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Approve 15 Sheriff’s Office expenditure contracts and amendments totaling $6,537,524 and 3 revenue contracts, memorandum of agreements and amendments effective July 1, 2019; Delegate authority to the County Administrator to execute the contracts and amendments, pending County Counsel concurrence, and any future amendments that remain within budgeted appropriations up to 20% of the total contract amount not to exceed $75,000; Authorize the Solano County Sheriff-Coroner or his designee to execute any amendments which are technical or administrative in nature; and Delegate authority to the County Administrator to authorize grant submissions in excess of $75,000 in order to secure funding to maintain and/or restore service levels for existing programs and projects
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Sheriff-Coroner recommends the Board of Supervisors:
1. Approve 15 Sheriff’s Office expenditure contracts and contract amendments totaling $6,537,524 and 3 revenue contracts, memorandum of agreements and amendments effective July 1, 2019;
2. Delegate authority to the County Administrator to execute the contracts and amendments, pending County Counsel concurrence, and any future amendments that remain within budgeted appropriations up to 20% of the total contract amount not to exceed $75,000;
3. Authorize the Solano County Sheriff-Coroner or his designee to execute any amendments which are technical or administrative in nature; and
4. Delegate authority to the County Administrator to authorize grant submissions in excess of $75,000 in order to secure funding to maintain and/or restore service levels for existing programs and projects.
SUMMARY:
The contracts, Memorandum of Agreements (MOAs), and amendments, which are further delineated in Attachment A, represent routine departmental services that equal or exceed $75,000 in compensation, requiring Board approval to continue in accordance with the County Purchasing and Contracting Policy Manual. The total combined increase for the annual and multi-year expenditure contracts and contract amendments is $6,537,524. The FY2019/20 cost of the expenditure contracts and contract amendments is $3,436,943.
FINANCING:
The FY2019/20 Recommended Budget for the Sheriff’s Office operating budget, the Animal Care Services budget, and the Inmate Welfare Fund budget includes sufficient appropriations to cover the anticipated $3,436,943 cost for the 15 expenditure contracts and contract amendments. These contracts and amendments would be funded as follows: $893,414 in General Fund monies; $906,202 in California Public Safety Realignment funds; $1,314,763 County Fees, Contract Services or Other Funds; and $322,564 in Proposition 172 Public Safety Sales Tax revenues. The County’s Standard Contract allows for the County to terminate or amend a contract in the event that funding becomes unavailable to the County during the term of the contract.
The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2018/19 Adopted Budget.
DISCUSSION:
The Sheriff-Coroner is responsible for providing public safety and other services in the county, including patrol, crime investigations, custody of adult offenders, autopsies, death investigations, and indigent burial. The Sheriff-Coroner also oversees the operations of Animal Care Services. The 15 expenditure contracts and contract amendments, and 3 revenue contracts/MOAs and amendments are needed to support jail, law enforcement, coroner and animal care operations. The new contracts and MOAs contain no significant changes from the prior contracts and MOAs. The amendments contain no significant changes to their respective contracts. The amendments merely extend the current respective contracts for up to two additional years, increase the total compensation to reflect FY2019/20 projected expenditures, and where applicable, include a FY2019/20 program budget. Below is a brief description of some of the most significant contracts. The full details and links to all the contracts can be found in Attachment A.
CA Superior Courts
The Sheriff is responsible to provide the Solano County Superior Court with building and perimeter security services funded by Public Safety Realignment funds and the Solano County Superior Courts. The new MOA provides for continued security services.
Idemia Identity & Security USA, LLC.
The County’s current Automated Fingerprint Identification System (AFIS) is nearing end of life and will no longer be supported. On September 12, 2017 the Board approved an agreement with MorphoTrak (now doing business as Idemia Identity & Security USA, LLC) to complete Phase 1 of the comprehensive AFIS replacement plan endorsed by the County’s Remote Access Network (RAN) Board and the County Administrator. After the completion of Phase 1, Phase 2 began, which called for contracted consultants to assist with sole-sourcing the system purchase or issuing an invitation to bid. Based on the negotiated pricing, the consultants recommended sole-sourcing to Idemia. On April 25, 2019, the RAN Board endorsed the recommended lease-purchase agreement. The recommended seven-year lease-purchase agreement provides for the installation of new system hardware and software along with annual maintenance payments. The Sheriff’s Office’s FY2019/20 Supplemental Budget includes the lease-purchase and the County’s Automated Identification Fund and revenues from other agencies from use of the new Automated Biometric Identification System (ABIS) will offset the cost and annual maintenance payments.
