Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  22-000560

 

MEETING DATE:

07/19/22

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Sheriff-Coroner   (Approved)

Department contact person(s):

Ross Caouette (714) 647-1807 

 

 

Gary Lewellyn (949) 673-1025

 

 

Subject:  Approve Amendment Number Two to Stancil Corporation Contract

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $7,154

Annual Cost: FY 2023-24 $2,384

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: Yes

    Current Fiscal Year Revenue: N/A

  Funding Source: State: 100% (Proposition 172)

County Audit in last 3 years: No

 

 

    Prior Board Action: 9/14/2021 #10, 10/16/2018 #18, 10/31/2017 #11

 

RECOMMENDED ACTION(S):

 

Authorize the County Procurement Officer or Deputized designee to execute Amendment Number Two 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, 2022, through October 8, 2023, in an amount not to exceed $9,538, for a cumulative contract total of $36,206, renewable for one additional one-year term.

 

 

 

 

SUMMARY:

 

Approval of Amendment Number Two 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:

 

Hardware and software for Voice Logging Recorders and a Network-Attached Storage (NAS) device to provide an interface for extended storage are needed at Control One Dispatch. 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-Coroner Department (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 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. 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.  The proposed contract is a sole source contract and a completed Sole Source Request Form is attached to this Agenda Staff Report (Attachment B).  

 

The following table details the contract history with Stancil Corporation.

 

Board of Supervisors (Board) Approved

Amendment

 Number or

Contract

 

 

Contract Term

 

Contract

Amount

 

 

Comments

10/31/17

3

12/1/17 - 11/30/18

$21,084

Renewed contract

 

10/16/18

4

12/1/18 - 11/30/19

$22,562

Renewed contract

10/9/19

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(1)(c)(i)

 

9/14/21

1

10/9/21 - 10/8/22

$9,384

Renewed contract

 

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 contract award.

 

For the existing system, only the current vendor is authorized to service and support the Stancil Corporation Voice Recorders and software. 

 

Sheriff now requests Board approval of Amendment Number Two to the sole source contract with Stancil Corporation for Stancil Voice Logging Recorders and NAS server maintenance, for the term of October 9, 2022, through October 8, 2023, in an amount not to exceed $9,538, for a cumulative contract total of $36,206. This contract does not currently include subcontractors or pass through to other providers. See Attachment D for the Contract Summary Form. 

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this contract are included in the Sheriff-Coroner Department’s FY 2022-23 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 Two to Contract MA-060-20010085
Attachment B - Sole Source Request Form
Attachment C - Redline Version of Previous Amendment
Attachment D - Contract Summary Form