Consent-Law & Justice Services # 28.
Board of Supervisors
Sheriff-Coroner/Public Administrator
- Meeting Date:
- 05/07/2024
- Brief Title
- Approval of Public Safety Software Consulting Services Contract
From:
Tom A. Lopez, Sheriff-Coroner-Public Administrator, Yolo County Sheriff's Office
Staff Contact:
Matthew Davis, Undersheriff, Yolo County Sheriff’s Office, x5395
Supervisorial District Impact:
Countywide
Subject
Approve contract with National Public Safety Group (NPSG) in the amount of $431,375 for the provision of consulting services related to the selection, procurement, and implementation of public safety software, hardware, and systems related to the Records Management and Jail Management System (RMS/JMS) Project. (No general fund impact) (Lopez/Davis)
Recommended Action
Approve contract with NPSG in the amount of $431,375 for the provision of consulting services related to the selection, procurement, and implementation of public safety software, hardware, and systems related to the RMS/JMS Project.
Strategic Plan Goal(s)
 |
Safe Communities |
Reason for Recommended Action/Background
The Sheriff’s Office generates documents and information from performing law enforcement duties, which include crime reports, arrest reports, citations, warrants, registration records, and field interviews. Currently, the Sheriff’s Office is utilizing the Records and Jail Management Systems from CentralSquare Technologies (formerly Tiburon, Inc.) to electronically record, track, and store this data and manage day to day jail processes. Several mandated changes in arrest reporting and data storing, as well as operational changes related to legislation and new construction at the Yolo County Detention Centers have occurred since the initial implementation of the RMS/JMS in 2004. These changes require the RMS/JMS to be able to report and analyze information at greater detail, which the current system is unable to perform.
On November 5, 2019, the Board of Supervisors approved the RMS/JMS upgrade project to obtain a new system that provides a solid offender management solution with functionality and flexibility to adapt to the dynamic needs of arrest reporting, incarceration, and rehabilitation in California. The Recommended Action included the approval of a contract with CentralSquare Technologies for the provision of a new Inform Enterprise Records and Jail Management System. However, the software that was developed by CentralSquare ultimately did not meet the needs of the Sheriff's Office. Therefore, the Sheriff's Office has determined there is a need for consulting services to provide independent and non-biased input in review of the existing RMS/JMS system, propose changes to the system or operational practices to increase organizational effectiveness, assist with procurement during a Request for Proposals (RFP) process, and provide project implementation management. NPSG has been selected as a vendor for these services and will provide a needs assessment, RFP consulting, and project management under the proposed agreement.
Because the maximum compensation under this agreement exceeds the Purchasing Manager's signing threshold, Board approval of the contract is now requested.
On November 5, 2019, the Board of Supervisors approved the RMS/JMS upgrade project to obtain a new system that provides a solid offender management solution with functionality and flexibility to adapt to the dynamic needs of arrest reporting, incarceration, and rehabilitation in California. The Recommended Action included the approval of a contract with CentralSquare Technologies for the provision of a new Inform Enterprise Records and Jail Management System. However, the software that was developed by CentralSquare ultimately did not meet the needs of the Sheriff's Office. Therefore, the Sheriff's Office has determined there is a need for consulting services to provide independent and non-biased input in review of the existing RMS/JMS system, propose changes to the system or operational practices to increase organizational effectiveness, assist with procurement during a Request for Proposals (RFP) process, and provide project implementation management. NPSG has been selected as a vendor for these services and will provide a needs assessment, RFP consulting, and project management under the proposed agreement.
Because the maximum compensation under this agreement exceeds the Purchasing Manager's signing threshold, Board approval of the contract is now requested.
Collaborations (including Board advisory groups and external partner agencies)
Yolo County Counsel has reviewed the contract and has approved as to form. Purchasing has consulted on the use of obtaining pricing based on the "piggyback" contracting method.
Competitive Bid Process/Vendor Performance
A competitive bid was not used for vendor selection; the Yolo County Sheriff's Office obtained pricing through the use of an existing public contract with the San Bernadino County Sheriff's Office for similar services and terms.
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 431,375
- Amount budgeted for expenditure:
- $ 431,375
- Additional expenditure authority needed:
- $ 0
- On-going commitment (annual cost):
- $
Source of Funds for this Expenditure
- FY24 Budgeted Small/Rural
- $431,375
Further explanation as needed:
There is no associated cost to the County by approving the recommended action. The Sheriff’s Office will use Small and Rural County Law Enforcement Local Assistance monies to fund 100% of the project. Sufficient funding exists in the Approved FY 2024 budget due to unspent encumbrance for the initial RMS/JMS upgrade project.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Matt Davis | Matt Davis | 04/24/2024 08:51 AM |
| Tom Lopez | Tom Lopez | 04/24/2024 09:04 AM |
| Financial Services | Laura Liddicoet | 04/29/2024 08:51 AM |
| County Counsel | Phil Pogledich | 04/29/2024 09:15 AM |
| Berenice Espitia | Berenice Espitia | 04/30/2024 10:14 AM |
- Form Started By:
- Selena Hobbs
- Started On:
- 04/18/2024 01:40 PM
- Final Approval Date:
- 04/30/2024