REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
March 26, 2024
FROM
SHANNON D. DICUS, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Amendment to Contract with Forensic Logic, LLC, a Wholly Owned Subsidiary of SoundThinking, Inc., for CrimeTracer System Subscription and Maintenance Services
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RECOMMENDATION(S)
Recommendation
Approve Amendment No. 6 to Contract No. 18-741, including a non-standard term, with Forensic Logic, LLC, a wholly owned subsidiary of SoundThinking, Inc., for the continued provision of licensed software subscription and maintenance services of the CrimeTracer system, increasing the total contact amount by $119,400, from $1,045,722 to $1,165,122, and extending the contract term by one year, for a new contract period of November 1, 2018 through March 31, 2025.
(Presenter: Ernie Perez, Deputy Chief, 387-3760)
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COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The total increased cost of $119,400 for CrimeTracer subscription and maintenance services is included in the Sheriff/Coroner/Public Administrator’s (Department) existing 2023-24 budget (4430001000).
BACKGROUND INFORMATION
Since 2012, the Department has contracted for proprietary hardware and software development, upgrades, and maintenance of the COPLINK system. In January 2022, Forensic Logic, LLC (Forensic Logic), the developer of the COPLINK system, was acquired by, and became a wholly owned subsidiary of, Shotspotter, Inc. (Shotspotter). In April 2023, Shotspotter changed its company name to SoundThinking, Inc. (SoundThinking) and rebranded COPLINK as CrimeTracer. CrimeTracer provides detectives with access to over one billion criminal justice records and provides cross-jurisdictional information sharing and analysis over a highly secure web-based platform.
On September 25, 2018 (Item No. 47), the Board of Supervisors (Board) approved Contract No. 18-741 with Forensic Logic, in a total aggregate amount of $250,791, to provide software development, proprietary maintenance and technical support of the COPLINK system for the period of November 1, 2018 through October 31, 2019.
On November 19, 2019 (Item No. 34), the Board approved Amendment No. 1 to Contract No. 18-741 with Forensic Logic for the provision of software maintenance and support of the COPLINK system, increasing the total amount by $241,979, from $250,791 to $492,770, and extending the contract for two years, for the total term of November 1, 2018 through March 31, 2021.
On March 9, 2021 (Item No. 39), the Board approved Amendment No. 2 to Contract No. 18-741 with Forensic Logic for the provision of software maintenance and support of the COPLINK system, increasing the total contract amount by $175,401, from $492,770 to $668,171, and extending the contract for an additional year, for the total term of November 1, 2018 through March 31, 2022.
On March 1, 2022 (Item No. 55), the Board approved Amendment No. 3 to Contract No. 18-741 with Forensic Logic for the provision of software maintenance and support of the COPLINK system, increasing the total contract amount by $184,171, from $668,171 to $852,342, and extending for an additional year, for the total term of November 1, 2018 through March 31, 2023.
On June 28, 2022 (Item No. 93), the Board approved Amendment No. 4 to Contract No. 18-741 with Forensic Logic to incorporate required language related to the federal Byrd Anti-Lobbying Amendment Clause and Certification per 31 United Stated Code 1352 (45 Code of Federal Regulations 2543.87), without changes to the term or amount of the contract.
On March 28, 2023 (Item No. 51), the Board approved Amendment No. 5 to Contract No. 18-741 with Forensic Logic for the provision of licensed software maintenance of the COPLINK system, increasing the contract by $193,380, from $852,342 to $1,042,722, and extending for an additional year, for the total term of November 1, 2018 through March 31, 2024.
On June 27, 2023 (Item No. 117), the Board approved Agreement No. 23-608 with LexisNexis Risk Solutions FL Inc. (LexisNexis) to transition the Department, and participating agencies of the San Bernardino County Data Sharing Initiative, to the LexisNexis Accurint Virtual Crime Center (AVCC) enterprise software to replace the CrimeTracer system for data sharing collaboration. However, not all participating agencies have successfully migrated to the new AVCC enterprise software, pending integration to their corresponding networks. Therefore, the Department recommends extending Agreement No. 18-741 with Forensic Logic by one year to allow for data continuity during the system transition.
The proposed amendment to Contract No. 18-741 includes the following non-standard term that differs from the standard County contract:
1. The proposed amendment extends the contract period by one year for a total contract period of seven years.
• The County standard contract term is five years, including extensions. Indefinite contract terms are not permitted.
• Potential Impact: Extending the contract term beyond five years may limit the County’s ability to preview new providers of similar services and their service capabilities.
Per County Policy 11-05, contracts containing non-standard terms must be approved by the Board. While the proposed amendment contains this notable exception to the County’s standard contract language, the Department recommends approval of the contract with Forensic Logic to continue software maintenance and technical support of the Department’s CrimeTracer system during transition to the new AVCC enterprise software.
PROCUREMENT
Forensic Logic holds intellectual proprietary rights to content and software used in the CrimeTracer system. Purchasing concurs that a non-competitive justification of proprietary rights exists with Forensic Logic. The proposed amendment will allow for the continuation of software maintenance and technical support through March 31, 2025, allowing for transition to the new AVCC enterprise software. Either party may terminate the contract with 30 days’ advance written notice.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Grace B. Parsons, Deputy County Counsel, 387-5455) on March 4, 2024; Purchasing (Michael Candelaria, Lead Buyer, 387-0321) on March 4, 2024; Risk Management (Gregory Ustaszewski, Staff Analyst, 386-9008) on March 4, 2024; Finance (Erika Rodarte, Administrative Analyst, 387-4919) on March 7, 2024; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on March 8, 2024.