DATE: February 8, 2018 TIME: 1:00 p.m. – 2:30 p.m. LOCATION: Kenneth Hahn Hall of Administration, Room 830

AGENDA

Members of the Public may address the Operations Cluster on any agenda item by submitting a written request prior to the meeting.

Two (2) minutes are allowed for each item.

1. Call to order – Kieu-Anh King/Gevork Simdjian

2. Public Comment

(2 minutes each speaker)

3. INFORMATIONAL ITEM(S): (5 minutes)

A) Board Letter: FEE RE-AUTHORIZATION FOR SOCIAL SECURITY NUMBER TRUNCATION PROGRAM RR/CC – Dean Logan or designee

4. PRESENTATION/DISCUSSION ITEMS:

A) Board Letter: HALL OF RECORDS REFURBISHMENT CAPITAL PROJECT (5 minutes) CEO CP – Brad Bolger, Senior Manager or designee

B) Board Memo:

PERFORMANCE METRICS / PERFORMANCE COUNTS BRIEFING AND REPORT-BACK ON FEB 16, 2016, BOARD MOTION (30 minutes) CIO – William Kehoe, CIO and Peter Loo, Chief Deputy CIO

C) Board Memo: COMPUTER AIDED DISPATCH / CAD ANALYSIS AND REPORT-BACK TO MARCH 8, 2017, BOARD MOTION (15 minutes) LASD – Dean Gialamas, Division Director CIO – William Kehoe, CIO and Peter Loo, Chief Deputy CIO

SACHI A. HAMAI Chief Executive Officer

County of Los Angeles CHIEF EXECUTIVE OFFICE

OPERATIONS CLUSTER

CONTINUED ON PAGE 2 1

Page 2 of 2

D) CIO ANALYSIS – WORKING SESSION AND DISCUSSION OF BOARD POLICY ON IT CONTRACT RISK ANALYSIS (30 minutes) CIO – William Kehoe, CIO and Peter Loo, Chief Deputy CIO CoCo – Manuel Valenzuela, Asst. County Counsel or designee

5. INFORMATIONAL ITEM(S) LOOKAHEAD: (5 minutes)

A) Board Letter: APPROVAL OF A SOLE SOURCE AGREEMENT FOR PAPER TO ELECTRONIC DATA INTEGCHANGE AND IMAGE HOSTING SERVICES WITH IMAGENET, LLC DHS – Kathy Hanks, Admin Contracts

6. Adjournment

CONTINUED ON PAGE 2

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OPERATIONS CLUSTER FACT SHEET

REQUEST TO RE-AUTHORIZE THE COLLECTION OF THE ONE DOLLAR ($1.00) RECORDING FEE FOR THE CONTINUATION OF THE SOCIAL SECURITY NUMBER

TRUNCATION PROGRAM AND TO ADD A COMPONENT FOR DOCUMENTS RECORDED PRIOR TO 1980 PURSUANT TO SENATE BILL 184

2/8/2018

RECOMMENDATION:

Re-authorize the RR/CC to continue collection of the $1.00 Social

Security Number Truncation (SSNT) Program fee on each

recorded document (Liens, Releases, Affidavits, Deeds, Maps,

Notices, etc.) for the ongoing redaction on documents recorded

from January 1, 1980 through December 31, 2008, and

documents recorded prior to January 1, 1980 pursuant to SB 184.

SB 184 amended Government Code section 27301 to permit the

addition of a component to an established SSNT Program to

create a copy of an official record in an electronic format and

truncate any social security number contained in records filed

prior to January 1, 1980.

JUSTIFICATION: As the official custodian of records, the RR/CC is responsible for

maintaining real property, birth, death, and marriage records. The

continuation of the SSNT Program to include records recorded

prior to January 1, 1980 will enable compliance with the State

legislation restricting access to personal information contained in

recorded documents by preventing the fraudulent misuse of

personal information contained in recorded documents.

FISCAL IMPACT: The RR/CC anticipates collecting approximately $1.4 million per

fiscal year to defray costs of the SSNT Program. The revenue

collected will be accounted for in a designated SSNT Special

Revenue Fund with all related program expenses charged to that

fund. As such, there is no impact to net County cost.

