually agreed to insert
approximately 5,400 file numbers into the ABI System and increased the
contract total amount for the initial four-year term from $7,077,184 by
$7,200 to $7,084,384. Amendment Number
One was approved administratively, pursuant to the delegated authority
granted by the Board as reflected in the County's Contract Policy Manual,
Section 3.3. |
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12/13/16 |
2 |
12/18/16 - 1/26/18 |
$250,000 |
Renewed
contract for its fifth year, modified the Scope of Work Sustainment Sections
to include additional services, and extended the original contract term 40
days in order to allow the contract term coordinate with the expiration of
the original warranty (i.e., January 26, 2016) and the inception of the
Sustainment term under the original contract. |
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10/31/17 |
3 |
1/27/18 - 1/26/19 |
$250,000 |
Renewed contract for its sixth year |
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1/8/19 |
4 |
1/27/19 - 1/26/20 |
$900,000 |
Renewed
contract for its seventh year and increased the contract by $650,000 for a
one-time upgrade of the ABI System |
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N/A |
5 |
1/27/19 - 1/26/20 |
$795,000 |
Decreased
contract by $105,000, and clarified Scope of Work |
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1/14/20 |
6 |
1/27/20 - 1/26/21 |
$795,000 |
Renewed
contract for eighth year |
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1/26/21 |
Contract |
1/27/21 - 1/26/24 |
$795,000 |
New
contract issued pursuant to County's 2021 Contract Policy Manual Section 3.3. |
Sheriff now requests Board approval of
Amendment Number One to the sole source contract with Idemia for maintenance of
the ABI System as noted in the Recommended Action. Idemia is the only company
that can support or make modifications to their proprietary software. While the
original contract was awarded as a result of a competitive bid process as noted
above, the system is now comprised of commercial off-the-shelf hardware,
Idemia's core software and custom configurations and workflows. Idemia is the
developer of the original system and is the only vendor with the knowledge of
the database structure, workflow engine and communication mechanisms between
the database and the various applications that display, process and transmit
the biometric records. Another vendor would be unfamiliar with the protected
proprietary core software, custom configurations and the County of Orange
business rules and processes and would be ineffective at remediating system
issues. Timely remediation is critical to Sheriff police custody operations.
Contractor performance has been
confirmed as at least satisfactory. Sheriff has verified that there are no
concerns that must be addressed with respect to contractor's ownership/name,
litigation status or conflicts with County interests.
This contract is submitted for Board
approval less than 30 days prior to the start of the contract due to
negotiations with the vendor. The Orange County Preference Policy is not
applicable to this sole source contract amendment renewal. This contract does not
currently include subcontractors or pass through to other providers. See
Attachment C for the Contract Summary Form.
FINANCIAL
IMPACT:
Appropriations for this contract
are included in the Sheriff-Coroner's FY 2023-24 Budget for Fund 14E, Cal-ID System
Costs, and will be included in the budgeting process for future fiscal years.
This contract will be completely funded by revenue received by the County and
administered by the RAN Board for Cal-ID system equipment and maintenance, from
a $1 fee on all vehicle registrations in the County. The $1 fee is collected by
the Department of Motor Vehicles statewide and disbursed to counties by the
California State Controller.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A - Amendment Number One to Contract MA-060-21010012
Attachment B - Redline of the Original Contract
Attachment C - Contract Summary Form