Title
District Attorney’s Office recommending the Board approve and authorize the County Purchasing Agent to approve retroactive Purchase Contracts for the following annual Law Enforcement software maintenance renewals:
a) Purchase Contract 9049 with Magnet Forensics, USA Inc. for Axiom Software, with a total 3-year estimated cost of $8,130, effective September 1, 2024;
b) Purchase Contract 9046 with LeadsOnline Parent LLC for Cellhawk Software, with a total 3-year estimated cost of $7,941, effective September 1, 2024;
c) Purchase Contract 9053 with Vigilant Solutions LLC for License Plate Reader Software, with a total 3-year estimated cost of $13,785, effective September 1, 2024;
d) Purchase Contract 9064 with Four Inc. for the i2 Analyst Notebook Software, with a total 3-year estimated cost of $14,388.44, effective July 1, 2024;
e) Purchase Contract 9081 with ES Chat for Advanced Mobile Messaging Software, with a total 3-year estimated cost of $5,923.44, effective September 1, 2024; and
f) Purchase Contract 9106 with NinjaOne LLC for Remote Monitoring Software, with a total 3-year estimated cost of $12,456, effective September 1, 2024.
FUNDING: General Fund.
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DISCUSSION / BACKGROUND
The District Attorney’s Office utilizes several different software applications for their daily law enforcement related operations. The department typically submits renewal requests on an annual basis, at which time the requisition request is initiated by the Chief Administrative Office (CAO) - Fiscal Division. For the most recent renewals, the District Attorney’s Office was late in submitting their requests to CAO Fiscal, resulting in retroactive requisition requests. Although confirmation of continuation of the software is delayed to each of the vendors, the vendors provide a grace period to Law Enforcement agencies and do not cancel access to the applications.
Being that these renewals occur on an annual basis, year after year, the Procurement Division has recommended they be processed as Purchase Contracts moving forward.
The 3-year cost of each of the listed renewals falls under the Purchasing Agent’s approval authority, as noted below, however, due to the retroactive nature of the Purchase Contracts, are required to be approved by the Board:
Purchase Contract 9049 with Magnet Forensics, USA Inc. (Axiom) - Renewal Date 9/1/24 - 3 year est. cost = $8,130
Purchase Contract 9046 with LeadsOnline Parent LLC (CellHawk) - Renewal Date 9/1/24 - 3 year est. cost = $7,941
Purchase Contract 9053 with Vigilant Solutions LLC (LPR) - Renewal Date 9/1/24 - 3 year est. cost = $13,785
Purchase Contract 9064 with Four Inc. (i2 Analyst Notebook) - Renewal Date 7/1/24 - 3 year est. cost = $14,388.44
Purchase Contract 9081 with ES Chat - Renewal Date 9/1/24 - 3 year est. cost = $5,923.44
Purchase Contract 9106 with NinjaOne - Renewal Date 9/1/24 - 3 year est. cost = $12,465
To shed light on the consistency of use, Magnet Forensics Axiom software has been procured for, at minimum, the past 5 consecutive years; CellHawk software has been procured for, at minimum, the past 4 consecutive years; Vigilant software has been procured for the past 2 consecutive years; and i2 Analyst Notebook software maintenance has been procured for the past 5 consecutive years. ESChat and NinjaOne are the latest additions to the annual software renewal list being that this is the first renewal for each.
The department is requesting the Board approve the Purchasing Agent to execute the six noted software renewal retroactive agreements. Please refer to attached memo, attachment A. Transitioning these annual software renewals to purchase contracts will avoid future retroactive circumstances.
ALTERNATIVES
Should the Board opt not to authorize the Purchasing Agent to approve retroactive purchase contracts: #9049, #9046, #9053, #9064, #9081, #9106, the District Attorney’s Office will no longer have access to the software platforms, which will significantly hinder their ability to complete daily operations.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost as the costs for these six annual software renewals are included in the Fiscal Year 2024-25 budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Vern Pierson, District Attorney