HomeMy WebLinkAboutMINUTES - 06062000 - C95-C103 TO: BOARD OF SUPERVISORS 4✓ rl ra
M:. PHIL BATCHELOR County Administrator CounCosta
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DATE: JUNE Vii, 2000 _
SUBJECT: MACIAS, GINI &COMPANY, LLP, FINANCIAL AUDIT SERVICES CONTRACT •,.f-' `',•
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SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION ra`
RECOMMENDATION
APPROVE and AUTHORIZE the County Administrator,or designee,to execute contracts with Macias,
Gini & Company, LLP; one, in the amount of$460,450 to provide financial compliance audits and
federal financial assistance program audits; and one, in the amount of $45,900 to provide
consultation and training to County staff in the implementation of new reporting requirements for
government agencies; both for the period June 1, 2000 through May 31, 2003.
FISCAL IMPACT:
These mandated audits are budgeted from the County General Fund.
BACKGROUND
The California Government Code requires the Board of Supervisors to examine and audit the
accounts of all offices having the care, management, collection or disbursement of money
belonging to the County or money received or disbursed by them under the authority of the law.
In addition, an audit of the County's Federal Financial Assistance Programs is required under the
Current Single Audit Act.
In 1996, a Request for Proposals was issued to 18 accounting firms to provide the Financial
Compliance Audit and the Audit of Federal Financial Assistance Programs. Proposals were
received from three accounting firms and, after review based on pre-defined selection criteria by
a selection committee comprised of County staff, the firm of Macias, Gini & Company was
selected.
CONTINUED ON ATTACHMENT: t+` YES SIGNATURE:
ECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATI BOARD COMMITTEE
y�iPPROVE OTHER
SIGNATURE(S):
ACTION OF 110 lam " , RC1 b APPROVE AS RECOMMENDED_,?L OTHER
VOTE OF SUPERVISORS I
HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
UNANIMOUS(ABSENT 3 ) AND ENTERED ON THE MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE
AYES: NODES: SHOWN.
ABSENT: ABSTAIN:
ATTESTEDd 1 +�
CONTACT: JULIE ENEA(925)335-1077 PHIL BATCHELOR,CLERK OF THE BOARD OF
CC: COUNTY ADMINISTRATOR SUPERVISORS AND COUNTY ADMINISTRATOR
AUDITOR-CONTROLLER
GRAND JURY
MACIAS,GINI&CO.(VIA CAO)
BY DEPUTY
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✓ t
MACIAS, GINI Jac CO. 2 JUNE g, 2000
FINANCIAL AUDIT SERVICES
BACKGROUND (continued...)
In consideration of the excellent working relationship established by Macias, Gini & Company
with the County and its knowledge of the County's programs, financial records and systems, the
County Administrator recommends continuation of the financial audit services provided by
Macias, Gini & Company. In addition, we recommend authorization of the purchase of
additional consultation services related to the implementation of new financial reporting required
by the Government Accounting Standards Board (GASB). The Auditor-Controller concurs with
these recommendations.
c,qb
TO: BOARD OF SUPERVISORS +.
FROM: STEVE WELD, County Clerk-Recorder t v�
DATE: June 7, 2000
SUBJECT: Approval of Contract with Brown's River for Vital Record Restoration Services
SPECIFIC REQUEST(S)OR RECOMMENDA`T'ION(S) &BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
APPROVE and AUTHORIZE the General Services Purchasing Manager to execute a purchase order
with Brown's River Records Preservation Services for restoration and conservation of Contra Costa
County's early vital records. Contract services are to be performed during the period May 16, 2000
to December 31, 2000 for an amount not to exceed$160,000.
FINANCIAL IMPACT:
This contract was anticipated and is budgeted within the Recorder's Office current budget (fy 1999-
2000).
