Memorandum
Date: September 18, 2021
To: The Honorable Lake County Board of Supervisors
From: Brian L. Martin, Sheriff/Coroner
Subject: (a) Approve purchase of Civil software and (b) Authorize the Sheriff to enter into a contract with Teleosoft, Inc.
Executive Summary: Civil is a division of the Lake County Sheriff’s Department. Its current software, Sirron Inc, is scheduled to cease operations at the end of 2021. On April 14, 2021, the Sheriff's Department issued RFP #21-07 for the replacement of the Civil Process System Management software. This software is necessary to run the day to day operations of the Civil Division. Bids were sent to Teleosoft, Inc, Tyler Technologies and Permitium as well as postings on both the County and Sheriff's websites. Two responses were received; Tyler Technologies and Teleosoft, Inc.
A Consultant Selection Board (CSB), with the following panel members; Lt. Richard Ward, Assistant Chief Probation Officer Wendy Mondfrans, Operations Manager of the Superior Court Melissa Perry, IT Director Shane French, Retired Sergeant Steve Herdt and Sheriff/Coroner Administrative Manager Mary Beth Strong reviewed the proposals and provided their input on choice of system. Demonstrations were provided by both providers during separate sessions. In attendance at these sessions were both civil and fiscal staff members including Senior Law Enforcement Records Technician Laura Najd, Senior Accounting Technician Eugenio Ortega and Senior Staff Service Analyst Nancy McCarrick.
All purchases are being paid from the Sheriff/Civil Budget unit 2207, object code 62.74 and are fully funded from civil fees so there is no cost to the County for this purchase. The annual maintenance is also paid from this budget. Costs for hardware upgrades and licensing has been determined by our IT Department.
The Sheriff’s Department requests authorization to issue a purchase order to Teleosoft, Inc in the amount of $49,500 to include any miscellaneous costs arising from the installation of this system and authorize the Sheriff to enter into a contract with Teleosoft, Inc. Licensing costs should not exceed $5,000. There will be miscellaneous hardware purchases including a new printer.
If not budgeted, fill in the blanks below only:
Estimated Cost: __$60,959__ Amount Budgeted: __60,959__ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 (check all that apply): ☒ Not applicable
☐ Well-being of Residents ☒ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action:
(a) Approve purchase of Civil software and (b) Authorize the Sheriff to enter into a contract with Teleosoft, Inc.