REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 27, 2023
FROM
SHANNON D. DICUS, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Contract with Tek84 Inc. for Intercept Whole Body Security Scanning Systems
End
RECOMMENDATION(S)
Recommendation
1. Approve Contract with Tek84 Inc., including a non-standard term, for the purchase of four Intercept Whole Body Security Scanning Systems, including training, installation, professional services, and extended warranty, in a total amount not to exceed $767,230, for the period of June 28, 2023, through June 27, 2030, or until the additional five-year extended warranty expires.
2. Authorize the Sheriff/Coroner/Public Administrator or Undersheriff to execute change orders to the contract with Tek84 Inc., as needed, subject to review by County Counsel, as long as the total aggregate amount of such change orders does not exceed $38,362, 5% of the total contract amount, and the change orders do not amend the contract term.
3. Direct the Sheriff/Coroner/Public Administrator or Undersheriff to transmit all change orders related to this contract with Tek84 Inc., to the Clerk of the Board of Supervisors within 30 days of execution.
(Presenter: Ernie Perez, Deputy Chief, 387-3760)
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). Costs for the Intercept Whole Body Security Scanning Systems (body scanners) in the amount of $767,230 will be funded with Fiscal Year 2021 State Criminal Alien Assistance Program (SCAAP) funding awarded to the Sheriff/Coroner/Public Administrator (Department) by the United States Department of Justice, Bureau of Justice Assistance (BJA).
On December 13, 2022 (Item No. 74), the Board of Supervisors (Board) approved Agreement No. 22-1274 with BJA in the amount of $998,724, for the reimbursement of a portion of the costs to house undocumented criminal aliens in the County’s detention facilities, for the period of July 1, 2019 through June 30, 2020, of which $749,724 was allocated to equipment costs for the purchase of four body scanners for the Department’s detention facilities. Sufficient appropriation and revenue are included in the Department’s 2022-23 budget (4420001000).
BACKGROUND INFORMATION
The Department operates a Detention and Corrections Bureau with more than 79,000 annual bookings and an Average Daily Population (ADP) of 6,126 inmates housed at Central Detention Center, Glen Helen Rehabilitation Center, High Desert Detention Center, and West Valley Detention Center (detention facilities).
The Department has an immediate and urgent need to install compact body scanning systems at the County’s detention facilities. Upon arrest and booking into a detention facility, body scanners will be utilized to scan inmates, in a similar manner as passengers going through an airport security or visitors to various local, state and federal facilities, to detect security threats. Security threats include, but not limited to, weapons, explosives, narcotics, and concealed contraband. Utilization of the body scanners from Tek84 Inc. (Tek84) will increase efficiency in the booking process and maximize personnel and inmate safety and security within the detention facilities by providing no distortion imaging with the least amount of radiation output.
The contract with Tek84 contains the following non-standard term that differs from the County’s standard contract:
1. The initial term is two years with an additional five-year extended warranty, for a total contract period of seven years.
• The County’s standard contract term is five years, including any extensions.
• Potential Impact: Extending the contract term beyond five years may limit the County’s ability to preview new providers of body scanners and their service capabilities; however, the Department believes the extended warranty is a benefit which will help alleviate future equipment repair costs and maximize the equipment’s useful life.
While this is a notable exception to the County’s standard contract language, the Department recommends approval of the contract with Tek84 to provide four body scanners and applicable services to the Department for the period of June 28, 2023 through June 27, 2030, or until the additional five-year extended warranty expires, whichever is later depending on the actual date of equipment installation and acceptance by the Department.
County Counsel and Risk Management have reviewed and provided input on the contract.
PROCUREMENT
Tek84 is the manufacturer and single source provider of the Intercept Whole Body Security Scanning System, which provides mobility by having the smallest footprint for use within detention facilities and offers equipment that emits the lowest amount of radiation. Tek84 holds proprietary rights to the maintenance and support services of the Whole Body Security Scanning System. The Purchasing Department concurs that a single source justification exists with Tek84 as the manufacturer of the Intercept Whole Body Security Scanning Systems.
County Policy 11-04 requires Board approval for all non-competitive contracts for products and/or services that exceed $200,000 in aggregate cost per scope of service, per vendor, per department. Additionally, County Policy 11-05 requires departments to obtain Board approval for the procurement of goods and services with non-standard terms and conditions.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Richard D. Luczak, Deputy County Counsel, 387-5455) on June 5, 2023; Purchasing (Michael Candelaria, Lead Buyer, 387-0321) on June 5, 2023; Risk Management (Victor Tordesillas, Director, 396-8621) on June 5, 2023; Finance (Erika Rodarte, Administrative Analyst, 387-4919) on June 9, 2023; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on June 11, 2023.