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
Third Amendment to Fingerprint Identification Equipment and Software Upgrade Agreement
End
Recommended Action:
Recommended action
Ratify the Third Amendment to the Fingerprint Identification Equipment and Software Upgrade Agreement with Thales DIS USA, Inc., to extend the term one year for a total term of five years, through June 30, 2025, at no additional cost to the not-to-exceed amount of $1,930,003.
end
Executive Summary:
This request ratifies the Third Amendment to the existing Agreement with Thales DIS USA, Inc. 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 Third Amendment extends the Agreement one year for a total term of five years, through June 30, 2025, to allow additional time needed for Thales to complete the already approved projects. There is no additional cost associated with this Third Amendment to the not-to-exceed amount of $1,930,003.
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. The fingerprint identification and software systems are used by all law enforcement agencies in Sonoma County and 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 (Sheriff-DMV ID Fee Fund) which is also managed by the SCSO.
The automated mobile and fixed location equipment 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 systems include 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 DMV ID 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; 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 a two-year Agreement with Gemalto-Cogent (now Thales DIS USA, Inc.) to upgrade and replace the County’s existing equipment for the fingerprint Identification equipment and software system using DMV ID Special Funds for $1,002,853. The Sheriff’s Office conducted a Request for Information (RFI) in 2019 and as a result, concluded that Gemalto-Cogent was the single best vendor to meet the SCSO and community’s needs. After this determination the Sheriff’s Office submitted a Single Source Request and was approved by the County Purchasing Agent.
On May 24, 2022, the Board approved a First Amendment to increase the total to $1,557,011 and add two years to the term to allow for modifications to the scope of work and to allow for additional time needed to complete the projects.
On July 18, 2023, the Board approved a Second Amendment to increase the total to $1,930,003 to allow for needed additional scopes of work to update and maintain the County’s existing automated fingerprint system and equipment.
This Third Amendment to the Agreement with Thales DIS USA, Inc. is needed to extend the time of the Agreement for another year to allow sufficient time for the completion of the upgrade project. The vendor has experienced unforeseen delays and the scope of work identified in the Second Amendment is not yet complete. Delays on two components of the project arose mid-June and it became apparent they would not be completed by the contract expiration date of June 30, 2024. The Sheriff signed the Third Amendment to continue the project and is now submitting a request for ratification from the Board of Supervisors. This Third Amendment only extends the term and does not increase the cost of the total Agreement. 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.
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 amendments to this Agreement on May 24, 2022, and on July 18, 2023.
Fiscal Summary
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Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
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Budgeted Expenses |
$431,628 |
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Additional Appropriation Requested |
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Total Expenditures |
$431,628 |
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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 |
$431,628 |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$431,628 |
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Narrative Explanation of Fiscal Impacts:
The proposed action ratifies a no-cost extension of an existing agreement. Costs associated with the original agreement are included in the Sheriff’s Office FY 24-25 Adopted Budget.
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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):
N/A
Attachments:
2024 Third 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, First Amendment and Second Amendment.