BACKGROUND AND JUSTIFICATION:_
In 1998, the Recorder's Office completed restoration and a backup source of the County's early
maps. The Clerk-Recorder Department is proud to have been able to restore and preserve such
important historical information for the future. We wish to continue the program with our old
historical vital records, beginning with the birth records.
The early Contra Costa vital records are decaying. Some of these documents are 100 years old.
The copies stored in the Recorder's Office are the primary local historical record. Over the years,
these records have deteriorated. (Acids are mixed with wood pulp to produce the paper these
records are printed on. As the acid content destabilizes, the paper decays and crumbles.)
The volumes are currently in such poor shape that duplicates or backup copies can not be made from
them. The current backup film is so poor it is nearly unuseable, so staff must rely on original copies.
By restoring these old records, we will preserve Contra Costa history and important reference data.
As part of this process, we will also produce a backup source of the data for permanent record.
Failure to do a restoration program will result in further deterioration and the ultimate destruction of
historical County records. Gov't Code Section 27208 requires the County Recorder to prevent
destruction to any documents with historical significance.
CONTINUED ON ATTACHMENT:—/S SIGNATURE: L r s
RECOMMENDATION OF COUNTY ADMINISTRATOR
RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER
SIGNATURE( :
ACTION OF B ON '.)(L k1 f +'� � % APPROVE AS RECOMMENDED OTHER
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
X- UNANIMOUS(ABSENT ) AND ENTERED ON THE MINUTES OF THE BOARD
AYES: NOES: OF SUPERVISORS ON THE DATE SHOWN.
ABSENT: ABSTAIN:
ATTESTED �G<G, C 6, --2-d c�
Phil Batchelor,Clerk of the Board of
cc: Supervisors and County Administrator
BY YL� C C� c"� '�—— _DEPUTY
TO: Board of Supervisors Wit: Contra
Costa
FROM: Gary T. Yancey County
r
DATE: May 16, 2000
SUBJECT: Contract Network Analyst
SPECIFIC REQUEST(S)OR RECOMMENDATIONS&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
Approve and authorize the District Attorney to increase the payment limit of the existing service contract with
Brenda Fundy for services as a Network Analyst for the period from June 1, 2000 through June 30, 2001, by
$80,280.00 to a total cost not to exceed $163,240.00.
FINANCIAL IMPACT":
Funding for this position is built into the 20002001 County budget and is included in the initial Federal/State
allocation to Contra Costa County. In the event that recent State legislation, which requires transition of Family
Support from the District Attorney to County Administration decreases this allocation, Family Support
expenditures may need to be reduced. Such a reduction may be partially achieved by early termination of this
contract.
REASONS FOR RECOMMENDATIONS/BACKGROUND:
Our existing contract payment limit will expire at the end of June. The Family Support Division's use of
computer technology continues to increase significantly. This increase has resulted in a much more complex
network that requires continued additional network support. In addition to the existing environment of over 200
computers and staff, computers at four Social Service locations and the court have been added to the network in
the past year. Two network servers and a second network operating system have also been added. Numerous
software applications have been implemented as well.
CONSEQUENCES OF NEGATIVE ACTION:
Failure to approve this request would leave the District Attorney Family Support Division without adequate
computer systems support. This lack of support would increase the time needed to resolve problems with
existing technology, reduce staff efficiency, and impact the ability to implement additional technologies.
CONTINUED ON ATTACHMENT: Y SIGNATURE: J
"'REEMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD C IN TTEE
PROVE OTHER
SIGNATURE(S):
ACTION OF BO N J( Jif " APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
I HEREB Y CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ABSENT
AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORSONTHE DATE SHOWN.
