Title
Sheriff’s Office recommending the Board:
1) Make findings that inmate telephone, video visitation, correctional tablet services and related additional technology are in the public's best interest and that these services are more economically and feasibly performed by independent contractors in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(A), El Dorado County Charter, Section 210(b)(6), and/or Government Code Section 31000;
2) Waive the competitive bid process for services relating to inmate communications in accordance with the County’s Procurement Policy 3.4.3, Exemption from Competitive Bidding;
3) Approve and authorize the Chair to sign Agreement 9023 with NCIC Inmate Communications in the amount of $2,000,000 for a term from December 19, 2024, to December 18, 2026 for inmate telephone, video visitation, correctional tablet services and related additional technology; and
4) Authorize the Purchasing Agent to increase the Compensation on an "as-needed" basis during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: Inmate Trust Account.
Body
DISCUSSION / BACKGROUND
On November 4, 2016, the County released a Request for Proposal (RFP) for comprehensive Inmate Communication Services for the Placerville and South Lake Tahoe Jail Facilities. The County received proposals from three vendors. NCIC Inmate Communications was chosen and Agreement 218-F1811 (7390) was awarded on December 19, 2017. The initial term of that contract was for five years from December 19, 2017, to December 18, 2022, with two additional one year terms following the initial five-year term.
The Sheriff’s Office is requesting to continue receiving these services from NCIC Inmate Communications with a new Agreement 9023 which extends the term for two additional one-year terms and an amount not to exceed $2,000,000 for payment of inmate telephone, video visitation, correctional tablet services and related additional technology which is reimbursed by the Inmate Welfare Trust.
Board of Supervisors Policy C-17, and County Procurement Policy 3.4.3 provides for an exemption from competitive bidding in the case that "competitive bidding would produce no economic benefit to the county." This vendor is already providing the equipment that is currently installed in our Jails, if the County were to elect to go through a formal bid process new equipment would have to be installed while the current equipment was removed. This would not only lead to an additional cost, but potential for services to be down during the transition between providers. Therefore, it is economically better for the county to maintain an agreement with the current provider.
ALTERNATIVES
The Board could direct staff to process a new RFP, however, it would not produce an economic benefit to the County and may cause service disruptions.
PRIOR BOARD ACTION
02/14/2023 Legistar file 23-0187
03/09/2021 Legistar file 21-0219
12/19/2017 Legistar file 17-1301
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management reviewed and approved the Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
NCIC will be paid for call minutes at the rates listed in Exhibit C of the Agreement, and the Sheriff’s Office will reimburse itself for these charges from Inmate Trust funds. Therefore, there will be no impact to Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Please return fully executed Agreement to the Sheriff's Office for distribution.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Undersheriff Bryan Golmitz