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Agenda Item
ASR
Control 23-000563 |
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MEETING
DATE: |
07/18/23 |
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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): |
John
McCulloch (714) 647-1807 |
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Brent
Benson (714) 647-4559 |
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Subject: Renewal of Amendment Number Three
to Stancil Corporation 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: $7,555 |
Annual Cost: FY 2024-25 $2,842 |
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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: 7/19/2022 #7, 9/14/2021 #10,
10/16/2018 #18, 10/31/2017 #11 |
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RECOMMENDED
ACTION(S):
Authorize the County Procurement
Officer or Deputized designee to execute Amendment Number Three to the sole
source contract with Stancil Corporation for Stancil Voice Logging Recorders
and Network-Attached Storage server maintenance, for the term of October 9,
2023, through October 8, 2024, in an amount not to exceed $10,397, for a
cumulative contract total of $46,603. This contract is non-renewable.
SUMMARY:
Approval to renew Amendment Number
Three to the sole source contract with the Stancil Corporation will allow the
Sheriff-Coroner Department to continue to contract for voice logging recorders
and server maintenance.
BACKGROUND
INFORMATION:
The Sheriff-Coroner Department's
(Sheriff's) Control One/Dispatch needs hardware and software for Voice Logging
Recorders and a Network-Attached Storage (NAS) device to provide an interface
for extended storage. The two-part software is loaded on the voice recorders
and on the NAS device to provide an interface for extended storage. The Stancil
Voice Logging Recorders record Control One/Dispatch communications, such as
radio communications between Control One/Dispatch and Sheriff patrol units, all
9-1-1 calls received at Dispatch and all paramedic-hospital radio
communications. The system is also used to respond to the large volume of audio
recording requests from other Sheriff's Divisions, other County agencies (e.g.,
District Attorney's Office, Orange County Fire Authority, and Probation), other
allied law and fire agencies and the public in compliance with the California
Public Records Act. The capabilities of this system in conjunction with other
components facilitate the collection and dissemination of information necessary
to strengthen the urban area’s ability to prevent, protect against and respond
to threats to the health and safety of the public.
Stancil Corporation (Stancil) provides
proprietary hardware and software for the existing Voice Logging Recorders at
Control One/Dispatch. The contract provides services that maintain the hardware
and also includes parts replacement. The software is also maintained to remain
compatible with the operating system. Both telephone and on-site technical
support are provided when needed. Stancil Corporation is the only vendor
capable of providing this equipment. Sheriff has been contracting with Stancil
for the purchase of hardware and software for Voice Logging Recorders and NAS
device since December 1, 2008. The contracts for the period the period of
December 1, 2008, through November 30, 2017, did not exceed Board policy
thresholds requiring Board approval.
This is a sole source contract. Due to the
proprietary nature of the Voice Recording system, Stancil Corporation is the
only vendor authorized to work on and support this hardware and software. No
other businesses are authorized for support. Voice recording systems are
typically proprietary by nature. For the existing system, only the current
vendor is authorized to service and support the Stancil Voice Recorder hardware
and software. The proposed contract is a sole source contract and was vetted
through the County's normal vetting process.
The following table details the contract
history with Stancil.
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Board
of Supervisors (Board) Approved |
Amendment Number or Contract |
Contract
Term |
Contract
Amount |
Comments |
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10/31/17 |
3 |
12/1/17 - 11/30/18 |
$21,084 |
Renewed contract pursuant to 2017 CPM
Section, 3.3-102. |
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10/16/18 |
4 |
12/1/18 - 11/30/19 |
$22,562 |
Renewed contract pursuant 2018 CPM Section, 3.3-102. The overlap in
terms is due to payment in advance. Payment was made in advanced at the
beginning of the term. |
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n/a |
Contract |
10/9/19 – 10/8/21 |
$17,284 |
New contract approved administratively
based on the delegated authority granted by the Board under the previous CPM,
Section 3.3-102. |
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9/14/21 |
1 |
10/9/21 - 10/8/22 |
$9,384 |
Renewed contract pursuant to 2021 CPM
Section, 3.3-102. |
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7/19/22 |
2 |
10/9/22 - 10/8/23 |
$9,538 |
Renewed contract pursuant to 2021 CPM
Section, 3.3-102. |
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. The Orange County Preference Policy
is not applicable to this sole source amendment.
Sheriff now requests Board approval of
Amendment Number Three to the sole source contract with Stancil Corporation for
Stancil Voice Logging Recorders and NAS server maintenance 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.
FINANCIAL
IMPACT:
Appropriations for this contract
are included in the Sheriff-Coroner Department’s FY 2023-24 Budget for Budget
Control 060, and will be included in
the budgeting process for future years.
This contract 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 contract.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A – Amendment Number Three to Contract MA-060-20010085
Attachment B - Redline Version of Previous Amendment
Attachment C - Contract Summary Form