Title
District Attorney’s Office recommending the Board:
1) Make findings, in accordance with County Ordinance 3.13.030(B), that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work;
2) Make findings, in accordance with Procurement Policy, Section 3.4.2(b), that competition is precluded because of the existence of patent rights, copyrights, secret processes, control of the basis raw material(s) or similar circumstances, and no equivalent good is available;
3) Approve and authorize the continuation of perpetual Agreement 6708 with Sun Ridge Systems Inc. with an estimated annual cost of $11,000 for the software maintenance fee; and
4) Delegate authority to the Purchasing Agent to increase the agreement amount by an estimated $11,000 annually for recurring maintenance fee.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
On December 2, 2020, with Legistar item 20-1539, the Board approved the Sheriff’s Office request for a contract with Sun Ridge Systems Inc. for a new records management system. The Sheriff’s Office’s Integrated Law Enforcement System Committee reviewed and assessed several vendors for the case management system and recommended the selection of Sun Ridge System Inc. RIMS product as their new Computer Aided Dispatch (CAD), Record Management System (RMS), and Jail Management System (JMS). It was determined at the time of selection that separate agreements with other law enforcement agencies within the County may be authored to arrange access to the Sheriff’s Office system according to agreed-upon terms.
As such, the District Attorney’s Office (DA) identified a need for access to the Sheriff’s database which required their own RIMS software licenses. This software access allows the DA to connect to the Sheriff’s law enforcement system, convert evidence room files, write reports, and provide accurate reporting to the Department of Justice. On July 19, 2022, with Legistar item 22-1095, the Board approved and authorized the Purchasing Agent to execute a new perpetual Agreement 6708 with Sun Ridge Systems Inc. for RIMS software licenses for the DA in the amount of $92,772, upon final execution by both parties. The license maintenance fee renews on an annual basis at an estimated cost of $10,000-$11,000, based on a potential 5% increase. The DA is recommending the Board approve and authorize the continuation of perpetual Agreement 6708 with Sun Ridge Systems Inc. with an estimated annual cost of $11,000 for only the maintenance fee portion of the agreement. This agreement shall be added to the DA's perpetual agreement list and will be presented to the Board for annual review moving forward.
ALTERNATIVES
Should the Board opt not to approve the request to continue perpetual agreement 6708 with Sun Ridge Systems Inc., the department will not be able to process annual payments for the license maintenance fee.
PRIOR BOARD ACTION
12/02/2020 Legistar item 20-1539 - The Board approved the Sheriff’s Office request for the execution of a contract with Sun Ridge Systems Inc. for a comprehensive records management system.
07/19/2022 Legistar item 22-1095 - The Board approved and authorized the Purchasing Agent to execute a new perpetual Agreement 6708 with Sun Ridge Systems Inc. for RIMS software licenses in the amount of $92,772, upon final execution by both parties.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts, County Counsel, and Risk Management.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost. Annual on-going costs estimated at $11,000 will be accounted for accordingly in future year appropriations.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Strategic Innovation: The implementation and continuation of the RIMS Software allows the County to work as one organization by increasing the efficiency of sharing resources between the El Dorado County Sheriff’s Office and the District Attorney’s Office.
CONTACT
Vern Pierson, District Attorney