ATTESTED ,1 Gtr 0 e e-, 19-OC'O
Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF
cc: Gayle Graham,Dir.,DAFS(3.13220) SUPERVISORS AND COUNTY ADMINISTRATOR
Auditor Controller
DA Family Support,Attn.:Fred McWilliams
District Attorney,Attn.:Renee Goldstein }
CAO-Justice,Attn.:George Roemer BY DEPUTY
C0
TO: Board of Supervisors ,.` Contra
Costa
FROM: Gary T. Yancey
County
DATE: May 16, 2000
SUBJECT: Contract Network Technician
SPECIFIC REQUEST(S)OR RECOMMENDATIONS&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
Approve and authorize the District Attorney to increase the payment limit of the existing service contract (No.
61060) with Mark Bates for services as a Network Technician for the period from June 1, 2000 through June 30,
2001, by $60,210.00 to a total cost not to exceed $112,210.00.
FINANCIAL IMPACT:
Funding for this position is built into the 2000-2001 County budget and is included in the initial Federal/State
allocation to Contra Costa County. In the event that recent State legislation, which requires transition of Family
Support from the District Attorney to County Administration decreases this allocation, Family Support
expenditures may need to be reduced. Such a reduction may be partially achieved by early termination of this
contract.
REASONS FOR RECOMMENDATIONS/BACKGROUND:
Our existing contract payment limit will expire at the end of June. The Family Support Division's use of
computer technology continues to increase significantly. This increase has resulted in a much more complex
network that requires continued additional network support. In addition to the existing environment of over 200
computers and staff, computers at four Social Service locations and the court have been added to the network in
the past year. Two network servers and a second network operating system have also been added. Numerous
software applications have been implemented as well.
CONSEQUENCES OF NEGATIVE ACTION:
Failure to approve this request would leave the District Attorney Family Support Division without adequate
computer systems support. This lack of support would increase the time needed to resolve problems with
existing technology, reduce staff efficiency, and impact the ability to implement additional technologies.
CONTINUED ON ATTACHMENT: SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD CO IT E
y ROVE OTHER
SIGNATURE(S):
ACTION OF BO N JCZ YJ 64 r?06 U APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
y/ I HEREBY CERTIFY THAT THIS IS A TRUE
h UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED JCL d7 C c (J
Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF
cc: Gayle Gtahany Dir.,DAFS(34220) SUPERVISORS AND COUNTY ADMINISTRATOR
Auditor Controller
DA Family Support,Atm.:Fred McWilliams
District Attorney,Attn.:Renbe Goldstein
CAO-Justice,Attn.:George Roemer BY J r 1 7C tyt P—� DEPUTY
TO: Board of Supervisors `: ' Contra
Costa
FROM: Gary T. Yancey n' '.�.9
County
DATE: May 16, 2000
S[JBJECT: SmartSource, Incorporated Contract
SPECIFIC REQUEST(S)OR RECOMMENDATIONS&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
Approve and authorize the District Attorney to increase the payment limit of the existing service contract with
SmartSource, Incorporated to provide contract staff as a Data Base Administrator for the period from June 1,
2000 through June 30, 2001, by $160,000.00 to a total cost not to exceed $185,000.00.
FINANCIAL IMPACT:
Funding for this position is built into the 2000-2001 County budget and is included in the initial Federal/State
allocation to Contra Costa County. In the event that recent State legislation, which requires transition of Family
Support from the District Attorney to County Administration decreases this allocation, Family Support
expenditures may need to be reduced. Such a reduction may be partially achieved by early termination of this
contract.
REASONS FOR RECOMMENDATIONS/BACKGROUND:
Our existing contract payment limit will expire at the end of June. The Family Support Division's use of
computer technology continues to increase significantly. This increase has resulted in a much more complex
network that requires continued additional network support. In addition to the existing environment of over 200
computers and staff, computers at four Social Service locations and the court have been added to the network in
the past year. Two network servers and a second network operating system have also been added. Numerous
software applications have been implemented as well.
CONSEQUENCES OF NEGATIVE ACTION:
Failure to approve this request would leave the District Attorney Family Support Division without adequate
computer systems support. This lack of support would increase the time needed to resolve problems with
existing technology, reduce staff efficiency, and impact the ability to implement additional technologies.
