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File #: 22-0489    Version: 1
Type: Agenda Item Status: Approved
File created: 3/4/2022 In control: Board of Supervisors
On agenda: 5/24/2022 Final action: 5/24/2022
Title: District Attorney recommending the Board approve and authorize the continuation of perpetual agreements and software licenses with the following: 1) TransUnion Risk and Alternative Data Solutions, Inc., Agreement 139, for the purpose of investigative research in the estimated annual amount of $2,040; 2) State of California Department of Justice, Agreement 01-098-01(Contract 276, 139-S0611), for laboratory analysis in the estimated annual amount of $36,000; 3) Vidanyx, Agreement 3757, for the provision of a cloud-based child advocacy center video management software subscription in the estimated annual amount of $3,400; 4) Children’s Advocacy Centers of California, Agreement 4071, for the ongoing support of Collaborate Case Tracking Software by Network Ninja for the Child Advocacy Center’s required case tracking program; 5) Lexipol, LLC, Agreement 87 (043-S1611), for policy manual update guidance based on the latest changes in federal and state statutes, regulations, best practices and ...
Attachments: 1. A - TRANSUNION.pdf, 2. B - DOJ.pdf, 3. C - VIDANYX.pdf, 4. D - CALICO - CACC.pdf, 5. E - LEXIPOL.pdf, 6. F - LEXISNEXIS - ACCURINT.pdf, 7. G - DREAMHOST.pdf, 8. H - STORYBLOCKS.pdf, 9. I - Karpel Agreement 6126 - District Attorney.pdf, 10. J - Karpel Agreement 4038 - District Attorney.pdf, 11. K - DA Perpetuals 2022.pdf
Related files: 21-1766, 19-0931, 20-0736, 21-0379, 21-0941

Title

District Attorney recommending the Board approve and authorize the continuation of perpetual agreements and software licenses with the following:

1) TransUnion Risk and Alternative Data Solutions, Inc., Agreement 139, for the purpose of investigative research in the estimated annual amount of $2,040;

2) State of California Department of Justice, Agreement 01-098-01(Contract 276, 139-S0611), for laboratory analysis in the estimated annual amount of $36,000;

3) Vidanyx, Agreement 3757, for the provision of a cloud-based child advocacy center video management software subscription in the estimated annual amount of $3,400;

4) Children’s Advocacy Centers of California, Agreement 4071, for the ongoing support of Collaborate Case Tracking Software by Network Ninja for the Child Advocacy Center’s required case tracking program;

5) Lexipol, LLC, Agreement 87 (043-S1611), for policy manual update guidance based on the latest changes in federal and state statutes, regulations, best practices and case law in the estimated annual amount of $3,200;

6) Accurint, Agreement 998 (581-S1210), to conduct public and commercial database searches for attorneys and investigators, at an estimated annual amount of $10,080;

7) Dreamhost, LLC, Agreement 5583, for website hosting services and domain registration in the estimated annual amount of $1,870;

8) Storyblocks, Agreement 5639, for access to stock web-based video, image, and sound effects download subscription in the estimated annual amount of $480;

9) Karpel Computer Systems, Agreement 6126, for Microsoft Office and M365 licenses in the estimated annual on-going amount of $42,210; and

10) Karpel Computer Systems, Agreement 4038, for Case Management System on-going support costs in the estimated annual amount of $51,400.

 

FUNDING: General Fund and Non-General Fund / Children's Advocacy Centers of California / California Office of Emergency Services Grant Award.

 

Body

DISCUSSION / BACKGROUND

In accordance with Board Policy C-17, departments are required to obtain authorization from the Board of Supervisors to utilize any contract that does not have a stated contract term on an annual basis.  The District Attorney's Office has Board-approved contracts with TransUnion, the Department of Justice, Vidanyx, Children’s Advocacy Centers of California, Lexipol, Accurint, Dreamhost, Storyblocks, and Karpel which do not have stated contract terms and is recommending the Board authorize the continued use of these agreements.

 

TransUnion Risk and Alternative Data Solutions, Inc. - Since January 2015, the District Attorney Office has contracted with TransUnion for a TLOXP access subscription for the purpose of investigative research. The estimated annual amount of Agreement 139 is $2,040.

 

Department of Justice - Since March 2005, the District Attorney's Office has contracted with the State of California Department of Justice (DOJ) who provides laboratory analysis of blood and urine samples for drugs and alcohol, a breath alcohol testing program, training and retraining of staff, and other administrative and logistical support of field breath alcohol tests. The cost of services is $35 per subject tested, and the District Attorney's Office estimates the total annual cost of $36,000.

