To: Board of Supervisors
Department or Agency Name(s): Sheriff’s Office
Staff Name and Phone Number: Colette Owens, 565-3149
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Second Amendment to Fingerprint Identification Equipment and Software Upgrade Agreement
End
Recommended Action:
Recommended action
Authorize the Sheriff to execute the Second Amendment to the Agreement for Fingerprint Identification Equipment and Software Upgrade Agreement with Thales DIS USA, Inc, to add to the scope of work and increase the not-to-exceed amount from $1,557,011 to $1,930,003 for the full four-year term.
end
Executive Summary:
This request authorizes the Sheriff to amend the existing Agreement to update and maintain the County’s current automated fingerprint system and equipment used by all law enforcement agencies in Sonoma County. The automated fingerprint system is paid for with Vehicle Code Section 9250.19 funds and does not have any impact on the County’s General Fund. If approved, this Second Amendment will allow for additional technology upgrades, equipment, and enhancements that have become necessary throughout the deployment of the original project. In order to complete the project, the proposed Second Amendment is required and will increase the original Agreement amount by $372,992.
Discussion:
Vehicle Code Section 9250.19 authorizes the Board of Supervisors to increase 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 must be used exclusively for programs that enhance the capacity of local law enforcement to provide automated mobile and fixed location fingerprint identification. This system is used by all law enforcement agencies in Sonoma County and is managed by the Sonoma County Sheriff’s Office (SCSO). The fees collected under the Vehicle Code Section 9250.19 are held in a County special revenue fund (DMV ID Fund) which is also managed by the SCSO.
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 (live scan), 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 was 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.
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. Section 9250.19 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; Division Director Dan Fruchey, Sonoma County Information Systems; Chief 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
On July 7, 2020, the Board authorized the Sheriff to execute an Agreement with Gemalto-Cogent to upgrade and replace the County’s existing equipment for the fingerprint Identification equipment and software system using DMV ID Special Funds. The Original Agreement for Fingerprint Identification Equipment and Software Upgrade services was approved by the Board on July 7, 2020. A two-year Agreement for Fingerprint Identification Equipment and Software Upgrade services with Gemalto, Inc. (now Thales DIS USA, Inc.) was executed for $1,002,853, and then amended in 2022 to increase this total to $1,557,011.
During the most recent phase of the project the need for two modifications to the Statement of Work (SOW) arose to complete and implement all necessary project components. The first is a User Acceptance Testing (UAT) Environment. The use of a UAT environment is an industry standard that Sonoma County has been lacking. The UAT environment will help develop and speed up the process for new system upgrades/changes without putting the production environment at risk. The UAT will be used to deploy and test system changes before deployment of production equipment.
The second modification needed is the Cogent Automated Biometric Identification System (CABIS) workstations hardware replacement. The workstations were last replaced in 2017 and have reached their end-of-life expediency and require replacement. The workstations allow agencies’ forensic examiners to perform various tasks for processing, editing, searching, retrieving, and storing fingerprints, palm prints and subject records.
At its annual meeting on May 1, 2023, the RAN Board approved the additional modifications needed to complete the project at a cost of $372,992. The additional cost includes $116,848 of contingency that will only be used in the event of unforeseen programing or compatibility issues with the technology, interfaces, or installation of equipment. All services under the entire Agreement (including the amendments) will be paid for with DMV ID Special Revenue Funds; therefore, the completion of this project has no impact on the County’s General Fund. Board approval will allow the Sheriff’s Office to execute the proposed Second Amendment to the Agreement with Thales DIS USA, Inc. to complete the upgrade project.
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 and software upgrades since 2005, most recently on July 7, 2020, with Gemalto-Cogent, Inc. (now Thales DIS USA, Inc.). The Board approved an amendment to this Agreement on May 24, 2022.
Fiscal Summary
|
Expenditures |
FY 23-24 Adopted |
FY24-25 Projected |
FY 25-26 Projected |
|
Budgeted Expenses |
$372,992 |
|
|
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$372,992 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
$372,992 |
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$372,992 |
|
|
Narrative Explanation of Fiscal Impacts:
The proposed action will not have any impact to the County General Fund. The full amount of $372,992 being proposed in the Second Amendment will be funded by the DMV ID Special Fund. The funds have been included in the Sheriff’s Office FY 23-24 Adopted Budget.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
2023 Second Amendment Fingerprint Identification Equipment and Software Upgrade
Related Items “On File” with the Clerk of the Board:
Gemalto-Cogent Fingerprint ID Equipment & Software Upgrade Agreement and First Amendment.