DATE: July 18, 2023
TO: Board of Supervisors
SUBMITTED BY: Paul Nerland, County Administrative Officer
SUBJECT: Agreement with the Superior Court of California
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with the Superior Court of California for charges to County Departments for the Court’s Odyssey System access, door access, badges, Wi-Fi usage, and printer charges for use by County departments effective August 1, 2023, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $600,000.
REPORT
There is no additional Net County Cost associated with the recommended action, which will allow the Superior Court of California to continue charging County departments for access to the Court’s Odyssey system, automated door access, badges, Wi-Fi usage, and applicable printer charges. This item is countywide.
ALTERNATIVE ACTION(S):
If the recommended action is not approved, there may be a delay in County departments receiving access to the Odyssey system, automated door access, badges, Wi-Fi usage, or usage of the Court’s printers. This would impact the ability of County departments working within the Court to conduct County business efficiently.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The County departments utilizing these services have included sufficient funding in each of their FY 2023-24 budget requests and will continue to do so for subsequent years during the term of the recommended agreement. Court charges are based on actual costs for materials and maintenance and time studies for labor costs. The charges are subject to change on a yearly basis based on actual costs, and any annual increases to the rates shall not exceed 20% of the previous year’s rates. The agreement maximum compensation is $120,000 per year, not to exceed a total amount of $600,000 for the five-year term of the agreement. The costs paid by County departments for these charges are based on each department’s operational need.
DISCUSSION:
The Court’s Odyssey system is a case management system that County departments utilize to access various case types such as criminal, civil, probate, family, and juvenile cases. The Court currently provides County departments Odyssey system access for logons, automated door access, Wi-Fi usage, badges, and printer usage. County departments have reviewed their user lists for these charges and have revised them as needed to address their specific operational needs. The door access charges are for the automated security doors that County staff use to gain access to the Court to conduct County business. The badge charges are for new and replacement badges that are used for the automated door access.
The following should be noted with regard to the recommended agreement:
• User County departments are the Auditor/Controller-Treasurer/Tax Collector, County Counsel, Behavioral Health, Child Support Services, Social Services, District Attorney’s Office, Probation, and the Public Defender;
• Disclosure of self-dealing transactions language is not included, as the Court does not operate as a corporation;
• This agreement differs from the County’s model contract in that it contains a mutual hold harmless clause. This has the effect of making each party responsible for losses arising from their own negligent or wrongful performance, or failure to perform. The mutual hold harmless clause has been reviewed by Risk Management and deemed to be acceptable for this agreement between public entities;
• The recommended agreement contains no insurance requirements for the Court; and
• The recommended agreement contains language that allows for termination upon either party providing thirty days advance written notice of an intention to terminate.
This is a continuation of an agreement between the County and the Court. The prior agreement was approved by your Board on August 7, 2018 and is when the Court initiated charging County departments for the aforementioned services.
REFERENCE MATERIAL:
BAI #35, August 7, 2018
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with the Superior Court of California
CAO ANALYST:
Salvador Espino