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COMPUTER SERVICES AGREEMENT FOR THE SAN JOAQUIN COUNTY CRIMINAL JUSTICE INFORMATION SYSTEM
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RECOMMENDATION
It is recommended that City Council adopt a resolution authorizing an agreement with San Joaquin County for the City of Stockton Police Department’s access to and use of the County Criminal Justice Information System, and authorizing the City Manager to execute the agreement, for fiscal year 2015-16, in a not-to-exceed amount of $75,438.
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Summary
The San Joaquin County Information Services Division operates and maintains the County Criminal Justice Information System (CJIS), which facilitates computer access to local, state, and national criminal justice databases for purposes of identifying wanted subjects, confirming arrest warrants, and checking driver’s license and vehicle registration information. The Stockton Police Department has used this system for decades. San Joaquin County has estimated the cost for accessing services for fiscal year 2015-16 to be $75,438 based on an estimated 930,000 transactions and an allowance of eight hours for special processing requests. The City only pays for the actual number of transactions conducted and is typically well below the estimate. In the event the City is nearing the estimated number of transactions, San Joaquin County will contact the Police Department to determine whether an adjustment to the contract will be required. The contract term commences on July 1, 2015, and ends on June 30, 2016.
DISCUSSION
Background
Currently, the San Joaquin County Information Services Division provides automated message switching with access to the County Criminal Justice Information System. This computer access permits Police Department employees to check the Criminal Justice Information System regarding local wants and warrants and jail booking information. The Police Department requires continued access to this system using software and data processing equipment maintained by the County. This information system service is regularly available seven days a week, 24 hours per day absent scheduled maintenance periods and an occasional unforeseen malfunction, at which time the County makes every reasonable effort to restore the system to its normal operating condition.
Present Situation
San Joaquin County is responsible for maintaining the computerized system that facilitates the Stockton Police Department’s link with the State of California’s Department of Justice computers in Sacramento. The County charges each agency a per transaction basis at an average rate for each month based on total costs in order to recover ongoing maintenance costs and fund system upgrades. The contract provides for a maximum rate per transaction of $0.08, although the current average is $0.04 per transaction. Each month San Joaquin County calculates the average rate per transaction based on each participating jurisdiction’s usage and the County’s cost to provide access to the Justice Information System. The monthly invoice details the number of transactions incurred by Stockton as well as the average rate calculated for that month. The annual contract amount is based on the number of transactions in prior years plus any estimated increases for additional staffing and at the maximum rate of $0.08 to ensure sufficient funding is budgeted. The proposed contract also provides for up to eight hours of special programming in the event the Stockton Police Department needs a specific report or change to the system.
The County’s Rate Schedule is included as Attachment A to Exhibit 1 of the Draft Resolution. It provides for a not-to-exceed annual contract amount of $75,438, based on an estimated 930,000 transactions. The number of estimated transactions has increased from the current year contract based on a review of actuals (518,023) for the period July 1, 2014 through January 31, 2015. Although the number of transactions is higher than anticipated in the current year, the monthly rate is less than the maximum, and it is estimated the City will incur $47,000 in costs under this contract through June 30, 2015, which remains less than the maximum amount approved by Council.
The number of transactions can vary based on the number of calls for service, pro-active missions, and other special operations conducted throughout the year. Therefore, staff recommends accepting the proposed contract at the 930,000 transaction level.
FINANCIAL SUMMARY
The San Joaquin County Information Services Division estimates the cost of services for Fiscal Year 2015-16 to be $75,438. Sufficient funds are included in the Fiscal Year 2015-16 Proposed Budget in the Police Department’s Support Services Division Account Number 010-2462-530 to cover the cost of this essential service.