To: Board of Supervisors
From: Sheriff
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Approval of Professional Services Agreement between County of Humboldt and Beacon Software Solutions, INC.
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Authorize the Chair of the Board to sign the Professional Services Agreement and Exhibit D, Annual Product Maintenance and Support Agreement with Beacon Software Solutions, INC. for the use of handheld technology to enhance the jail management system; and
2. Authorize the Sheriff, Correctional Captain or Deputy Director Financial and Support Services to sign all extensions or amendments to the Agreement with the approval of County Counsel, CAO Office, and Risk Management.
Body
STRATEGIC PLAN:
This action supports the following areas of your Board’s Strategic Plan.
Area of Focus: Workforce & Operational Excellence
Strategic Plan Category: 3001 - Support a well-trained workforce
DISCUSSION:
The Humboldt County Correctional Facility (HCCF) has utilized Beacon Software for their Jail Management System since 2020. Recently Beacon has developed a handheld device that will allow data entry to be done throughout the jail in real-time.
Recent Title-15 changes have increased the required amount of time for incarcerated individuals to be out of their cell. To meet these guidelines the facility is required to document each time someone is out of their cell. Many of the celled units do not have workstations in the units as they would serve as a safety hazard to staff and the incarcerated population. Current practice requires the staff to manage the inmate population in the unit and when time allows go back to a control room that has a workstation to log any events such as cell checks, out of cell time, visitation, rec yard access, and movement throughout the facility. This means while the staff are in the control rooms documenting the necessary events to meet Title 15 guidelines, they are not supervising the inmate population. Using the Beacon handhelds would allow the staff to remain on the unit, while still being able to document these events in real time. This would greatly enhance HCCF’s ability to meet the Title 15 guidelines.
This agreement comes before your Board after the start date due to delays in the contract process after vendor signature was acquired.
SOURCE OF FUNDING:
Sheriff’s Federal Asset Forfeiture Department of Justice (DOJ) Trust 3637
FINANCIAL IMPACT:
|
Expenditures (3637-301) |
FY25-26 |
FY26-27 Projected* |
FY27-28 Projected* |
|
Budgeted Expenses |
$69,670 |
$15,328 |
$15,787 |
|
Additional Appropriation Requested |
$0 |
$0 |
$0 |
|
Total Expenditures |
$69,670 |
$15,328 |
$15,787 |
*Projected amounts are estimates and are subject to change.
|
Funding Sources (3637-301) |
FY25-26 |
FY26-27 Projected* |
FY27-28 Projected* |
|
General Fund |
$0 |
$0 |
$0 |
|
Use of Fund Balance |
$69,670 |
$15,328 |
$15,787 |
|
Total Funding Sources |
$69,670 |
$15,328 |
$15,787 |
*Projected amounts are estimates and are subject to change.
Narrative Explanation of Financial Impact:
The Beacon software expense for FY 2025-26 is $69,370 and was added as a supplemental budget during mid-year in budget unit 3637-301 Sheriff’s Federal Asset Forfeiture DOJ trust. For FY 2026-27 the annual maintenance amount of $15,328 will be budgeted through budget submission in the same fund.
STAFFING IMPACT:
There is no change to staffing. However, the addition of the handheld devices will greatly improve staff’s ability to do their jobs effectively and will increase morale.
OTHER AGENCY INVOLVEMENT:
N/A
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board could choose to not approve this recommendation. However, that would not be in the best public interest of the county as this technology will help ensure that the HCCF meets state guidelines and requirements.
ATTACHMENTS:
1. Professional Service Agreement with Beacon, including Exhibit D
PREVIOUS ACTION/REFERRAL:
Meeting of: N/A
File No.: N/A