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Consent-Law & Justice Services # 17.
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| Board of Supervisors |
Sheriff-Coroner/Public Administrator |
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| Subject |
| Adopt budget resolution in the amount of $28,104 using the Civil Automation Trust fund balance to increase appropriations for the purchase of a Civil Software File Status Module and the first year of maintenance and approve amendment to the 2021-22 Authorized Equipment List for purchase of the fixed asset. (No general fund impact) (Lopez/Johnson) |
| Recommended Action |
- Adopt budget resolution in the amount of $28,104 using the Civil Automation Trust fund balance to increase appropriations for the purchase of a Civil Software File Status Module and first year of maintenance; and
- Approve amendment to the FY 2021-22 Authorized Equipment List allowing the purchase of the fixed asset.
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| Strategic Plan Goal(s) |
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Safe Communities |
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| Reason for Recommended Action/Background |
The Sheriff’s Office Civil Section conducts duties that include recording, tracking and storing of data and information related to personal and real property levies, temporary restraining orders, civil bench warrants, and Deputy Services. These duties also include accounting functions relating to the collection of garnishments determined by the California State Courts and the issuing of payment to creditor-owed monetary judgments. To perform such functions, the Sheriff’s Office utilizes Teleosoft’s Civil Management Solution, CountySuite. The Yolo County Board of Supervisors approved the Civil Software Replacement Project, and the purchase of CountySuite on May 19, 2020.
The Purchase Agreement contained a provision that allowed the option to install a File Status Module should the Sheriff’s Office wish to pursue the option in the future. This module supports online portal-based access, allowing for the public to query files, track their case status, and retrieve documents. Purchase of the module will allow the Sheriff’s Office to better serve the public by making selected Civil Section functions available outside of the normal business hours, instead of requiring an in-person phone call or office visit.
Purchase price for the module is $23,420. The module will require an additional $4,684 in yearly maintenance fees, which will be prorated based on the go live date.
The Sheriff’s Office is paying for the upgrade project with Civil Automation Funds, which are monies allocated for the implementation, purchase, and maintenance of auxiliary equipment and furnishings for automated systems or other necessary equipment as authorized by Government Code 26731(b). |
| Collaborations (including Board advisory groups and external partner agencies) |
| During the evaluation process, the Sheriff’s Office invited representatives from County Purchasing to attend vendor presentations. Once the CountySuite system was determined to be the best solution, the Sheriff’s Office coordinated with the County Information Technology Department to determine existing hardware availability and compatibility. County Purchasing assisted with the negotiation of contract terms, and County Counsel approved the Agreement and Resolution as to form. |
| Competitive Bid Process |
| The Sheriff’s Office used the piggyback process by means of Sacramento County’s contract with Teleosoft in lieu of a competitive bid process. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
| There is no associated cost to the County by approving the budget resolution. The Sheriff’s Office will use Civil Automation Trust monies to fund 100% of the Civil Software File Status Module. The total cost of the project is $28,104, which includes the software/implementation at $23,340 and annual maintenance at $4,684 which will be pro-rated once the system has been fully implemented. |
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