Meeting Type: BCC Regular Meeting
Meeting Date: 6/19/2018
Item Status: Addendum
From: Connie Dudgeon, BCSO
Submitted by: Anu Gary, Records Manager
______________________________________________________________________
ITEM TITLE
Title
Guardian RFID System Agreement
Body
STAFF RECOMMENDATION
Recommendation
Approve the Guardian RFID System Agreement and authorize the Chairman to execute the contract and any related documents.
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background:
During the March 13, 2018, Work Session, the Commission discussed the approval of the Guardian RFID System Agreement between Codex Corporation d/b/a GUARDIAN RFID and the Baldwin County Commission for the purchase of the Guardian RFID Inmate Tracking System for the Baldwin County Corrections Center, with the initial term of this Agreement beginning on the Effective Date and extending to the first anniversary of the Go-Live Date (the “Initial Term”). After the Initial Term, subject to Section 18(b), this Agreement automatically being renewed for up to three (3) additional one-year (1-year) periods (each such period, an “Extended Term”). This Agreement may be terminated for convenience by either party by providing notice sixty (60) days prior to the end of the Initial Term or the end of any Extended Term, as applicable. Such termination will be effective as of the end of such Initial Term or Extended Term, as applicable. The Commission postponed the item until a later date.
The cost for the Guardian RFID Inmate Tracking System was approved in the 2017-2018 Fiscal Year Budget for Cost Center 52200. This purchase does not have to go out to bid. It is a Sole Source item (see attached sole source letter). The annual renewal fee will be budgeted to line item 52200.5150. Guardian RFID is a powerful, easy to use Inmate Management System that uniquely leverages radio-frequency identification (RFID) technology to automate a wide range of correctional workflows, data collection, communication and reporting needs while integrating with our current jail management system. Guardian RFID meets the need for automating key operational workflows, tasks, and correctional reporting requirements suggested by corrections standards, including, but not limited to the use of passive, high-frequency RFID wrist bands worn by inmates and ruggedized mobile readers used by corrections officers to record and document eternally the following information: inmate movements, daily head counts, security checks, inmate welfare checks, recreational time for inmates, demeanor and actions of an inmate on special watches, issuance of razors, issuance of toiletries, distribution of meals and more. All electronically captured data cannot be edited, deleted, or altered in any way. A web-based active/live log must be accessible so that supervisors and administration can actively track this data, from both on-site and off-site locations in a secure manner.
Guardian RFID inmate tracking and accountability system can significantly increase staff productivity and safety, while strengthening the security of the Baldwin County Corrections Center.
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A
Additional instructions/notes: N/A