REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
April 29, 2025
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
1. Approve Amendment No. 1 to Contract No. 4400025411 with One Transcription Services, LLC, for transcription services and translation with transcription services, increasing the contract amount by $570,000, from $150,000 to a total not to exceed amount of $720,000, with no changes to the contract period of July 1, 2024 through June 30, 2027.
2. Authorize the Purchasing Agent to issue change orders up to an aggregate total of $20,000, revise non-financial/non-material terms, and approve and execute corresponding non-substantive amendments to Contract No. 4400025411, subject to County Counsel review.
3. Direct the District Attorney to transmit any subsequent change orders and non-substantive amendments to the contract to the Clerk of the Board of Supervisors within 30 days of execution.
(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 additional Discretionary General Funding (Net County Cost). The existing authorization amount of the three-year Contract No. 4400025411 (Contract) is $150,000. However, the District Attorney (Department) has spent nearly $150,000 from the beginning of the Contract in July 2024. The average cost is nearly $20,000 per month and the District Attorney estimates spending up to $720,000 over the term of the Contract. The requested amendment of $570,000 will increase the Contract authorization to $720,000. Adequate appropriation has been included in the District Attorney’s (Department) 2024-25 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Department is the public prosecutor and has the mandated responsibility to prosecute crimes committed within San Bernardino County (County), including city jurisdictions, pursuant to Government Code 26500. The Department reviews approximately 50,000 cases annually, including misdemeanors, felonies, and juvenile cases. After cases are filed with the Superior Court, the Department’s attorneys need digital files to be transcribed or translated and transcribed in a short period of time during preparation for court hearings and trials. The digital files include 911 calls or other recordings, interviews with suspects or witnesses to a crime, or other digital sources for court hearings and trials.
For over 10 years, the Department has contracted with vendors to provide transcription services. Vendors can provide transcriptions quickly and over the weekends when needed. In past years, the Department costs for transcription services have not exceeded the $200,000 annual threshold of County Policy 11-04. However, this year the Department has spent more for transcription services, likely due to a combination of ongoing position vacancies and new staff utilizing contracted services as they develop experience in investigating and prosecuting cases.
In July 2024 after a competitive solicitation (RFP DAT124-DA-5109), the Purchasing Agent approved contract no. 4400025411 with One Transcription Services, LLC for a three-year period for $150,000.
Approval of Amendment No. 1 will increase the Contract authorization to $720,000 and ensure continued transcription services to assist staff with the investigation and prosecution of cases.
PROCUREMENT
N/A
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Daniella Hernandez, Deputy County Counsel, 387-5455) on April 1, 2025; Purchasing (Jessica Barajas, Supervising Buyer, 387-2065) on April 4, 2025; Finance (Kathleen Gonzalez, Administrative Analyst, 387-5412) on April 10, 2025; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on April 15, 2025.