DEPARTMENTAL

REPRESENTATIVE:

Debbie Martin Chief Deputy 12400 Imperial Highway Room 7001 Norwalk, CA 90650 (562) 462-2883

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February 27, 2018 The Honorable Board of Supervisors County of Los Angeles 383 Kenneth Hahn Hall of Administration 500 West Temple Street Los Angeles, California 90012 Dear Supervisors:

REQUEST TO RE-AUTHORIZE THE COLLECTION OF THE ONE DOLLAR ($1.00) RECORDING FEE FOR THE CONTINUATION OF THE SOCIAL SECURITY NUMBER

TRUNCATION PROGRAM AND TO ADD A COMPONENT FOR DOCUMENTS RECORDED PRIOR TO 1980 PURSUANT TO SENATE BILL 184

(ALL SUPERVISORIAL DISTRICTS) (3 VOTES)

SUBJECT: Request the Board to re-authorize the collection of the $1.00 Social Security Number Truncation (SSNT) Program fee previously authorized by your Board on March 25, 2008 under Assembly Bill (AB) 1168 and to allow the Registrar Recorder/County Clerk (RR/CC), pursuant to Senate Bill (SB) 184, to add a component to the SSNT Program to redact Social Security numbers from documents recorded prior to 1980. IT IS RECOMMENDED THAT YOUR BOARD, AFTER THE PUBLIC HEARING: Approve the attached Resolution authorizing the RR/CC to continue collection of the $1.00 SSNT Program fee on each recorded document (Liens, Releases, Affidavits, Deeds, Maps, Notices, etc.) for the ongoing redaction on documents recorded from January 1, 1980 through December 31, 2008, and documents recorded prior to January 1, 1980 pursuant to SB 184. SB 184 amended Government Code section 27301 to permit the addition of a component to an established SSNT Program to create a copy of an official record in an electronic format and truncate any social security number contained in records filed prior to January 1, 1980. The collection of the fee under the amended code will become effective thirty (30) days from the date of Board approval in accordance with Government Code section 25123. If approved, the collection of the fee

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will commence on April 2, 2018. PURPOSE/JUSTIFICATION OF RECOMMENDED ACTION: In 2008, AB 1168 authorized, by Board of Supervisor approval, the SSNT Program allowing the RR/CC to collect a $1.00 fee to redact each official record recorded between January 1, 1980 and December 31, 2008. AB 1168 incorporated a sunset clause ending collection of this fee December 31, 2017, unless re-authorized. The purpose of this recommendation is to re-authorize the RR/CC, to collect the $1.00 fee to defray costs associated with continuing the redaction of each official record, including the additional component of redaction for those recorded prior to January 1, 1980. As the official custodian of records, the RR/CC is responsible for maintaining real property, birth, death, and marriage records. The continuation of the SSNT Program to include records recorded prior to January 1, 1980 will enable compliance with the State legislation restricting access to personal information contained in recorded documents by preventing the fraudulent misuse of personal information contained in recorded documents. Implementation of Strategic Plan Goals: This request supports the County Strategic Plan as follows: Goal No. III, Realize Tomorrow’s Government Today: Our increasingly dynamic, and complex environment, challenges our collective abilities to respond to public needs and expectations. We want to be an innovative, flexible, effective, and transparent partner focused on advancing the common good. FISCAL IMPACT/ FINANCING: The RR/CC anticipates collecting approximately $1.4 million per fiscal year to defray costs of the SSNT Program. The revenue collected will be accounted for in a designated SSNT Special Revenue Fund with all related program expenses charged to that fund. As such, there is no impact to net County cost. Effective December 31, 2017, the RR/CC ceased collection of the $1.00 fee in compliance with the sunset clause in AB 1168. Effective April 2, 2018, the RR/CC will begin collecting the fee pending re-authorization from your Board. FACTS AND PROVISIONS/LEGAL REQUIREMENTS: AB 1168 was chaptered on October 13, 2007 and applies to any document recorded post January 1, 1980. The bill imposed a state-mandated local program and permitted the RR/CC, upon authorization by your Board on March 25, 2008, to implement a SSNT Program to collect an additional fee of $1.00 for recording the first page of each document

