DATE: July 9, 2024
TO: Board of Supervisors
SUBMITTED BY: Kirk Haynes, Chief Probation Officer
SUBJECT: Retroactive Agreement with Satellite Tracking of People, LLC
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute a retroactive Agreement with STOP, for continued GPS electronic monitoring and services and alcohol detection equipment and services, retroactively effective July 1, 2024, not to exceed four consecutive years and five months, which includes an approximately two-year, five-month base contract and two optional one-year extensions, total not to exceed $5,712,778.
REPORT
There is no additional Net County Cost associated with the recommended actions. Approval of the recommended agreement will allow Probation to piggyback on National Association of State Procurement Officials (NASPO) ValuePoint Master Agreement Number 22PSX0021 in order to access preferential pricing to services provided by STOP, for GPS electronic monitoring and alcohol detection equipment and monitoring services for individuals involved with the Probation Department. Approval of the recommended action will execute the recommended agreement, with a retroactively effective start date of July 1, 2024. This item is countywide.
ALTERNATIVE ACTION(S):
If the recommended actions are not approved, the Probation Department will no longer have a contracted vendor to provide electronic monitoring and alcohol detection equipment and monitoring services for individuals involved with the Probation Department. A new Request for Proposal (RFP) would need to be issued resulting in a lapse in contracted services. During this period, the County would lose the advantage of leveraging the NASPO Value Point Master Agreement with STOP for preferential pricing, leading to higher costs as the County would be subject to prevailing market rates for electronic monitoring and alcohol detection equipment and monitoring services.
RETROACTIVE AGREEMENT
Due to recent changes in procurement processes and personnel, a previous Participating Addendum had been entered into erroneously, resulting in unforeseen delays and extended negotiations. The final recommended agreement was received from STOP on June 17, 2024, and is being brought before your Board at the earliest possible Board date, in keeping with County processing deadlines. The recommended agreement is retroactive to July 1, 2024 and makes the previous Participating Addendum null and void.
FISCAL IMPACT:
There is no increase in the Net County Cost associated with the recommended actions. The recommended agreement will allocate $1,300,000 per year for the potential approximately four year, five-month term of the agreement. The Probation Department pays an all-inclusive rate of $3.75 per day per active unit for alcohol equipment and monitoring services, $2.85 per day per active unit for electronic monitoring equipment and services; and an additional $3.00 per day per unit for enhanced monitoring for Pretrial participants. The costs associated with this agreement are off-set with primarily Assembly Bill 109 revenue. Approximately $65,000 per year is NCC, which will fund electronic monitoring for juvenile offenders. There are sufficient appropriations and estimated revenues in the FY 2024-25 Recommended Budget for Probation’s Org 3430. In addition, appropriation and estimated revenues will be included in subsequent budget requests. No invoices are being held for the service period of July 1-9, 2024.
DISCUSSION:
On February 4, 2023, the State of Connecticut in partnership with the National Association of State Procurement Officials (NASPO), a cooperative purchasing organization facilitating public procurement solicitations and agreements, issued a Request for Proposal for Electronic Monitoring of three categories: Category 1: Radio Frequency Monitoring (“RFM”); Category 2: Alcohol Monitoring (“AM”); and Category 3: GPS Satellite Monitoring (“GPSM”). Six responsive proposals were received. On May 2, 2023, an evaluating team completed evaluation and scoring of each vendor’s proposal for each monitoring equipment and service category bid. The evaluation was based on Weighted Categories.
The Purchasing Manager is authorized to join with other public entities for collectively preparing specifications; requesting and receiving quotations or proposals for piggybacking purposes; and making an award to the lowest responsive, responsible bidder if the source selection method used is in compliance with the requirements of the Purchasing Manual. Purchasing may also use State of California Cooperative Purchasing Contracts if the items under a State contract meet the County's needs, and if it is unlikely that a separate County bid would result in prices, terms and/or conditions that are more favorable. Contract buying groups are considered to take the place of competition if, in Purchasing's opinion, it is in the best interest of the County.
The County has contracted with STOP for GPS electronic monitoring services since 2013, through various Purchasing and Board agreements, piggybacking on NASPO’s Electronic Monitoring of Offenders Contract #00212 to secure preferential pricing for these services. The previous agreement A-23-426 was approved by the Board on August 22, 2023 and expired on June 30, 2024. The recommended retroactive agreement will allow the Department to piggyback on NASPO ValuePoint Master Agreement Number 22PSX0021, which will not only allow the Department to access updated preferential pricing but will also ensure continuity of electronic monitoring and services and alcohol detection equipment and services for Probation and the Courts.
REFERENCE MATERIAL:
BAI # 39, August 22, 2023
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with STOP
On file with Clerk - Master Agreement No. 22PSX0021
CAO ANALYST:
Fine Nai