REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 7, 2021
FROM
SHANNON D. DICUS, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Amendment to Contract with NEC Corporation of America for Maintenance of the CAL-ID Automated Fingerprint Identification System
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 3 to Contract No. 18-874 with NEC Corporation of America for proprietary hardware maintenance and software support of CAL-ID’s Automated Fingerprint Identification System, increasing the total contract amount by $360,000, from $1,080,000 to a not to exceed amount of $1,440,000, and exercising the option to extend the term by one year, for a new total contract period of October 20, 2018 through October 19, 2022.
(Presenter: John Ades, 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 additional Discretionary General Funding (Net County Cost). The cost of the hardware and software maintenance services is funded by the regional CAL-ID fund, which is maintained by both San Bernardino and Riverside Counties’ revenues from Court fines, Department of Motor Vehicle (DMV) fees, and per capita assessments paid by member agencies. Sufficient appropriation is included in the Sheriff/Coroner/Public Administrator’s (Department’s) 2021-22 budget for the regional CAL-ID operating fund (7080008836) and will be included in the Department’s 2022-23 budget.
BACKGROUND INFORMATION
In 1985, the California Department of Justice (CAL-DOJ) created a statewide fingerprint identification network known as CAL-ID, divided into eight regions, each using Automated Fingerprint Identification System (AFIS) to allow access to the State’s fingerprint database and to provide fingerprint identification services to law enforcement agencies within each of those regions. In the same year, Riverside and San Bernardino Counties joined to form and operate one of those regions which is governed, along with member cities, through the Remote Access Network (RAN) Board pursuant to Penal Code Section 11112.4.
The Riverside and San Bernardino CAL-ID AFIS is used to organize, store, analyze, and transmit fingerprint data to and from servers within other CAL-ID network participating agencies. For this network, CAL-DOJ wanted consistency throughout the state to provide all of the regions’ AFIS with reciprocal connectivity and communications to the State CAL-ID database.
Since the inception of the regional network, Riverside and San Bernardino Counties have used NEC Corporation of America (NEC) for all AFIS equipment, software, and maintenance needs. This has insured interoperability and integration, avoiding problems experienced by other regional networks that contracted with other vendors. By utilizing NEC’s AFIS System, the regional network is able to better identify individuals by establishing Memoranda of Understanding (MOUs) for searching fingerprints with the Federal Bureau of Investigation (FBI), the Las Vegas Metropolitan Police Department (LVMPD), and the Western Identification Network (WIN), which is comprised of the nine western states.
San Bernardino and Riverside Counties, along with member cities, jointly operate the CAL-ID AFIS. Using AFIS technology, fingerprints are captured electronically and are stored in the archive system. The Board of Supervisors (Board) has approved contracts with NEC for proprietary hardware maintenance and software support since 2005.
On December 2, 2014 (Item No. 38), the Board approved Agreement No. 14-951 with NEC in the amount of $4,058,683 to upgrade the AFIS, including equipment and licensed software, programming, and installation services, and the one-year warranty. On October 20, 2017, a Certificate of Final Acceptance was signed by the Department noting completion of the project and initiating the one-year warranty of the upgraded system; this warranty expired on October 19, 2018.
On December 4, 2018 (Item No. 67), after a lengthy negotiation process, the Board approved Agreement No. 18-874 with NEC for hardware maintenance and software support for the AFIS for the period of October 20, 2018 through October 19, 2019, in the amount of $360,000. Subsequently, on October 8, 2019 (Item No. 42), the Board approved Amendment No. 1, increasing the contract amount by $360,000, to $720,000, and extending the term by one year through October 19, 2020. On September 29, 2020 (Item No. 68), the Board approved Amendment No. 2, increasing the contract amount by $360,000, to $1,080,000 and extending the term by one year through October 19, 2021.
PROCUREMENT
On October 25, 2021, the Department received NEC’s offer to extend the contract retroactively for the period of October 20, 2021 through October 19, 2022, with no increase to the annual cost for maintenance and software support. This item is being submitted to the Board for approval on the first available meeting upon completion of the required financial and legal review process. Approval of this item will allow for uninterrupted maintenance of the AFIS system.
NEC holds proprietary rights to its AFIS system. Either party may terminate the contract at any time upon ninety 90 day written notice.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Richard D. Luczak, Deputy County Counsel, 387-5455) on November 4, 2021; Purchasing (Michael Candelaria, Lead Buyer, 387-0321) on November 4, 2021; Finance (Carolina Mendoza, Administrative Analyst, 387-0294) on November 12, 2021; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on November 17, 2021.