File #: 22-1530    Version: 1
Type: Agenda Item Status: Approved
File created: 8/17/2022 In control: Board of Supervisors
On agenda: 9/20/2022 Final action: 9/20/2022
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.
Attachments: 1. A - Sheriff TracNet Contract # 6368.pdf, 2. B - Sheriff TracNet #6368 Blue Route.pdf, 3. Executed Agreement for Services 6368

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.

...body

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