The URL can be used to link to this page

Home My WebLink AboutDoc 530 - Agrmt - Jail Mgmt System1 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 J (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of December 19, 2011 DATE: December 13,2011 FROM: Darryl Nakahira Department: Sheriffs Office Phone#: 617-3369 TITLE OF AGENDA ITEM: Consideration of Board Signature of Docurnent 2011-530, a Deschutes County Services Contract. This contract is between Deschutes County, by and through its Sheriff s Office, and Colossus Inc, dba InterAct Public Safety Systems. PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: In September 2009, the Sheriffs Office received notice that County LT. would no longer support and maintain the current jail management computer system at the Deschutes County Adult Jail. As a result, the Sheriff s Office was forced to begin the process to replace the current system. The Sheriffs Office hired a consultant to develop a Request for Proposal for a new Jail Management Computer System, completed the RFP process and awarded the contract to InterAct Public Safety Systems. InterAct Public Safety Systems has the ability to support future requirements through expansions instead of total systems replacement, utilizes a database technology that is user-friendly, and provides an extensive reporting system for the production of both "defined, pre-programmed" and "ad hoc" reports. The Sheriffs Office expects that InterAct Public Safety Systems will be able to meet the adult jail management computer system needs for many years to corne. FISCAL IMPLICATIONS: Total payment for installation and training will be $170,805.00. The Sheriff s Office will make payments as each of six defined milestones is completed. The last milestone is "Final Acceptance." The contract includes a one-year warranty period, which will begin once the system is fully operational. The term of the contract shall include five years of systems maintenance beginning after the expiration of the warranty period. RECOMMENDATION & ACTION REQUESTED: Approve and sign Service Agreement 2011-530. ATTENDANCE: Darryl Nakahira, Sheriffs Office Legal Counsel Capt Mike Espinoza, Deschutes County Adult Jail DISTRIBUTION OF DOCUMENTS: Call Pat Davis, Sheriff s Office Legal Assistant, x3367, when 1 original is ready for pick up. DESCHUTES COUNTY DOCUMENT SUMMARY Date: December 13, 2011 Department: Sheriff s Office Contractor/Supplier/Consultant Name: Colossus, Inc dba InterAct Public Safety Systems Contractor Contact: Deidre Chaney Contractor Phone: 225-717-5290 Type of Document: Services Contract Document 2011-530 Goods and/or Services: A services contract to provide a "Jail Management System" (records management system) at the Deschutes County Adult Jail. Background & History: Historically, the jail has had two Jail Management Systems that were both developed and implemented by the corrections staff and County I.T. The first jail management system (ARID) was developed and implemented in 1991. In 1997, the Sheriff's Office, including the jail, 911, local law enforcement, and fire agencies completed a process to purchase a new regional computer system. After research and debate, it was determined Deschutes County I.T. would develop and maintain systems for each discipline. The second and current jail computer system (JIMS) was a new in-house system implemented in 1999. In September 2009, the Sheriff's Office received notice that County I.T. would no longer support and maintain the current system. The Sheriff's Office hired a consultant to develop a Request for Proposal for a new Jail Management Computer System, completed the RFP process and awarded the contract to InterAct Public Safety Systems. InterAct Public Safety Systems will have the ability to support future requirements through expansions instead of total systems replacement, utilize a database technology that is user friendly, and provide an extensive reporting system for the production of both "defined, pre programmed" and "ad hoc" reports. Agreement Starting Date: December 19, 2011 Ending Date: The contract includes a one-year warranty period, which will begin once the system is fully operational. The term of the contract shall include five years of systems maintenance beginning after the expiration of the warranty period. Annual Value or Total Payment: Total payment for installation and training will be $170,805.00. The Sheriffs Office will make payments as six defined milestones have been met. The final milestone is "Final Acceptance." It is anticipated that the system will be implemented and "go live" within 8 weeks, once the project begins. The Sheriff's Office will start paying warranty and maintenance costs at the time of acceptance, which is after the final project and deliverables review. IZl Insurance Certificate Received (check box) Insurance Expiration Date: 711/2012 Check all that apply: IZI RFP, Solicitation or Bid Process o Informal quotes «$150K)o Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2 .37) Funding Source: (Included in current budget? 