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until December 31, 2017. The bill also permitted the RR/CC to request an extension of the authorization to charge this fee beyond December 31, 2017. SB184 is the chaptered legislation that amended the Government Code permitting Recorders to incorporate a component into the SSNT Program to include redaction of recording prior to January 1, 1980. Except for documents that are recorded or required to be open to the public pursuant to the California Public Records Act, existing law prohibits any person or entity from publicly posting or displaying in any manner an individual's social security number, printing an individual's Social Security number on any card required to access products or services, requiring an individual to use his or her Social Security number to access an internet website, requiring an individual to transmit his or her Social Security number over the Internet, or printing an individual's Social Security number on materials that are mailed to the individual, with specified exceptions. The California Public Records Act requires state and local agencies to make their records available for public inspection unless a record is exempt from disclosure. The act exempts from disclosure, among others, any record that is a personnel, medical, or similar file the disclosure of which would constitute an unwarranted invasion of personal privacy. Pursuant to the provisions of AB1168, effective January 1, 2008, unless otherwise required by state or federal law, no person, entity, or government agency shall present for recording or filing with a county recorder a document that is open to the public, if that document displays more than the last four digits of the Social Security number. Most official records maintained by the RR/CC fall under the California Public Records Act. Such records are accessible to the public and are provided upon request to any interested parties. AB 1168 requires the creation of a "public record" version of each "official record" so that the "public record" is in an electronic format and is an exact copy of the "official record" except that any Social Security number contained in the "official record" shall be truncated by redacting the first five digits of that number. The RR/CC estimates approximately fourteen (14) million records out of the approximately seventy (70) million official records maintained by the RR/CC since 1980 may contain Social Security numbers. In order to create a public record copy, the RR/CC shall first redact the Social Security number in all records that already exist in an electronic format and then create an electronic version of all other records and truncate the Social Security number contained in those records. Currently, the RR/CC maintains documents in electronic format from 1985 forward which expedites the process of truncating the Social Security numbers from these recorded documents. The documents for the years 1980 through 1991 required conversion from microfilm to an electronic format to enable the truncation of the Social Security number. The RR/CC has completed the microfilm conversion of all documents back to 1980, which prepares them for redaction. The RR/CC continues to redact daily incoming documents and currently working on redacting year 1996 and working backwards to 1980. Documents recorded prior to 1980 will require additional work as they are currently in

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paper format, which will necessitate scanning and restoration prior to conversion. SB 184 permits the County Recorder to concurrently implement SSNT Program requirements set forth under AB 1168, the originating bill, and SB 184, which includes a program component for each official record recorded prior to January 1, 1980. Prior to adopting an ordinance, resolution, or other legislative enactment of a new fee, Government Code section 66018 requires that a local agency hold a public hearing at which oral or written presentations can be made. The Board of Supervisors' Executive Office, in compliance with section 6062(a) of the Government Code, has published an official notice and set the hearing for February 27, 2018. IMPACT ON CURRENT SERVICES (OR PROJECTS): Approval of the Resolution will ensure the County's continued compliance with the State law mandating the truncation of Social Security numbers on recorded documents. The collection of the fee will enable the RR/CC to implement the program components authorized under SB 184 without additional cost to the County. CONCLUSION The Chief Executive Office has reviewed and approved this Board letter. County Counsel has reviewed and approved this Board letter and attached Resolution. Respectfully submitted, DEAN C. LOGAN Registrar-Recorder/County Clerk DCL:RF:APL FP:VW:jw Enclosures c: Chief Executive Officer County Counsel

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COUNTY OF LOS ANGELES DEPARTMENT OF PUBLIC WORKS

BOARD LETTER BRIEFING SHEET

BOARD MEETING DATE: 2/20/2018 CORE SERVICE AREA: PUBLIC BUILDINGS

SUBJECT: VARIOUS HALL OF RECORDS PROJECTS

RECOMMENDED ACTION(S)