CONTINUED ON ATTACHMENT: y$S SIGNATURE: Jl�^
11 rECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD CC ITTEE
APPROVE OTHER
SIGNATURES)
ACTION OF B ON j U 1P7 C APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ASSENT_ ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED —7C.4-
Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF
cc: Gayle Graham,Dir.,DAFS(3-4220) SUPERVISORS AND COUNTY ADMINISTRATOR
Auditor Controller
DA Family Support,Attn.:Fred McWilliams
District Attorney,Attn.:Rende Goldstein
CAO-Justice,Attn.:George Roemer BY { 'L"L� _ _,DEPUTY
To: BOARD OF SUPERVISORS
V r/VGA
FROM: Warren E. Rupf, Sheriff-Coroner Contra
Costa
DATE: May 22,2000 County
SUBJECT: Contract Amendment with Sentencing Concepts, Inc.
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
APPROVE and AUTHORIZE the Sheriff-Coroner, or designee, to sign a contract amendment on
behalf of the County with Sentencing Concepts, Inc. to increase the total amount of the contract
by $5,000 to $30,000 for the continued provision of private Electronic Home monitoring services
for the period July 1, 1999 to June 30, 2000.
FISCAL IMPACT:
NONE. The cost of this contract is paid by Custody Alternative facility program fees.
BACKGROUND:
Certain inmates referred to the Office of the Sheriff for out-of-custody programs cannot be
accommodated due to their residing outside Contra Costa County.
Section 1203.016 of the Penal Code authorizes the Sheriff,with the Board of Supervisors'approval,
to enter into a contract with a private company to provide electronic home monitoring services
outside the County.
The County has been contracting with Sentencing Concepts for several years to provide these
services.An increase in the contract amount is necessary as the services required from this agency
during fiscal year 1999-2000 will exceed the amount of the current contract.
CONSEQUENCE OF NEGATIVE ACTION:
The Sheriffs Office does not have the internal capacity to monitor individuals in out-of-custody
outside Contra Costa County. Therefore, these low risk inmates would have to be to retained in
one of the detention facilities at greater cost to the County.
CONTINUED ON ATTACHMENT: NO SIGNATURE:
�;�
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOM ENDATION OF BOARD COMMITTEE
41-'APPROVE OTHER
SIGNATURE (S):
ACTION OF BOARD V41r'' !i GdPJ APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS (ABSENT ✓ ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
Contact Person:Mike Rutledge 6-1362 '
CC:Sheriff-Coroner ATTESTED
CAO Law&Justice PHIL BATCHELOR,CLERK OF THE BOARD OF
Auditor/Controller SUPERVISORS AND COUNTY ADMINISTRATOR
Risk Management
By DEPUTY
TO: BOARD OF SUPERVISORS
FROM: Warren E. Rupf, Sheriff-Coroner Contra
Costs
DATE: May 98,2800 County
SUBJECT: Contract with CorrLogic(formerly BI, Inc.)
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
APPROVE and AUTHORIZE the Sheriff or designee to sign a contract with CorrLogic, Inc,
(formerly B1, Inc) in the amount of$50,000.
FISCAL IMPACT:
NONE. Funds for this contract are within the budget appropriations of the Sheriffs Office.
BACKGROUND:
On September 22, 1998, the Board of Supervisors approved executing a contract with BI,
Incorporated (now CorrLogic, Inc) to provide an upgrade to the Sheriffs Office Jail Management
System. The full amount of the initial contract is financed through a five-year lease-purchase
agreement and the upgrade to the Jail Management System is almost complete. The Sheriff's
Office also wishes to replace the jail booking/mug shot component of the Jail Management System,
which was not part of the original contract. CorrLogic can replace the jail booking/mug shot
components as part of completing the system upgrade for an additional $50,000.
