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Agenda Item
ASR
Control 24-000202 |
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MEETING
DATE: |
04/09/24 |
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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): |
Cory
Martino (714) 647-1817 |
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Ash
Abdelmuti (714) 834-5910 |
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Subject: Retroactive Payment of Permitium
LLC Invoices
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
No
Legal Objection |
Discussion |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: $16,356 |
Annual Cost: N/A |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: N/A |
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RECOMMENDED
ACTION(S):
Retroactively approve payment of
Permitium invoices for the Carry Conceal Weapons contract in the amount of
$16,356.
SUMMARY:
Retroactive approval of the
Permitium LLC invoices will allow the Sheriff-Coroner to pay for the
PermitDirector Software and Carry Conceal Applications for new permits,
renewals, and address changes.
BACKGROUND
INFORMATION:
The Orange County Sheriff’s
Department’s (Sheriff) Carry a Concealed Weapon (CCW) Licensing Unit has
expanded exponentially. On September 29, 2022, Sheriff executed a contract with
Permitium for the term of October 24, 2022, through October 23, 2023. The goal
of the department in contracting with Permitium LLC (Permitium) for an online
CCW licensing process was to mitigate the costs in processing hard copies of
CCW files, physical storage, office space, and office supplies. The automation
of the CCW application process allows for greater efficiency, ensures
accountability, and be cost effective to improve customer service.
Sheriff uses Permitium’s
PermitDirector software for weapon permits, which serves as an end-to-end
online solution that includes the application, background check tracking, processing,
payment and issuance of gun and concealed carry permits.
Sheriff currently manages over
20,000 CCW files, with thousands of additional CCW files added to this number
annually. In 2023, 15,700 CCW applications were processed. This included new,
renewals, and amendment requests.
The
following invoices are pending:
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Invoice # |
Date of Purchase |
Cost |
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PER00029147 |
7/31/2023 |
$3,568 |
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PER00029456 |
8/31/2023 |
$4,760 |
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PER00030051 |
9/30/2023 |
$3,712 |
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PER00030549 |
10/31/2023 |
$4,316 |
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Total Invoice Amount: |
$16,356 |
Sheriff requests the Board of
Supervisors to retroactively approve payment for the Permitium system. These
invoices are due to a contract overrun since additional costs were not
anticipated when the contract was initially established. The Permitium contract
MA-060-23010282 had an effective date of October 24, 2022, through October 23,
2023, in the amount of $35,000. The contract was overrun by $16,356. Sheriff’s
Professional Standards Division staff will ensure that expenditures for their
contracts are monitored and will work with Sheriff’s Procurement Department
staff should additional funds be needed. On October 23, 2023, Sheriff renewed
contract MA-060-23010282 for the term of October 24, 2023, through October 23,
2024, under Amendment Number One.
The Contractor's performance has
been confirmed as satisfactory. Sheriff has verified there are no concerns that
must be addressed with respect to Contractor's ownership/name, litigation
status of conflicts with County interests.
FINANCIAL
IMPACT:
Appropriations
for these invoices are included in Sheriff-Coroner's FY 2023-24 Budget for
Budget Control 060.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A - Invoices