Title
Sheriff's Office recommending the Board consider the following:
1) Make findings pursuant to Ordinance Code Section 3.13.303(b) that such services provided by Contractor are in the public’s interest, and the work requires specialty skills and qualifications not expressly identified in County Classifications in the performance of the work;
2) Approve and authorize the Board Chair to sign retroactive Agreement 6368 with TracNet Corporation for an Inquiry Only license related to the Records Management System, for a total not to exceed amount of $159,085.00 for a period from July 1, 2021, to June 30, 2026; and
3) Authorize the Undersheriff to sign any amendments to the contract that do not affect the total dollar amount or term of the contract contingent upon review and approval by County Counsel.
FUNDING: General Fund.
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DISCUSSION / BACKGROUND
The Sheriff’s Office had been using TracNet since 1996 for ongoing hardware and software maintenance of the Sheriff's Office Records Management System through Agreement # 437-S121(FENIX # 835), which ended on June 30, 2022. TracNet has proprietary software systems so services cannot be provided by County employees.
In December 2020, the Sheriff’s Office purchased the RIMS system from Sun Ridge Systems Inc., which resulted in the TracNet services being no longer needed except for maintenance of the legacy TracNet Inquiry Only license which is still in use by the Sheriff’s Dispatch Unit.
Agreement #6368 revises and narrows the scope of TracNet services, and replaces all contracts and amendments that have been in place for the initial records management system.
The retroactive status of this item is due to the lengthy negotiation that took place between TracNet and the Sheriff's Office to define the changes in services.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
Amendment I to Agreement 437-S1211 (#832) was approved by the Board on 6/20/2017, Item #12-0545.
Amendment II to Agreement 437-S1211 (#832) was approved by the Board on 9/29/2020, Item #20-1206.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel reviewed and approved the Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
No impact to Net County Cost as funding is available within the Sheriff’s Office budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Please return fully executed Agreement to the Sheriff’s Office for distribution.
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Undersheriff Bryan Golmitz