Approval of the recommended actions will find the Hall of Records - 7th Floor Refurbishment, Consumer and Business Affairs Refurbishment, and Plaza Refurbishment Projects are categorically exempt from the California Environmental Quality Act; approve the capital projects and budgets; approve appropriation adjustments; authorize the Chief Executive Officer, or her designee, to approve and execute amendments to Professional Services Agreement Contract Number AO-17-400 with the Smith Group JJR to increase the contract sum and extend the contract term to provide additional design services for the Hall of Records 7th Floor Refurbishment Project; and authorize the Director of Public Works or his designee to use multiple Board-approved Public Works Job Order Contract(s) to deliver the projects

BACKGROUND

The Hall of Records (HOR) is a prominent building in the Los Angeles Downtown Civic Center located at 222 North Hill Street, Los Angeles, CA 90012, completed in 1962. It was designed by the iconic mid-century architect Richard Neutra, in partnership with fellow architect Robert Alexander. It is recognized as a rare example of a built high-rise office building designed by the architects. Located on the Ground floor the Consumer and Business Affairs project is a tenant improvement project. The proposed plan opens up the area by removing walls will create a more flexible and appealing work environment for the staff, leading to more efficiently providing their services. The Plaza refurbishment project, located above the Ground floor Consumer and Business Affairs project, will repair and replace the exterior protection systems and water proofing of the building plaza that have exceeded their efficient life span and currently allowing exterior water intrusion into the building.

FINANCIAL IMPACT

The total cost of the HOR 7th Floor Refurbishment Project is estimated at $7,700,000. The total cost for the HOR Consumer and Business Affairs project is estimated at $6,014,000. The total cost for the HOR Plaza Refurbishment Project is estimated at $7,713,000.

ANTICIPATED COMMUNITY CONCERNS

None.

Last Updated:

SUP. DIST: 1

CONTACT: ANDY MOEY PHONE: (626) 300-2300 E-MAIL: Amoey@dpw.lacounty.gov

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February 20, 2018 The Honorable Board of Supervisors County of Los Angeles 383 Kenneth Hahn Hall of Administration 500 West Temple Street Los Angeles, California 90012 Dear Supervisors:

CONSTRUCTION CONTRACT PUBLIC BUILDINGS CORE SERVICE AREA VARIOUS HALL OF RECORDS PROJECTS

APPROVE CAPITAL PROJECTS, PROJECT BUDGETS, AND APPROPRIATION ADJUSTMENTS AUTHORIZE SUPPLEMENTAL PROFESSIONAL SERVICES,

AND USE OF JOB ORDER CONTRACTS SPECS. 7478; CAPITAL PROJECT NO. 87365 SPECS. 7475; CAPITAL PROJECT NO. 87257 SPECS. 7476; CAPITAL PROJECT NO. 87431

(SUPERVISORIAL DISTRICT 1) (3 VOTES)

SUBJECT The County is proposing to perform projects on three floors at the Hall of Records building to provide needed plaza level repairs and modernized office space on the ground and seventh floors for the Department of Consumer and Business Affairs and the Chief Executive Office, which would permit relocation of employee office functions from leased spaces. Approval of the recommended actions will find the Hall of Records 7th Floor Renovation, Consumer and Business Affairs Refurbishment, and Plaza Refurbishment projects are exempt from the California Environmental Quality Act; approve the capital projects and budgets; approve an appropriation adjustment; authorize the Chief Executive Officer or her designee to approve and execute amendments to Professional Services Agreement Contract Number AO-17-400 with the Smith Group JJR to increase the contract sum and extend the contract term to provide additional design services for the Hall of Records 7th Floor Refurbishment project; and authorize the Director of Public Works or his designee to use multiple Board-approved Public Works Job Order Contracts to deliver the projects. IT IS RECOMMENDED THAT THE BOARD:

1. Find the Hall of Records 7th Floor Renovation, Consumer and Business Affairs Refurbishment, and Plaza Refurbishment projects are categorically exempt from the California Environmental Quality Act for the reasons stated in this letter and in the record of the projects.

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The Honorable Board of Supervisors January 30, 2018 Page 2

2. Approve Capital Project No. 87257, Hall of Records Consumer and Business Affairs Refurbishment project, and total project budget of $6,014,000, which includes design, construction, change order contingency, consultant services, miscellaneous expenditures, and County services.

