Title
Probation Department recommending the Board:
1) Approve and authorize the Chair to sign Agreement 10194 with the Sacramento County Sheriff’s Office, in the amount of $6,000, for the retroactive period beginning July 1, 2026, through June 30, 2027, for access to the Criminal Justice Database; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 10194, including amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Sacramento County Sheriff’s Office (Sacramento) maintains California Law-Enforcement Telecommunications Systems (CLETS) and the Criminal Justice Information Services systems in conjunction with the Federal Bureau of Investigation National Crime Information Center (FBI/NCIC) and the Department of Motor Vehicles (DMV). For over 15 years, prior to Fiscal Year 2026-27, County Information Technologies (IT) facilitated annual contracts with Sacramento to support the El Dorado County Sheriff’s Office, Probation, District Attorney, and Health and Human Services, so that IT could manage the data transfer between the agencies. The long-standing CLETS and Criminal Justice Information Services (CJIS) agreement that was managed by IT and billed back to departments through a journal process terminated at the end of Fiscal Year 2025-26.
On February 19, 2026, Probation was notified by IT that the CLETS and CJIS agreement would no longer be managed by IT effective June 30, 2026; and IT sent Sacramento’s new draft agreement to Probation. On March 9, 2026, a draft of Agreement 10194 was provided to Probation staff for review and confirmation of number of users. On March 12, 2026, a revised document was sent to Sacramento. On March 18, 2026, the agreement was provided to County Counsel for review. On April 9, 2026, Probation was notified by Counsel that El Dorado Sheriff’s Office (EDSO) Counsel was working on EDSO’s CLETS/CJIS document and awaiting comments so that EDSO and Probation documents could be consistent in language. On June 12, 2026, Probation received the document from Counsel with updates, and that document was provided to Probation staff for review. Input was received from Probation staff on June 18, 2026, and June 24, 2026. Counsel approved the final draft Agreement on July 6, 2026, and this Agreement was scheduled to be brought before the Board as soon as practicable. Sacramento respectfully requests that the first signature on the Agreement be that for El Dorado County and Sacramento will fully execute the document at their soonest opportunity thereafter.
Probation is legally responsible for supervising clients and protecting public safety daily. In order to perform these duties, fast, accurate, and secure access to criminal justice data must be available. Probation is recommending approval and execution of Agreement 10194 with Sacramento to continue the ability to access important criminal justice information.
ALTERNATIVES:
Should the Board decline to approve this agreement, Probation would not have access to the CLETS and CJIS systems. These systems are necessary for real-time access to vital criminal, driving, emergency databases, criminal records, fingerprints, and biometric data.
PRIOR BOARD ACTION:
Legistar file 08-0825 - June 10, 2008 - Board approved Agreement 816-S0811 for Criminal Justice Data System access for FY 2008-09.
Legistar file 08-1555 - November 18, 2008 - The Board approved Amendment I to Agreement 816-S0811.
Legistar file 09-0691 - February 23, 2010 - The Board approved Amendment I to perpetual Agreement 803-S0911 for Criminal Justice Data System access.
Legistar file 13-0273 - March 26, 2013 - The Board authorized the Chief Probation Officer to sign agreements related to CLETS and the California Sex and Arson Registry.
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
County Counsel
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no General Fund impact or increase to Net County Cost. Funding is included in Probation’s Fiscal Year 2026-27 budget and will be included in subsequent fiscal years.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Obtain Chair's signature on two original copies of Agreement 10194.
2) Forward one fully executed Agreement to the Probation Department, Attention: Jackie Cook.
STRATEGIC PLAN COMPONENT
Strategic Focus Area: Safe and Healthy Communities
Priority: Enhance Information Sharing with Neighboring Law Enforcement Agencies
CONTACT
Kaci Smith, Chief Probation Officer