 

Vidanyx  Since April, 2019, the department has contracted with Vidanyx.  Vidanyx is a cloud-based video storage system specifically built for Child Advocacy Centers to ensure video files of forensic interviews are stored and shared securely with encrypted files to ensure proper confidentiality for families served by Child Advocacy Centers.  The annual estimated cost of $3,400 for the system is covered through the California Office of Emergency Services Child Advocacy Center (KC) Grant award.

 

Children’s Advocacy Centers of California (CACC) - Since June, 2019, the department has contracted with CACC, a program of CALICO, for use of the Network Ninja Collaborate Software. Network Ninja provides the Collaborate Software subscription and license for child advocacy center data tracking software, which ensures appropriate collection and tracking of program data needed for accreditation.  The cost for this subscription service is sponsored by grant funds issued from the National Children's Alliance to the Children's Advocacy Center of California (CACC) as outlined in the attached letter from the Children's Advocacy Centers of California, also known as the Calico Center. At this time, the subscription and license are provided at no cost to the County.

 

Lexipol, LLC -  The District Attorney's Office has contracted with Lexipol since June 2008 to provide updates to the District Attorney's policy manual that was previously developed by Lexipol.  This online subscription includes urgent updates to change policy as a result of precedent setting court decisions, urgent legislation or extraordinary incidents in the field, changes and updates the District Attorney wishes to make throughout the year, and Lexipol's recommended changes and updates based on case law, legislation and legal experience.  The estimated annual subscription cost for this customizable law enforcement policy manual is $3,200.

 

Accurint - The District Attorney's Office has contracted with Accurint (LexisNexis Risk Data Management) beginning in November, 2008. This subscription allows ten staff to conduct public and commercial data base searches for attorneys and investigators, at an annual cost of $10,080 ($840/month).

 

Dreamhost, LLC - The Board authorized the department to enter into a web-based agreement with Dreamhost LLC in March 2021, through the means of an auto-renewal subscription. Dreamhost, LLC is an online agency that provides Website Hosting services. They also offer support, access to servers of higher capabilities, and allow the department to monitor and implement the services needed for their web presence.  An additional component to the website hosting support is domain registration. The District Attorney’s Office currently has a total of four websites for which the annual hosting service and domain registration fees are estimated amount of $1,870.

 

Storyblocks - In April 2021, the Board authorized the department to enter into a perpetual web-based agreement with Storyblocks, through the means of an auto-renewal subscription. This company provides stock, royalty-free video, image and sound effects available for downloads, as well as access to a video editing tool, which aids the department with in-house productions for outreach, trainings and presentations. The estimated annual amount for the subscription is $480.

 

Karpel (M365) - In November 2021, the Board authorized the department to enter into a perpetual software agreement with Karpel for the procurement of (75) Microsoft Office/M365 licenses, as well as one-time cost for migration services from G-Suite to M365. Since the department already had an active agreement with Karpel for Case Management software, it was reasonable to have Karpel also provide the M365 migration. Per agreement 6126, the estimated annual on-going costs for the (75) licenses is $42,210.

 

Karpel (Case Management) - In April 2019, the Board of Supervisors approved the replacement of existing case management systems for the District Attorney’s Office and the Public Defender’s Office, moving to a consolidated, single database cash management system by Karpel Solutions, which is able to provide a comprehensive, modern system able to meet the business needs of both departments. The District Attorney’s Office has implemented Prosecutor by Karpel, a case management system that allows statewide data sharing, automated workflow, in-court processing screens, evidence training, case reporting, and 24-hour support.  The District Attorney’s Agreement #4038 has an anticipated annual program support cost of $51,400. The continuation of Karpel agreement #4038 is recommended based on the high quality product and support provided for the Karpel Case Management systems.

 

ALTERNATIVES

If the Board does not approve the continued use of these agreements, the District Attorney's Office would be unable to perform the related services that are integral to the investigation and prosecution of criminal cases as well as having limited resources for outreach, education and victim assistance.

 

PRIOR BOARD ACTION

19-0931 - Approval of the District Attorney’s perpetual agreements in June 2019.

20-0736 - Approval of the District Attorney’s perpetual agreements in June 2020.

21-0379 - Approval of the District Attorney’s, Public Defender’s, and Information Technologies perpetual Karpel agreements in April 2021.

21-0941 - Approval of the District Attorney’s perpetual agreements in June 2021.

21-1766 - Board approved and authorized the PA to execute Karpel agreement 6126 for Microsoft Office/ M365 licenses and migration services.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

Procurement & Contracts

 

CAO RECOMMENDATION / COMMENTS

Approve as recommended.

 

FINANCIAL IMPACT

There is no change to net county cost.  Sufficient appropriations are included in the District Attorney's Fiscal Year 2022-23 budget.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

N/A

 

STRATEGIC PLAN COMPONENT

Public Safety

 

CONTACT

Vern Pierson, District Attorney