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Agenda Item
ASR
Control 24-000317 |
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MEETING
DATE: |
05/21/24 |
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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): |
Brian
Wayt (714) 647-1803 |
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Dave
Fontneau (714) 704-7919 |
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Subject: Renew
Amendment Number Three to CentralSquare Technologies 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: N/A |
Current
Year Cost: N/A |
Annual
Cost: FY 2024-25 $230,201 |
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Staffing
Impact:
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No |
#
of Positions: |
Sole
Source: Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 6/6/2023 #25, 7/19/2022 #6, 6/23/2020
#7 |
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RECOMMENDED
ACTION(S):
Authorize the
County Procurement Officer or Deputized designee to execute Amendment Number
Three to renew and to modify Attachment B, Compensation and Pricing Provisions
to the sole source contract with CentralSquare Technologies LLC for Software,
Subscriptions, Associated Implementation Services and Support of Inform and
Vision Field Based Reporting, for the term of June 23, 2024, through June 22,
2025, in the not to exceed amount of $230,201, for a cumulative amount of
$1,288,149.
SUMMARY:
Approval to renew
the sole source contract with CentralSquare Technologies LLC for Software,
Subscriptions and Associated Implementation Services and Support of Inform and
Vision Field Based Reporting will allow the Sheriff-Coroner Department to
contract for the continued development, implementation and support of
specialized Field Based Reporting software that will allow officers in the
field to submit reports via automated process.
BACKGROUND
INFORMATION:
The
Sheriff-Coroner Department (Sheriff) requires software, licensing and services
for its computer-based Field-Based Reporting (FBR) System, which replaced its
manual paper-based incident reporting process in 2020. This product is an
enhancement of Sheriff’s existing computer-based Records Management System
(RMS). Expanding Sheriff’s suite of CentralSquare Technologies LLC
(CentralSquare), formerly known as TriTech Software Systems, products also
assures software and equipment compatibility, thereby reducing risk and
increasing efficiency. The table below details the current contact history with
CentralSquare for FBR approved by the Board of Supervisors (Board).
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Board of Supervisors (Board) Approved |
Amendment Number or Contract |
Contract Term |
Contract Amount |
Comments |
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6/23/20 |
Contract
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6/23/20
- 6/22/22 |
$645,894 |
New contract
MA-060-20011652 was approved by the Board
pursuant to County's 2019 Contract Policy Manual Section 3.3. |
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7/19/22 |
One |
6/23/22
- 6/22/23 |
$199,072 |
Amendment Number
One to renew contract MA-060-20011652 approved by the Board pursuant to
County's 2021 Contract Policy Manual Section 3.3. |
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6/6/23 |
Two |
6/23/23
- 6/22/24 |
$212,982 |
Amendment Number
Two to renew contract MA-060-20011652
approved by the Board pursuant to County's 2021 Contract Policy Manual
Section 3.3. |
By
adding FBR to Sheriff’s existing suite of CentralSquare products which includes
Computer Aided Dispatch (CAD), Mobile Data Computers (MDC) and RMS, Sheriff was
able to introduce a paperless environment to incident report writing. Previously, deputies were required to
manually complete forms, submit them for approval and send to a central
repository, whose staff then entered the incident information into the RMS,
scanned, copied and distributed the hard-copy report to various units within
the department. The prior incident report process could take days, even weeks,
from the time the report was written until the information was accessible in
the RMS. This manual process also required the same information to be entered
multiple times. FBR allows deputies to include incident data from the CAD
system into their reports from their mobile devices and electronically submit
them for review and approval. The report data is automatically incorporated
into RMS. Thus, the implementation of FBR eliminated duplication of effort,
reduced the time required to complete incident reports, and improved the
quality of data, thereby increasing productivity and operational efficiency for
deputies, field or custody supervisors, records personnel and others. In
addition, incident information is more readily available for access by others
in the Department, including investigators, crime analysts, and command
personnel, as well as for the public and Sheriff’s law enforcement partners.
Sheriff has
contracted with CentralSquare for the following systems:
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CAD system |
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 |
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RMS |
Maintains data
for Sheriff's mandated record keeping |
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MDC |
Used in the field for wireless
communications with Dispatch |
The proposed
contract is a sole source contract. CentralSquare is the sole provider of its
software. Only software developed by CentralSquare can access and function with
the existing CAD, RMS and MDC systems used by Sheriff due to proprietary
hardware, software and specific encryptions.
Sheriff now requests the Board's approval
of Amendment Number Three with CentralSquare for the FBR system as noted in the
Recommended Action. This contract does not currently include subcontractors or
pass through to other providers. See Attachment C for the Contract Summary Form. The Orange
County Preference Policy is not applicable to this sole source contract renewal.
The original contract contains
non-standard insurance as well as limitation of liability language which were
negotiated and/or approved by County Executive Office/Risk Management. The
limitation of liability language and modified insurance requirements were
deemed to be appropriate since contractor will not be coming on-site.
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.
FINANCIAL IMPACT:
Appropriations for
this contract are included in Budget Control 060 FY 2023-24 Budget and will be
included in the budgeting process for future years. The contract contains
language allowing the Sheriff-Coroner Department 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
contract.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment Number
Three to Contract MA-060-20011652
Attachment B - Redline of Previous Amendment
Attachment C - Contract Summary Form