To: Board of Supervisors
Department or Agency Name(s): Sheriff’s Office
Staff Name and Phone Number: Sgt. Gary Lawson, ext. 8297 and Julie Bertoli, ext. 1469
Vote Requirement: Majority
Supervisorial District(s): All
Title:
Title
Fingerprint Identification Equipment and Software Upgrade
End
Recommended Action:
Recommended action
Authorize the Sheriff to execute two Agreements with Gemalto-Cogent, Inc. to upgrade and maintain the County’s existing fingerprint identification equipment and software system.
A) Authorize the Sheriff to execute a two-year Agreement with Gemalto-Cogent, Inc. to upgrade the County’s existing fingerprint identification equipment and software system for the period of July 1, 2020 through June 30, 2022 for an amount not to exceed $1,002,852.
B) Authorize the Sheriff to execute a five-year Agreement with Gemalto-Cogent, Inc. to maintain the County’s new and existing fingerprint identification equipment for the period of July 1, 2020 through June 30, 2025, for an amount not to exceed $838,191.
end
Executive Summary:
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. This system is used by all law enforcement agencies in Sonoma County and managed by the Sheriff’s Office. All services under both proposed Agreements will be paid for with DMV ID funds; therefore, the project has no impact on the County’s general fund. Board approval will allow the Sheriff’s Office to execute two Agreements with Gemalto-Cogent, Inc. to upgrade and maintain the County fingerprint equipment and software system using these special revenue funds.
Discussion:
The Sonoma County Sheriff’s Office (SCSO) operates an automated fingerprint identification County-wide assets used by all local law enforcement agencies in the County. These assets includes 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 (Mobile Ident II) used by law enforcement in the field, and a booking system that maps booking photos to automated fingerprints. All of these systems interact together with various databases. All of the equipment and software for these systems was purchased from Gemalto-Cogent, Inc. using Special Revenue DMV ID Funds. The fees collected under the Vehicle Code Section 9250.19 are held in a County special revenue fund within the Sonoma County Sheriff’s Office (SCSO). This fund is referred to as the DMV ID Fund and is managed by a Remote Access Network Board (RAN Board), defined in the discussion below.
Since 2005 the SCSO, in conjunction with the RAN Board, and in compliance with the Vehicle Code, has implemented a variety of systems that enhance the capacity of local law enforcement to provide automated mobile and fixed location fingerprint identification.
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 follow: 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 Board of Supervisors Criminal Justice liaison for 2019 is Supervisor David Rabbitt.
Background
In February of 2019, The SCSO completed a Request for Information (RFI) for the LiveScan equipment to research and analyze if there were better solutions and/ or products in the current market for the provision of the equipment and services to support this Program. As a result of the RFI process, the SCSO concluded that Gemalto Cogent, Inc. was the single best vendor to meet the SCSO and community’s needs. The RFI process determined that Gemalto Cogent’s combination of hardware and software solutions and customer service were the best fit for Sonoma County agencies’ needs. As a result of this determination on September 3, 2019 the SCSO submitted a Single Source Request to the County Purchasing Agent who approved the request. At its annual meeting on September 9, 2019, the RAN Board voted in favor of funding for the purchase of new and upgraded equipment and the associated maintenance costs included in the scope of the Agreements.
Agreement for Fingerprint Identification Equipment and Software Upgrade
This Agreement includes two phases. The first phase includes replacing all of the County’s 19 Live Scan workstations that were purchased in 2013 and are at the end of life. The workstations are located at various sites throughout the County and are used by all law enforcement agencies. Live Scan workstations are digital fingerprint scanners that operate with a computer, camera and monitor. Live Scan equipment electronically transmits fingerprints and photographs to the Cal-ID system for criminal or applicant identification.
The second phase of the Agreement includes the purchase of servers that also have reached their end of life. These servers were last replaced in 2013 and 2014. The servers operate transactions and manage storage and backup for the Live Scan workstations and Sonoma County’s Automated Fingerprint Identification System. Phase two also includes the replacement of 15 mobile identification units that will be distributed to Sonoma County law enforcement agencies to capture and send digital fingerprints from the field to the Cal-ID system. The mobile identification unit improves officer safety and misidentification in the field by performing quick identification checks through the Cal-ID system. This project is scheduled to be completed by the end of FY 20-21; however, the proposed Agreement has an ending date of June 30, 2022 to allow for minor changes and/or unforeseen programing, implementation, or coordination issues. The proposed Agreement has a not to exceed amount of $1,002,852.
Agreement for Maintenance of Fingerprint Identification Equipment
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 Jun 30, 2020. The new Agreement for Maintenance of Fingerprint Identification Equipment will have a term from July 1, 2020 to June 30, 2025, for an amount not to exceed $838,191.
All services and equipment under both proposed Agreements 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 20-21 Recommended Budget. The current DMV fund balance is $2,725,378. DMV fund revenue averages $509,375 per year. The proposed maintenance agreement includes current equipment Year 1 through 5, and new equipment being installed under the upgrade equipment agreement Year 2 through 5. The new equipment will be maintained at no cost for a warranty period of one year. The five-year agreement costs include a not to exceed annual price increase of 3%. The maintenance cost is as follows: Year 1 ($179,598); Year 2 ($76,018); Year 3 ($188,451); Year 4 ($194,105), Year 5 ($199,928), for a total cost not to exceed $838,101. All expenses will be offset with DMV ID Special Funds. Current Special Fund balance will cover the cost of both Agreements. New Special Fund revenue will be used for future upgrade projects.
Prior Board Actions:
Fiscal Summary
|
Expenditures |
FY 19-20 Adopted |
FY20-21 Projected |
FY 21-22 Projected |
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Budgeted Expenses |
|
$1,182,450 |
$76,018 |
|
Additional Appropriation Requested |
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Total Expenditures |
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$1,182,450 |
$76,018 |
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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 |
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Use of Fund Balance |
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$1,182,450 |
$76,018 |
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Contingencies |
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Total Sources |
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$1,182,450 |
$76,018 |
Narrative Explanation of Fiscal Impacts:
No impact to General Fund. All expenses will be offset with DMV ID special funds. Current special revenue fund balance will cover the cost of both Agreements. Use of special revenue fund balance is derived from Vehicle Code user fees. New revenue will be used for future upgrade projects.
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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:
1. Agreement for Fingerprint Identification Equipment and Software Upgrade with Gemalto-Cogent, Inc.
2. Agreement for Maintenance of Fingerprint Identification Equipment with Gemalto-Cogent, Inc.
Related Items “On File” with the Clerk of the Board: