COUNTY OF SAN MATEO

Inter-Departmental Correspondence

SHERIFF’S OFFICE

 

DATE:

November 9, 2005

BOARD MEETING DATE:

December 6, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Sheriff Don Horsley

SUBJECT:

Agreement with RJ Lee Solutions, LLC for the development and deployment of the Laboratory Information Management System (LIMS) software used by the Forensic Laboratory.

 

RECOMMENDATION:

Adopt a resolution authorizing the President of the Board of Supervisors to:

1)

waive the Request for Proposal process; and

2)

execute an agreement with RJ Lee Solutions, LLC in the amount of $178,371.27, for the technical development and software support services relating to the LIMS software for the term of November 1, 2005 through December 31, 2006.

 

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government.

Goal(s): County and local governments effectively communicate, collaborate and develop strategic approaches to issues affecting the entire County.

This agreement allows the forensic laboratories of the County of San Mateo and the County of Santa Clara to work collaboratively in sharing forensic findings and data.

 

PERFORMANCE INDICATORS:

FY 2004-05

Actual

FY 2005-06

Projected

Number of major cases received:

1,394

1,485

Major cases:

- Average turnaround time (in days)

- Percent completed in less than 30 days

- Percent completed in less than 60 days

60

30%

55%

60

50%

75%

     

BACKGROUND:

On September 1, 2005 the Forensic Laboratory received certification of accreditation from the American Society of Crime Laboratory Directors (ASCLD), after an examination of 145 areas of the laboratory operation.

The Forensic Laboratory has now reached a point where it is mission critical to the success of operation to contract with a proven experienced laboratory information system, which can provide specialized technical development services of a temporary and on-going software maintenance support services, working in an ASCLD accredited laboratory.


The County has a collaborative working relationship with Santa Clara County Forensic Laboratory, where forensic work is performed, and data is shared between the laboratories. Santa Clara County has expressed interest in having the San Mateo County Crime Laboratory conduct latent fingerprint examinations for them.

 

DISCUSSION:

It is the desire of the Forensic Laboratory to be able to share data, as well as retrieve reports from Santa Clara County. Santa Clara County is presently using the RJ Lee Solution within their laboratory. In addition to sharing data with Santa Clara County, the Forensic Laboratory wishes to share findings electronically with user agencies of the County’s Forensic Laboratory services.

Thorough research has been conducted into the requirements for data sharing to be successful between Santa Clara and San Mateo counties as well as agencies utilizing forensic services. RJ Lee Solutions demonstrates the qualifications, experience, and facilities for performing the type of work contemplated.

Therefore, it is in the best interest of the County to waive the RFP process and enter into a contract with RJ Lee Solutions, LLC on the basis of being a sole source provider as well as the successful compatibility with Santa Clara County’s existing system.

County Counsel and the Information Services Department have reviewed and approved the resolution and agreement as to form.

 

FISCAL IMPACT:

The agreement with RJ Lee Solutions, LLC is for an amount not to exceed $178,371.27 with a 13 month term commencing November 1, 2005 through December 31, 2006. Funding for this agreement will be reimbursed through the COPS Technology grant monies. Therefore, there is no net County cost associated with this agreement.