0 Yes IZI No The Capital Outlay and Appropriations Transfer from Contingency was submitted and approved in August, 2011. Is this a Grant Agreement providing revenue to the County? 0 Yes IZI No I Sheriffs Approval: 1z,-/9/(. Date Distribution of Document: Call Pat Davis, Sheriffs Office Legal Assistant, x3367, when 1 original is ready for pick up. Departmental Contact: Capt. Mike Espinoza, 617-3378 Roger Dosier, Sheriffs Office LT. Manager, 617-3390 Official Review: County Signature Required (check one): IZI BOCC 0 Department Director (if <$25K) o Administrator (if>$25K but <$150K; if>$150K, BOCC Order No. ____-') l egal Review Datef)w.,4-~ 1;),, / 10 1ld Document Number 2011-530 For Recording Stamp Only DESCHUTES COUNTY SERVICES CONTRACT CONTRACT NO. 2011-530 This Contract is between DESCHUTES COUNTY , a political subdivision, acting by and through the SHERIFF 'S OFFICE (County) and COLOSSUS INCORPORATED dba InterAct Public Safety Systems (Contractor). The parties agree as follows : Effective Date and Termination Date. The effective date of this Contract shall be December 19 , 2011 or the date on which each party has signed this Contract, whichever is later. A one year warranty period shall follow system implementation completion. The term shall include five years of system maintenance beginning after the expiration of the warranty period. Unless extended or terminated earlier in accordance with its terms, this Contract shall terminate when County accepts Contractor's completed performance . This contract Contract termination shall not extinguish or prejudice County 's right to enforce this Contract with respect to any default by Contractor that has not been cured. statemenJ of Work. Contractor shall perform the work described in Exhibit 1. Payment for Work. County agrees to pay Contractor in accordance with Exhibit 1. Contract Documents. This Contract includes Page 1-8 and Exhibits 1, A, B, C, 0, E, 2, 3, and 4. CONTRACTOR DATA AND SIGNATURE Contractor Address: 102 W Third St Ste 750, Winston-Salem, NC 27101 Federal Tax 10# or Social Security #:.sIP ~ 1417~ 7S" Is Contractor a nonresident alien? DYes ~ No Business Designation (check one): ~ Corporation-for profit D Sole Proprietorship D Corporation-non-profit D Partnership D Other, describe A Federal tax 10 number is required to be provided by the Contractor and shall be used for the administration of state , federal and local tax laws . Payment information shall be reported to the Internal Revenue Service under the name and Federal tax 10 number or, if none, the Social Security number provided above. I have read this Contract including the attached Exhibits. I understand this Contract and agree to be bound by its terms. NOTE: Contractor shall also sign Exhibits 3 and 4. G'£'JJ~A-L &u1J~eL T~ ~~}S . ;ZO// Date DESCHUTES COUNTY SIGNATURE Contracts with a maximum consideration of not greater than $25,000 are not valid and not binding on the County until signed by the appropriate Deschutes County Department Head. Additionally, Contracts with a maximum consideration greater than $25,000 but less than $150 ,000 are not valid and not binding on the County until signed by the County Administrator or the Board of County Commissioners . Dated this _ _ _ of ____ _ ___ , 2011 TAMMY BANEY, County Commissioner LARRY -~""""'L.LIoo'7"--.r--' 2011 ANTHONY DeBONE, County Commissioner Attest: ___ ___ ___ ___ _ Recording Secretary ALAN UNGER, County Commissioner Page 1 of 14 -Services Contract No . 2011-530 CONFIDENTIAL DOCUMENTS The agreement referenced herein specifies the terms and conditions under which the product or services are to be provided to Deschutes County. It contains proprietary information and is a confidential document; therefore, the agreement in its entirety is not shown here. Upon approval of all parties, a sealed copy of the agreement will be on file with the Deschutes County Clerk's Office. If there are questions about this protocol or the agreement itself, please contact the Sheriff s Office Legal Counsel at (541) 617-3369.