To: Board of Supervisors
Department or Agency Name(s): Sheriff’s Office
Staff Name and Phone Number: Colette Owens, 565-3149 & Amy Talley, 565-4664
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Agreement for Maintenance of Fingerprint Identification Equipment
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Recommended Action:
Recommended action
A) Authorize the Sheriff-Coroner to execute an Agreement with Thales DIS USA, Inc. for the maintenance of the County’s new and existing fingerprint identification equipment for the period July 1, 2025, through June 30, 2026, in an amount not to exceed $349,894.
B) Authorize the Sheriff-Coroner to sign amendments to extend the Agreement for two additional one-year terms, for an estimated cost of $367,389 for the second year and $385,758 for the third year, excluding any agreed upon third-party costs, for a potential maximum contract total of $1,180,000.
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Executive Summary:
The Sheriff’s Office utilizes fingerprint identification systems critical for law enforcement operations, including suspect identification and coordination with state and federal databases. Vehicle Code Section 9250.19 permits the collection of additional fees during vehicle registration to fund such systems. Thales DIS USA, Inc. is currently providing maintenance services for the existing equipment and possesses the requisite expertise to ensure reliability and performance. This agreement will ensure uninterrupted maintenance support for a one-year term, with the option to extend for two additional years, for a potential contract maximum of $1,180,000 through June 30, 2028.
Discussion:
Vehicle Code Section 9250.19 authorizes the Board of Supervisors to increase the vehicle registration fees by $1.00 for each vehicle registered or renewed by Sonoma County residents. The Board of Supervisors approved this fee on June 2, 1998. The fees are required to be used exclusively for programs that enhance the capacity of local law enforcement to provide automated mobile and fixed location fingerprint identification systems. These systems are used by all law enforcement agencies in Sonoma County and managed by the Sheriff’s Office. These assets include automated fingerprint identification and related systems that allow users to capture high quality fingerprints, access fingerprints from a local database, capture fingerprints in the field, and upload prints to State and Federal Dept. of Justice databases, as required by law. The system includes the following components: live scan fingerprint devices (Livescan), automated fingerprint identification archive (CAFIS), remote fingerprint input terminals, handheld fingerprint identification devices used by law enforcement in the field, and a booking system that maps booking photos to automated fingerprints. All these systems interact together with the various databases. All the equipment and software for these systems were purchased from Gemalto-Cogent, Inc. (now Thales DIS USA, Inc.) using special revenue DMV ID Funds. The Fund is governed by a Remote Access Network Board (RAN Board), defined in the discussion below. All services under the proposed Agreement will be paid for with DMV ID funds.
RAN Board Members
The RAN Board is charged with regulating the use of Vehicle Code Section 9250.19 funds and making identification system recommendations to the Sonoma County Board of Supervisors. Penal Code Section 11112.4(b) specifies that “each RAN Board shall be composed of seven members, as follows: a member of the board of supervisors, the sheriff, the district attorney, the chief of police of the Cal-ID member department having the largest number of sworn personnel within the county, a second chief selected by all other police chiefs within the county, a mayor elected by the city selection committee, established pursuant to Section 50270 of the Government Code, and a member-at-large chosen by the other members.” The current RAN Board membership is as follows: Sonoma County Sheriff-Coroner Eddie Engram; Chief John Cregan, Santa Rosa Police Department; Director Tim Mattos, Rohnert Park Department of Public Safety; Director Dan Fruchey, Sonoma County Information Systems; Carla Rodriguez, Sonoma County District Attorney; Mayor at Large Kevin McDonnell-City of Petaluma; and the Board’s Criminal Justice Liaison, Supervisor David Rabbitt.
Agreement for Maintenance of Fingerprint Identification Equipment
The Sheriff’s Office is requesting authorization to execute the proposed Agreement with Thales DIS USA, Inc. Given the specialized nature of the fingerprint identification equipment, continuity in maintenance services is essential. Thales’ familiarity with the system positions them uniquely to provide the services efficiently. County Purchasing has approved a sole source waiver for this procurement.
This Agreement provides for the preventative maintenance and support of the County’s fingerprint archive system. The system’s function includes electronic storage of the County’s fingerprints, mandated sharing of fingerprints with State and Federal fingerprint archives, providing searching capabilities to officers in the field, and inmate identity confirmation during intake and release processes. These functions are critical, time sensitive, and must occur with minimal interruptions for law enforcement and detention personnel who depend on the system. This equipment must maintain functionality 24 hours a day, 7 days a week. Contracted support from the vendor is the best way to ensure uninterrupted operation.
The current maintenance agreement expires on June 30, 2025. The new Agreement for Maintenance of Fingerprint Identification Equipment will have a term from July 1, 2025, to June 30, 2026, for an amount not to exceed $349,894, for the first year. The Agreement contains options to extend for two additional one-year terms. The estimated cost of these extensions is expected to be $367,389 for the second year and $385,758 for the third year, excluding any agreed upon third-party costs (such as subscription and licensing fees). The Sheriff’s Office will consult with County Counsel prior to executing any options to extend. The actual increases will be evaluated against the current technology market rates.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
The Board has approved agreements for fingerprint identification equipment maintenance since 2005, most recently on July 7, 2020, with Gemalto-Cogent, Inc. (now Thales DIS USA, Inc.).
Fiscal Summary
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Expenditures |
FY25-26 Adopted |
FY26-27 Projected |
FY27-28 Projected |
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Budgeted Expenses |
$349,894 |
$367,389 |
$385,758 |
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Additional Appropriation Requested |
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Total Expenditures |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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Fees/Other |
$349,894 |
$367,389 |
$385,758 |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$349,894 |
$367,389 |
$385,758 |
Narrative Explanation of Fiscal Impacts:
All services under the proposed Agreement will be paid for with DMV ID Special Funds; therefore, the project has no impact on the County’s General Fund. The appropriations and related expenditures for the DMV ID fund are included in the Sheriff’s FY 25-26 Adopted Budget and will be included in the FY 26-27 and FY 27-28 Recommended Budgets if the option to extend is utilized. The current DMV fund balance is $2,369,000. DMV fund revenue averages $520,000 per year.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
All services under the proposed Agreement will be paid for with DMV ID Special Funds; therefore, the project has no impact on the County’s General Fund. The appropriations and related expenditures for the DMV ID fund are included in the Sheriff’s FY 25-26 Adopted Budget and will be included in the FY 26-27 and FY 27-28 Recommended Budgets if the option to extend is utilized. The current DMV fund balance is $2,369,000. DMV fund revenue averages $520,000 per year.
Attachments:
Fingerprint Identification Equipment Maintenance Agreement
Related Items “On File” with the Clerk of the Board:
Gemalto-Cogent Fingerprint ID Equipment Maintenance Agreement