3. Approve Capital Project No. 87431, Hall of Records Plaza Refurbishment project,

and total project budget of $7,790,000 which includes design, construction, change order contingency, consultant services, miscellaneous expenditures, and County services.

4. Approve Capital Project No. 87365, Hall of Records 7th Floor Renovation project, and total project budget of $7,700,000, which includes design, construction, change order contingency, consultant services, miscellaneous expenditures, and County services.

5. Approve an appropriation adjustment to transfer $1,117,000 from Hall of Records Modernization project, Capital Project No. 87363, to the Hall of Records 7th Floor Refurbishment project, Capital Project No. 87365.

6. Approve an appropriation adjustment to transfer $700,000 from the Extraordinary Maintenance Budget, to the Hall of Records Plaza Refurbishment project, Capital Project No. 87431.

7. Authorize the Chief Executive Officer or her designee to approve and execute amendments to the Professional Services Agreement, Contract Number. AO-17-400, with the Smith Group JJR, as needed, including to make changes to the statement of work, pricing schedule, contract sum and term of the Agreement, to provide design and support services for the Hall of Records 7th Floor Renovation project, Capital Project No. 87365, provided that the aggregate total increase in the contract sum does not exceed $400,000, upon approval as to form by County Counsel.

8. Authorize the Director of Public Works or his designee to use multiple Board-approved Job Order Contracts for the demolition and the renovation for each of the various Hall of Records projects. These projects are identified as Capital Project No. 87365, 7th Floor Renovation; Capital Project No. 87257, Consumer and Business Affairs Refurbishment; and Capital Project No. 87431, Plaza Refurbishment project.

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The Honorable Board of Supervisors January 30, 2018 Page 3 PURPOSE/JUSTIFICATION OF RECOMMENDED ACTION Approval of the recommended actions will find the Hall of Records (HOR) 7th Floor Renovation, Consumer and Business Affairs Refurbishment, and Plaza Refurbishment projects exempt from the California Environmental Quality Act (CEQA); approve the projects and budgets, approve appropriation adjustments, authorize the Chief Executive Officer or her designee to approve and execute amendments to the Professional Services Agreement, Contract Number AO-17-400, with the Smith Group JJR, to increase the contract amount and the contract term to provide for design and support services for the HOR 7th Floor Renovation project and authorize the Director of Public Works or his designee to use multiple Board-approved Job Order Contracts (JOC) to deliver the projects. HOR 7th Floor Renovation Project HOR 7th Floor currently has approximately 18,000 square feet of available office space after the District Attorney's Office was relocated to the Hall of Justice (HOJ). As part of the planning for HOJ project, some employees from divisions of the Chief Executive Office (CEO) would move from existing leased spaces into HOR, and the savings from avoiding leasing would help to reduce the debt service for HOJ tenant improvement work. The proposed project scope of work on HOR 7th floor includes the following: demolition and abatement of hazardous materials on the east and west wings of the building; elevator lobby renovation; construction of a new ceiling system; new flooring; new paint; upgraded mechanical, electrical, and plumbing infrastructure; Americans with Disabilities Act compliant restrooms; and new furniture, fixtures, and equipment. The project is anticipated to be substantially completed by the end of December 2018. HOR Consumer and Business Affairs Refurbishment Project Located on HOR ground floor, the proposed project's scope of work consists of interior demolition; refurbishment of existing restrooms to comply with current codes; remodeling of existing office area doors; paint; new flooring; new electrical; data outlets, and new cabinetry; replacement of the existing heating and ventilation system; installation of a new integrated ceiling system to comply with California Title 24; removal and replacement of electrical and data outlets; removal and replacement of existing electrical subpanels; upgrade of data telecommunications systems; purchase of furniture, fixtures, and equipment; and providing Americans with Disabilities Act access to the building. Opening up the area by removing walls will create a more flexible and appealing work environment for the staff, leading to more efficiently providing their services. Construction documents and jurisdictional approvals are underway. The project is anticipated to be completed by the end of April 2019. 11