Teleosoft, Inc.
The Sheriff’s Office is mandated under Government Code section 26608 to serve all process and notices related to civil matters such as evictions, wage garnishments, and bank levies. The County’s current civil management system, Sirron, will no longer be supported in the coming years. The recommended agreement with Teleosoft will provide a web-based civil management system application that allows staff to perform the civil function, tracking services and capturing and storing document images, and the electronic transfer of original, official court documents. The system also supports field services as the web-based application allows for deputies to access the system while in the field. The County’s Civil Processing Fund will entirely offset the cost of the new system.
Aramark Correctional Services
The County is responsible under Title 15 of the California Code of Regulations with feeding the adult inmates detained in its adult detention facilities. Aramark Correctional Services provides food service to the County adult detention facilities. The current contract will expire on June 30, 2019 and the recommended six-month extension provides for continued mandated services. The request for an additional six months will extend the contract beyond five years; the Sheriff’s Office seeks Board approval to allow for the issuance of an RFP with services effective January 2020. The extension is supported by Central Services Purchasing and County Counsel.
Allied Universal
The Sheriff contracts with several county departments such as Health & Social Services, Probation, General Services and Library to provide security services; however, the Sheriff currently does not have adequate staffing and must contract with a third-party service provider to maintain service levels. Allied Universal provides the Sheriff with unarmed security guard services. The contract amendment provides for continued security guard services and is necessary to meet service requirements. The current contract will expire on June 30, 2019 and the recommended six-month extension provides for continued security guard services. The request for an additional six months will extend the contract beyond five years; the Sheriff’s Office seeks Board approval to allow for the issuance of an RFP with services effective January 2020. The extension is supported by Central Services Purchasing and County Counsel. The Sheriff’s long-range plans include hiring additional Sheriff Security Officers to phase out this contract.
Global-Tel Link
Global Tel*Link Corporation (GTL) provides Solano County with inmate calling services. GTL installed a telephone system in the jail facilities to include software application and hardware components. Inmates may use these phones to call or receive telephone calls to or from their families and friends. The current contract will expire on June 30, 2019 and the recommended six-month extension provides for continued inmate calling services and reinstatement of commission revenue at a rate up to 50% of net sales less taxes. Any commission revenue will be deposited in the Inmate Welfare Fund and will be utilized to provide counseling, educational, spiritual, and recreational services, and other benefits for those in custody. The request for an additional six months will extend the contract beyond seven years; the Sheriff’s Office seeks Board approval to allow for the issuance of an RFP with services effective January 2020. The extension is supported by Central Services Purchasing and County Counsel.
Delegate authority to the County Administrator to authorize grant submissions over $75,000 to secure funding to maintain existing programs and projects
The Sheriff seeks State, Federal, and private grants to support and maintain or restore existing programs and services. In general, grant announcements are issued with short timelines for submission. Delegating authority to approve submission of grant applications to the CAO will allow for maximum flexibility in applying for additional funding, allow for timely grant submission, and help maintain client services. If the grant is awarded, the Sheriff will return to the Board for appropriation of any additional grant funding received.
ALTERNATIVES:
The Board of Supervisors could choose:
1. Not to approve some or all of the contracts, MOAs and amendments; however, this alternative is not recommended as the Sheriff’s Office is not staffed or trained to provide these services, and may result in an interruption of vital and/or mandated services provided to the Sheriff’s Office; and/or
2. To address some or all of these contracts individually; however, this alternative is not warranted as these services are ongoing and routine in nature and are essentially unchanged from year to year and would require the Sheriff’s Office to present individual board agenda items; and/or
3. Not to authorize the Sheriff to approve and execute any additional contract amendments; however, this alternative is not practical as it would require the Sheriff’s Office to request Board approval for routine matters such as minor technical changes. Historically, the Board has granted the Sheriff and other department heads authority over these responsibilities.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved the contracts/MOAs and contract amendments as to form. Human Resources has approved the insurance provisions, and where applicable the hourly provisions for contract employees.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION