Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 23-566, approving and authorizing execution of the Cooperative Purchasing Agreement with Smart Communications Holding, Inc. for Inmate Telecommunication Services
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DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved by Ken Klein 12/14/23
PURPOSE: The purpose of this ECAF is to approve and execute the Cooperative Purchasing Agreement with Smart Communications Holding, Inc. for implementation of the Inmate Telecommunication Services.
BACKGROUND: The Snohomish County Sheriff’s Office, within its Correctional Facility, currently provides telecommunication services to inmates under contracts with two service providers, Telmate tablet-led services since 2018 and GTL telephone-based services since 2004.The Sheriff’s Office has performed extensive research over the past year to determine alternate modern options currently available in the marketplace. In 2021, Kitsap County issued Request for Proposal (“RFP”) #2021-129 to procure Inmate Telecommunication Services. As a result of the competitive process, Kitsap County awarded the contract for Inmate Telecommunication Services to Smart Communications Holding, Inc. and executed a contract for Inmate Telecommunication Services on November 29, 2021. The RFP included language to allow other government entities to cooperatively purchase off the contract awarded by Kitsap County. The Sheriff’s Office has determined that acquiring Smart Communications Inmate Telecommunication Services under the terms of the Kitsap County agreement is in the best interest of the County. Kitsap County’s contract is effective through November 30, 2026 and may be extended for additional consecutive terms upon mutual agreement of the parties. Pursuant to Motion 23-041 the Sheriff’s Office and Information Technology Department have negotiated a Cooperative Purchasing Agreement and Statement of Work with Smart Communications specifically for the implementation of a turnkey inmate communications system that provides comprehensive services to incarcerated persons housed in the Snohomish County Correctional Facility.
FISCAL IMPLICATIONS:
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EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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TOTAL |
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REVENUE: FUND, AGY, ORG, REV, SOURCE |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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TOTAL |
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DEPARTMENT FISCAL IMPACT NOTES: The services are provided at no cost to the County.
CONTRACT INFORMATION:
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ORIGINAL |
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CONTRACT# |
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AMOUNT |
$0 |
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AMENDMENT |
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CONTRACT# |
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AMOUNT |
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Contract Period
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ORIGINAL |
START |
Upon execution |
END |
11/30/26 |
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AMENDMENT |
START |
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END |
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OTHER DEPARTMENTAL REVIEW/COMMENTS: The PA's office is unable to provide approval of piggyback agreements. Reviewed/approved by Risk - Diane Baer 12/12/23 and Finance - Nathan Kennedy 12/13/23