The Honorable Board of Supervisors January 30, 2018 Page 4 HOR Plaza Refurbishment Project After 55 years of use, the exterior protection systems of the building plaza have exceeded their efficient life span allowing exterior water intrusion into the building and require repairs and water proofing. The proposed project consists of demolition; refurbishment and water proofing of the existing basement walls and western planter structure; and repair and replacement of the plaza decking that also acts as a structural roof over half of the Department of Consumer and Business Affairs' ground floor offices. Demolition plans and jurisdictional approvals are underway. The Project is anticipated to be completed by the end of April 2019. Implementation of Strategic Plan Goals The County Strategic Plan directs the provisions of Strategy II.2, Support the Wellness of our Communities, and Strategy III.3, Pursue Operational Effectiveness, Fiscal Responsibility, and Accountability, Objective III.3.2, Manage and Maximize County Assets. The refurbishment of the Consumer and Business Affairs and Plaza Structural projects will contribute by reutilizing under-used and underperforming areas of the building. The recommended actions help to achieve these goals by converting and improving an existing structure that will provide centralized services for a quicker response to the community and by reducing lease expenses. FISCAL IMPACT/FINANCING HOR 7th Floor Renovation Project The total cost of the HOR 7th Floor -Renovation project is estimated at $7,700,000, including design, construction, change orders, consultant services, miscellaneous expenditures, and County services. Approval of an appropriation adjustment (see Enclosure) will transfer $1,117,000 from Hall of Records Modernization project, Capital Project No. 87363 to the Hall of Records 7th Floor Renovation project, Capital Project No. 87365. The recommended amendments to the existing Professional Services Agreement Contract Number AO-17-400, with the Smith Group JJR, will amend the Agreement, as needed, including to make changes to the contract sum and contract term, to provide design and support services for the HOR 7th Floor Renovation project, Capital Project Number 87365, provided that the aggregate total increase in the contract sum does not exceed $400,000.

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The Honorable Board of Supervisors January 30, 2018 Page 5 There is sufficient funding available in the Fiscal Year 2017-18 Capital Projects/Refurbishments Budget, Capital Project No. 87365, to fully fund the project. There is no impact to net County cost. Consumer and Business Affairs Refurbishment Project The total cost for the HOR Consumer and Business Affairs Refurbishment project is currently estimated at $6,014,000 including design, construction, change orders, consultant services, miscellaneous expenditures, and County services. There is sufficient funding available in the Capital Project No. 87257, to fully fund the project. There is no impact to net County cost. Plaza Refurbishment Project The total cost for the HOR Plaza Refurbishment project is currently estimated at $7,790,000, including design, construction, change orders, consultant services, miscellaneous expenditures, and County services. Approval of an appropriation adjustment (see Enclosure) will transfer $700,000 from the Extraordinary Maintenance Budget to the Hall of Records Plaza Refurbishment project, Capital Project No. 87431. There is sufficient funding available in the Capital Project No. 87431, to fully fund the project. There is no impact to net County cost. FACTS AND PROVISIONS/LEGAL REQUIREMENTS In accordance with the Board’s Civic Art Policy amended on August 11, 2015, two projects include 1 percent of design and construction costs to be allocated to the Civic Art Special Fund. The Civic Art allocation of $47,000 is allocated for Capital Project No. 87365; and $41,466 is allocated for Capital Project No. 87257. Capital Project No. 87431 is exempt from the one percent (1%) allocation of the construction cost for Civic Art Fund since it is an underground structural repair and paving replacement project. ENVIRONMENTAL DOCUMENTATION The proposed projects are exempt from CEQA. They fall within certain classes of projects that have been determined not to have a significant effect on the environment in that they meet criteria of specific classes of categorical exemptions. The proposed ground floor Consumer and Business Affairs Department Refurbishment and HOR 7th Floor Renovation projects involve interior alterations, code updates, and negligible or no expansion in use. The proposed HOR Plaza Refurbishment project involves 13

