Title
Sheriff's Office recommending the Board:
1) Make findings that the provision of management of inmate communication services in the Placerville and South Lake Tahoe Jails provided by the Contractor are in the public’s best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the provision of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B);
2) Approve and authorize the Chair to sign Amendment III to Agreement 4379 with Praeses exercising the right to an additional four year term of January 15, 2024 to January 14, 2028 and increasing the compensation amount by $180,000 for a total not-to-exceed amount of $360,000, to provide management of inmate communication services at the Placerville and South Lake Tahoe Jails; and
3) Authorize the Purchasing Agent 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 and Risk Management.
FUNDING: $0 net county cost impact, revenue contract.
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DISCUSSION / BACKGROUND
In 2013, it became necessary for purposes of accountability for the Sheriff’s Office to contract with Praeses to provide management of inmate communication consulting, and revenue reconciliation. In 2013, Praeses had become the new management company of Public Communications Services (PCS), the company that the Sheriff’s Office had initially contracted with to install and collect the communication revenue. PCS and Praeses have specialty skills and equipment that are not expressly identified in County classifications involved in the provision of the work.
Praeses works alongside its clients to provide industry insight, RFP and contract consulting, and ongoing oversight to assist correctional facilities in achieving balance between various communication technologies, compliant rate and fee structures, and accurate recoupment of facility costs. The Agreement allows for the County to maximize collection of revenue from Inmate Communication Service Providers (ICSPs) for a flat monthly fee plus a percentage of the revenues received from ICSPs.
On January 15, 2020, a new Praeses Agreement 4379, was signed by the Purchasing Agent that revised the terms of the 2013 contact and established a new revenue sharing relationship between Praeses and the Sheriff’s Office.
Agreement 4379 was amended a first time on June 23, 2020, to revise the compensation and replace Exhibit A. Amendment I expanded the Scope of Services to include consulting and market intelligence on the Sheriff's Office Commissary system (Keefe Inc. is the Sheriff's Office Commissary System provider) which serves as the database where deposits on inmates accounts are tracked and where canteen items sold to inmates (examples would be candy bars, top ramen, and toiletries) are accounted.
On March 9, 2021, Agreement 4379 was amended a second time to revise compensation and extend the term from January 15, 2020, to January 14, 2024.
This Amendment III is to exercise the right to an additional four year term of January 15, 2024 to January 14, 2028 and increase the compensation amount by $180,000 for a total not-to-exceed amount of $360,000. Amendment III also amends Conflict of Interest language and adds Exhibit B as required by state law.
ALTERNATIVES
The Board could choose to not authorize Amendment III and direct the Sheriff's Office to find another vendor, however, that would cause a disruption in services and the Jails would be without an Inmate Communications management provider for an extended period of time.
PRIOR BOARD ACTION
03/09/2021 Legistar Item 21-0219
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no Net County Cost associated with this item. It is a revenue generating agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Please forward one fully executed original to the Sheriff's Office for distribution.
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Undersheriff Bryan Golmitz