REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 5, 2023
FROM
JASON ANDERSON, District Attorney
SUBJECT
Title
Amendment to Contract with One Transcription Services, LLC to Provide Transcription Services and Translation with Transcription Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 3 to Contract No. 4400010467 with One Transcription Services, LLC for transcription services and translation with transcription services, increasing the contract amount by $125,000, from $525,000 to $650,000, and extending the contract an additional six months for a total contract period of December 18, 2018 through June 30, 2024.
(Presenter: Michael Fermin, Chief Assistant District Attorney, 382-3662)
Body
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 Discretionary General Funding (Net County Cost). The total amount of Contract No. 4400010467 (Contract) is $525,000 with $459,634 having been spent. The total estimated cost for the requested six-month extension is approximately $125,000 for a total contract cost of $650,000. Adequate appropriation has been included in the District Attorney’s (Department) 2023-24 budget.
BACKGROUND INFORMATION
The District Attorney is the public prosecutor and has the mandated responsibility to prosecute crimes committed within San Bernardino County (County) pursuant to Government Code 26500. The Department receives over 50,000 cases annually for review, which include misdemeanors, felonies, and juvenile cases. After cases are filed with the Superior Court, the Department’s attorneys have a need for case-related items (such as 911 calls, interviews with suspects or witnesses, and police reports) to be transcribed in a very short period of time to prepare for upcoming trials/court hearings.
To avoid a gap in services during the procurement process, the Department requests approval of Amendment No. 3 to Contract with One Transcription Services, LLC for an additional six months through June 30, 2024. It is anticipated that the new contract for services will be awarded in the spring of 2024. If an award is made sooner, the Department may end the contract with One Transcription Services, LLC earlier as allowed by the termination provisions of the Contract.
In December 2018, Purchasing approved the Contract for a term of three years in the amount of $150,000. In November 2020, Purchasing approved Amendment No. 1 to Contract to add $175,000, for a total amount of $325,000, and extend the Contract term through December 17, 2023. In August 2022, Purchasing approved Amendment No. 2 to add $200,000, for a total Contract amount of $525,000, with no change to the contract term.
PROCUREMENT
The Department released Request For Proposal No. 124-DA-5109 for transcription services through the County’s Electronic Procurement Network (ePro) on October 2, 2023. The deadline for proposals is December 22, 2023. The evaluation may include asking proposers to transcribe files to ensure that proposers can provide accurate transcriptions in the format requested by the Department, within a short period of time, and cost effectively. This aspect of the evaluation process can take extra time because the Department must provide sample electronic files and provide adequate time for proposers to transcribe the files. The Department must then evaluate the transcriptions, as well as the pricing models that are being proposed.
County Policy 11-04 requires that contracts exceeding a five-year term must be approved by the Board. Purchasing concurs with the Department’s request to extend the Contract with One Transcription Services, LLC an additional six months to allow the Department to finish the competitive solicitation for transcription services, award a contract, and avoid interruption to services.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Jolena Grider, Deputy County Counsel, 387-5455) on October 26, 2023; Purchasing (Jessica Barajas, Supervising Buyer, 387-2065) on October 27, 2023; Finance (Kathleen Gonzalez, Administrative Analyst, 387-5412) on November 16, 2023; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on November 16, 2023.