The Honorable Board of Supervisors January 30, 2018 Page 6 waterproofing and drainage system repairs, realignment of deck pavers, a new structural support system, exterior lighting, and landscaping. These projects have been found consistent with established standards for historic resource rehabilitation and are categorically exempt from the provisions of CEQA. These actions meet the criteria set forth in Sections 15301, Class 1 (a), (d), and (e), 15302, Class 2 (c), and Section 15331, Class 31 of the State’s CEQA Guidelines and Class 1 sections (c), (d) and (g) of the County of Los Angeles′ Environmental Procedures and Guidelines adopted by the Board on November 17, 1987. In addition, based on the project records, the projects are not in a sensitive environment, and there are no cumulative impacts, unusual circumstances, damage to scenic highways, listing on hazardous waste sites compiled pursuant to Government Code Section 65962.5, or indications that it may cause a substantial adverse change in the significance of a historic resource that would make the exemptions inapplicable. Upon the Board's approval, Public Works will file a Notice of Exemption with the Registrar-Recorder/County Clerk in accordance with Section 15062 of the State CEQA Guidelines. CONTRACTING PROCESS Smith Group JJR was selected in September 2016, following a competitive solicitation process for procurement of qualified architectural firms for consideration to provide professional services for space planning study and space planning design. On January 10, 2017, the Board delegated authority to the Chief Executive Officer or her designee to execute a professional services agreement with the Smith Group JJR for the County Space Standards study and space planning for the HOR 7th Floor. On February 6, 2017, the Chief Executive Officer executed Professional Services Agreement Contract Number AO-17-400 with the Smith Group JJR for the period of February 6, 2017, through January 31, 2018, in the amount of $470,000. The Chief Executive Officer executed Amendment Number 1 to the Agreement to extend the term of the Agreement from January 31, 2018 to June 30, 2018 to accommodate unanticipated delays in conducting certain tasks initiated on the existing scope of work. In addition, Amendment Number 1 extends the timeline for development of construction documents for the HOR 7th Floor Renovation project to June 30, 2018. Due to the complexity of the 7th Floor Renovation project, additional design and support services will be required to fully complete the project, which include the elevator lobby and other mechanical and electrical systems. County staff initiated negotiations with the Smith Group JJR for additional design and support services, and extension of the project scope of work. We are recommending the Board delegate authority to the Chief Executive Officer, or her designee, to execute amendments, as needed, including to 14

The Honorable Board of Supervisors January 30, 2018 Page 7 make changes to the contract sum and contract term, to provide design and support services for the HOR 7th Floor Renovation project, Capital Project No. 87365, provided that the aggregate total increase in the contract sum does not exceed $400,000. The short-term extension of Amendment Number 1 provides staff time to complete negotiations of further amendments for additional design and support services, subject to Board approval of these recommendations. The three proposed HOR projects presented in this letter, include demolition and renovation, refurbishment work, and will be carried out using Board-approved JOCs. IMPACT ON CURRENT SERVICES (OR PROJECTS) We anticipate that some demolition, abatement, and construction will need to be performed in the off-hours to help reduce impacts to the tenants on other floors of the building. Approval of the recommended actions will have no impacts on current County services or projects. CONCLUSION Please return one adopted copy of this letter to the Department of Public Works, Project Management Division I, and one copy to the Chief Executive Office, Capital Programs Division. Respectfully submitted, MARK PESTRELLA Director of Public Works MP:AKM:cg Enclosure c: Arts Commission Auditor-Controller Chief Executive Office County Counsel Executive Office

Department of Public Social Services (GAIN/GROW Program)

U:\pmdI\SecStaff\CMGwk\HoR\BL\CP HOR Various Projects BL

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Pending Documents

“To Enrich Lives Through Effective And Caring Service”

January 30, 2018 To: Supervisor Sheila Kuehl, Chair Supervisor Hilda L. Solis Supervisor Mark Ridley-Thomas Supervisor Janice Hahn

