Title
Sheriff's Office recommending the Board:
1) Approve and authorize Chair to sign Customer Signature Page, Contract Amendment, and Statement of Work as they relate to the Master Services Agreement to Contract 4251 with Relias Learning, LLC, for the provision of web-based education and information resource subscription services with Relias Learning LLC for Sheriff's Office staff for a term of seven (7) years and for an estimated not to exceed amount of $83,000; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Contract 4251, including future amendments which do not increase the maximum dollar amount or term of the Contract, and contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
Sheriff's Office recommending the Board approve and authorize Chair to sign Customer Signature Page, Contract Amendment, and Statement of Work as they relate to the Master Services Agreement to Contract 4251 with Relias Learning, LLC, for the provision of web-based education and information resource subscription services utilized by Sheriff's Office staff for a term of 7 years for an amount not to exceed amount of $83,000. In regards to Risk Management's dissaproval shown on the Blue Route as it relates to indemnification and insurance sections of the contract, we have discussed the matter with County Counsel and they have advised that due to the product and services offered by Relias Learning LLC being "off the shelf" and not customized, we had minimal leverage to get these sections changed. However, we were able to change the venue for litigation to California.
The Sheriff’s Office previously executed Contract 2214 with Relias Learning for a term of 15 months starting December 1, 2017. Following completion of Contract 2214 the decision was made that a new contract should be implemented increasing the length of service. Contract 4251 includes a seven (7) year term, which is beyond the Purchasing Agent signature authority as provided in Board of Supervisors Policy C-17, Section 4.5 “Contract Term,” hence requiring Board approval for the new contract.
The Sheriff's Office is recommending that the board approve this seven (7) year term because of the cost savings associated with a longer term. Given the length of the Contract, Relias Learning has agreed to set pricing for the next seven (7) years for a total cost of an estimated $83,000. Authorization of this agreement will ensure sufficient funding to provide access to e-learning services through the end of the contract term.
By committing to a seven (7) year contract, the Sheriff's Office will be saving 13 % compared to a three (3) year option and 6 % compared to a five (5) year option.
Additionally, the Sheriff’s Office has determined that, due to the fixed pricing we will experience over the life of the contract and the cost savings we will observe from being able to utililize Relias's content to train over one-hundred (100) Custody employees, this contract is in accordance with County Ordinance Section 3.13.030 as it is more economical and feasible to engage an independent contractor for said services.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no Net County Cost. Sufficient appropriations were included in the Fiscal Year 2019-2020 budget and will be included in the budget for the remainder of the Contract.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Access to services provided by Relias Learning allows for the opportunity to reduce training costs, overtime costs, and will reduce the risk of liability thereby reducing public safety impacts.
CONTACT
Undersheriff Randy Peshon