Title
Sheriff’s Office recommending the Board:
1) Waive the competitive bid process for services relating to inmate communications in accordance with the County’s Procurement Policy 3.4.2, Exemption from Competitive Bidding;
2) Approve and authorize the Chair to sign Agreement 7390 with NCIC Inmate Communications in the amount of $2,000,000.00 for a retroactive term from December 19, 2022, to December 18, 2024, contingent upon County Counsel and Risk approval;
3) Authorize the Undersheriff to execute further documents relating to Agreement 7390, including future amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management; 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. (Cont. 2/7/2023, Item 26)
FUNDING: Inmate Trust Account.
Body
DISCUSSION / BACKGROUND
On November 4, 2016, the County released a Request for Proposal 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 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 (2) additional one (1) 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 # 7390 which extends the term for two additional one year terms as approved in Agreement 218-F1811, and in a not-to-exceed amount of $2,000,000 for payment of inmate phone minutes.
This item is retroactive due to complex negotiations and revisions to the Agreement which began well in advance of the December 18, 2022, ending of the then-current agreement. Due to the revenue-sharing component of this Agreement there were many back-and-forth discussions between the Sheriff's Office, County Counsel, and NCIC, and it took more time to develop than a standard agreement.
Board of Supervisors Policy C-17, and County Procurement Policy 3.4.2 provides for an exemption from competitive bidding in the case of a sole source purchase, "where there is only one vendor capable of providing an item or services, and therefore it is not possible to obtain competitive bids." This vendor is already providing the equipment that is currently installed in our Jails, and the services can only be provided by the vendor, as documented in the attached sole source form (Attachment C).
ALTERNATIVES
N/A.
PRIOR BOARD ACTION
Legistar # 17-1301, 12/19/17
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel 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 Account 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
Public Safety services.
CONTACT
Undersheriff Bryan Golmitz