Agenda Item AGENDA STAFF REPORT ASR Control 23-000471
MEETING DATE:	06/06/23
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Brian Wayt (714) 647-1803
	Dave Fontneau (714) 704-7919

Subject: Approve Amendment Number Two with CentralSquare Technologies LLC

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $212,982

Annual Cost: N/A

Staffing Impact:

# of Positions:

Sole Source: Yes

Current Fiscal Year Revenue: N/A

Funding Source: State: 100%	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: 7/19/2022 #6, 6/23/2020 #7, 6/4/2019 #S41G, 8/28/2018 #15

RECOMMENDED ACTION(S):

Request approval to authorize the County Procurement Officer or Deputized designee to execute Amendment Number Two 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, 2023, through June 22, 2024, in the not to exceed amount of $212,982, for a cumulative amount of $1,057,948, renewable for one additional one-year term.

Pursuant to Contract Policy Manual Section 3.3-113, authorize the County Procurement Officer or Deputized designee to exercise a contingency contract cost increase, not to exceed a total of 10 percent of the contract amount for the first year of the contract, for the entire term of the Contract, including renewals, and within the scope of work set forth in the contract. The use of this contingency contract cost increase is subject to approval requirements established by the County Procurement Officer.

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.

By adding FBR to Sheriff’s existing suite of CentralSquare products (Computer Aided Dispatch, Mobile, RMS), Sheriff is able to introduce a paperless environment to incident report writing. Currently, deputies must manually complete forms, submit them for approval and send to a central repository whose staff then enters the incident information into the RMS, scans, copies and distributes the hard-copy report to various units within the department. The current incident report process can take days, even weeks, from the time the report was written until the information is accessible in the RMS. This manual process also requires the same information to be entered multiple times. FBR allows deputies to include incident data from the Computer Aided Dispatch (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 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 Sheriff’s law enforcement partners.

Sheriff has contracted with CentralSquare for the following systems:

1.	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.	RMS, which maintains data for Sheriff's mandated record keeping;
3.	Mobile Data Computers (MDC), which are used in the field for wireless communications with Dispatch.

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. CentralSquare is the sole provider of its software. The proposed contract is a sole source contract.

The table below details the current contact history with CentralSquare for FBR approved by the Board of Supervisors (Board).

Board of Supervisors (Board) Approved	Amendment Number or Contract	Contract Term	Contract Amount	Comments
6/6/17	2	6/23/17 - 6/22/18	$864,277	Amendment Number Two to renew the contract in a reduced amount for the FBR system as travel costs were reduced and six milestones were completed under the delegated authority granted by the Board as reflected in the County's 2017 Contract Policy Manual, Section 3.1.
8/28/18	3	6/23/18 - 6/22/19	$271,490	Amendment Number Three to renew the contract for the completion of Milestone 4 and Annual Maintenance for Year 3 (prorated from December 13, 2018 to June 22, 2019), was authorized pursuant to delegated authority granted by the Board as reflected in the County's 2018 Contract Policy Manual, Section 3.3.
6/4/19	4	6/23/19 - 6/22/20	$338,798	Amendment Number Four to renew the contract and increase the contract by $67,308 to cover the cost of the payment of Milestone 4, as authorized pursuant to delegated authority granted by the Board as reflected in the County's 2018 Contract Policy Manual, Section 3.3.
6/23/20	Contract	6/23/20 - 6/22/22	$645,894	New contract was issued pursuant to 2019 Contract Policy Manual Section 3.3
7/19/22	1	6/23/22 - 6/22/23	$199,072	Amendment Number One was renewed pursuant to 2021 Contract Policy Manual Section 3.3

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 being submitted for Board approval less than 30 days prior to its start date due to extensive contractor negotiations.

Sheriff now requests Board approve Amendment Number Two 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 (OCPP), is not applicable to this sole source contract renewal.

FINANCIAL IMPACT:

Appropriations for this contract are included in Budget Control 060 FY 2022-23 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 Two to Contract MA-060-20011652
Attachment B - Redline of Previous Contract
Attachment C - Contract Summary Form