Title
Sheriff's Office recommending the Board approve and authorize the Chair to sign Amendment II to Agreement 437-S1211(FENIX 832) with TracNet Corporation for software maintenance related to the Jail and Records management system, to amend the scope of work to include a new service related to inmate trust accounts, and to correct an error in the contract compensation, increasing the total amount of the contract by $69,520 for a total not to exceed amount of $1,345,957 for the ten-year period.
FUNDING: General Fund.
Body
DEPARTMENT RECOMMENDATION
Sheriff's Office recommending the Board approve and authorize the Chair to sign Amendment II to Agreement 437-S1211(FENIX #832) with TracNet Corporation for software maintenance related to the Jail and Records managemet system, to amend the scope of work to include a new service related to inmate trust accounts, and to correct an error in the contract compensation, increasing the total amount of the contract by $69,520 for a total not to exceed amount of $1,345,957 for the ten-year period.
DISCUSSION / BACKGROUND
The Sheriff’s Office has been using TracNet since 1996 for ongoing hardware and software maintenance of the Sheriff's Office Records Management System.
This Amendment will amend the scope to include an updated interface to the Jail’s KEEFE commissary system. Every 15 minutes the interface will push real time inmate information to KEEFE’s servers allowing KEEFE to keep the Inmate Trust Accounts current.
This Amendment II also corrects the Not To Exceed amount that was used in Amendment I which was approved by the Board on June 20, 2017. The Amendment I Not to Exceed amount was $1,276,438, it should have been entered as $1,345,958 as reflected in Exhibit A. Amendment II corrects the Not to Exceed amount and matches the amounts due through the term of the contract.
There is no cost for the new service added to the scope.
The services that are provided in this contract are a necessity to the Sheriff’s Office’s Operations, and the Sheriff’s Office cannot operate without them. This agreement is for software maintenance and services related to automated criminal information including but not limited to the Records management system, computer aided dispatch (CAD), jail management, mobile CAD, Communication Van CAD, and Cellular Emergency 911 mapping.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
No Change to Net County Cost. This expense is budgeted in the Sheriff’s annual operating budget, and will continue to be budgeted in following years.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Return one fully executed copy to Sheriff’s Office for distribution to contractor.
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Undersheriff Randy Peshon