CONTINUED ON ATTACHMENT: NO SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECVAMENDATION OF BOARD COMMI E
APPROVE OTHER
SIGNATURE (S):
ACTION OF BOARD ON J Ct 67 If APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS (ABSENT 1 AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
Contact Person:Captain Paul Clancy 313-2420 /
CC: CAO,Justice Administration ATTESTED CC Gi C
Auditor/Controller PHIL BATCHELOR,CLERK OF THE BOARD OF
Sheriff(for distribution) SUPERVISORS AND COUNTY ADMINISTRATOR
BY -t DEPUTY
TO: BOARD OF SUPERVISORS contra
FROM: Phil Batchelor, County Administrator
.:a N Costa
DATE: May 24, 2000 County
SUBJECT: Agreement for Contract Analyst Support
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)6 BACKGROUND AND JUSTIFICATION
1. RECOMMENDED ACTION:
Approve and authorize the Chief Information Officer of Department of Information
Technology or his designee to execute on behalf of the County an agreement with
Penncel Software to provide programming services in the amount of $160,000.00
effective July 1, 2000 through June 30, 2001.
II. FINANCIAL IMPACT:
This action if approved will not result in any increased cost to
Information Technology.
III. REASON FOR RECOMMENDATION AND BACKGROUND:
Information Technology recruitment efforts to fill vacant positions has not attracted
sufficient qualified applicants. The Data Processing Classification and Salary study has been
completed and the results have been implemented. Human Resources is recruiting to fill
the vacant positions. Until qualified applicants are recruited, we will continue to use
contractors to meet our customer's needs.
IV. CONSEQUENCES OF NEGATIVE ACTION:
If the request is not approved Information Technolo ill not be a e
provide timely support to out customers.
CONTINUED ON ATTACHMENT: 7 -_ SIGNATURE:
�RRECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
vi"APPROVE OTHER
SIONATURE S:
ACTION OF BOARprbig Q000 APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
UNAN►MOUS(ABSENT AND CORRECT COPY OF AN ACTION TAKEN
AYES: _ o.NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
Cc �Department of Information Technology
C. /4 t) ATTESTED—
�
PHIL BATCHELOR,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
M382 (10/88) BY )—". r 6264-_ A-
,DEPUTY
00
TO: BOARD OF SUPERVISORS
FROM: Y ContraContrar�
Costa
Contra
Phil Batchelor, County Administrator
DATE: County
May 24, 2000
SUBJECT:
Agreement for Contract Analyst Technical Support
SPECIFIC REOUEST(S)OR RECOMMENDATION(S)1k BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
Approve and authorize the Chief Information Office of Department of
Information Technology or his designee to execute on behalf of the
County an agreement with Xytex, Inc. to provide programming services in
the amount of $165,000.00 effective July 1, 2000 through June 30,
2001.
II. FINANCIAL IMPACT:
The action if approved will not result in any increased cost to Information
Technology.
III. REASON FOR RECOMMENDATION AND BACKGROUND:
Information 'Technology recruitment efforts to fill vacant positions has
not attracted sufficient qualified applicants. The Data Processing
Classification and Salary study has been completed and the results have
been implemented. Human Resources is recruiting to fill the vacant
positions. Until qualified applicants are recuited, we will continue to use
contractors to meet our customer's needs.
IV. CONSEQUENCES OF NEGATIVE ACTION:
If the request is not approved Information Techn ogy '11 not b
provide timely support to our customers..
CONTINUED ON ATTACHMENT: SIGNATURE: r
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
__�e�PPROVE OTHER
SIGNATURE(S):
ACTION OF BOAR O - APPROVED AS RECOMMENDED >et OTHER
VOTE OF SUPERVISORS
1 HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ABSENT __ ► AND CORRECT COPY OF AN ACTION TAKEN
AYES: - NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
cc 14 ATTESTED_- C /7 e__ Cw t 00)
PHIL BATCHELOR,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
M382 (10/88) BY ?C c. _ ,DEPUTY