Supervisor Kathryn Barger

From: William S. Kehoe Chief Information Officer

LOS ANGELES COUNTY SHERIFF’S DEPARTMENT COMPUTER-AIDED DISPATCH SYSTEM

On March 8, 2017, your Board approved a motion that directed the Chief Executive Officer to work with the Sheriff and report back to the Board with a plan and timeline to efficiently and expediently replace the Los Angeles County Sheriff’s Department (LASD) computer-aided dispatch (CAD) system and minimize inefficient stopgap measures. The report should review the feasibility of a partial or complete LASD CAD system integration with the Fire Department’s CAD system and implications of such integration. Background The Los Angeles County (County) Sheriff Department’s (LASD) computer-aided dispatch (CAD) system is a critical subsystem of the Mobile Digital Communication System (MDCS) used by LASD to dispatch and coordinate response to calls-for service. All emergency, priority and routine calls are received into, distributed, tracked and managed by the CAD system for all unincorporated patrol areas and the contract cities services by LASD. The LASD distributed dispatch model provides for an effective coordination of localized response to calls-for-service. Multi-station responses are routed to Sheriff’s Communication Center Dispatcher for coordination and calls for service that require Fire

Board of Supervisors

HILDA L. SOLIS First District MARK RIDLEY-THOMAS Second District SHEILA KUEHL Third District JANICE HAHN Fourth District KATHRYN BARGER Fifth District

County of Los Angeles

CHIEF EXECUTIVE OFFICE Chief Information Office

Los Angeles World Trade Center, Suite 188 350 South Figueroa Street, Los Angeles, California 90071

(213) 253-5600

SACHI A. HAMAI Chief Executive Officer

FESIA A. DAVENPORT

Assistant Chief Executive Officer

WILLIAM S. KEHOE Chief Information Officer

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Each Supervisor January 30, 2018 Page 2 Department assistance are routed to dispatchers located at the Fire Department Command and Control Facility, as depicted below.

LASD’s CAD system was implemented in the late 1980’s and is running on hardware and software platform that are no longer supported by the manufacturer. On March 8, 2017, the Board approved a contract with Legacy Computer Service for the provision of hardware maintenance services for Hewlett Packard’s Tandem Nonstop computer hardware that supports the Sheriff’s Department’s MDCS. The Fire Department implemented a similar CAD system in 1992 and has since been upgraded to a hardware and software platform that is currently maintained and supported by Northrup Grumman. The Fire Department is currently preparing a Request for Proposals for a replacement of their CAD system for a planned release in October 2018. LASD and the Fire Department are also currently undergoing an upgrade to their Console Switch Interfaces (a subsystem of the Sheriff’s MDCS) that will provide enhanced radio communications with fail-over capabilities between LASD and Fire when it is completed in October 2018. LASD is consolidating remote Sheriff station CAD servers into the Central Communication Center, with a planned completion by July 2018. Plan for replacing LASD CAD The first phase of LASD’s initiative for their CAD system is to migrate the current application to run on new hardware and software platform. On May 11, 2017, LASD filed

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Each Supervisor January 30, 2018 Page 3 a notification informing the Board of their intent to negotiate the following sole source agreements for the one-time upgrade: A sole source contract with Hewlett Packard Enterprise to purchase the Production

hardware and software required to re-platform the CAD application (est. $1.5M) and upgrade support services (est. $600,000); and

Sole source contracts with Mr. Norm Fogel ($600,000) and Mr. Bob Woods ($600,000). Mr. Fogel and Mr. Woods were original members of the contractor implementation team for LASD’s CAD system.

LASD plans to submit the sole source contracts for Board approval on May 1st, 2018, and estimates that the migration effort will take approximately twelve months from the time the Board approves the sole source contracts. Funding for this migration effort is included in LASD’s FY 17-18 Budget. Concurrently, LASD will be submitting a competitively procured contract for consulting services for Board approval in March 2018, to assist the department develop functional and technical requirements, evaluate options and recommend a CAD replacement strategy. LASD will use the Fire Department’s CAD requirements to inform their requirements analysis.

Chief Information Officer Recommendations The complexities and mission-criticality of CAD to LASD’s operations makes the upgrade and subsequent replacement of LASD’s CAD system a high-risk initiative. We recommend and will work with LASD to implement the following risk mitigation measures as the Board considers approving the project to proceed:

1. Project Governance – identification of project sponsor and creation of project steering committee to address project issues, risks, resources, decide on recommendations and to ensure project success.

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Each Supervisor January 30, 2018 Page 4

2. Dedicated County Project Manager – responsible for managing and coordinating project resources, tasks, budget, and vendor management.

3. Business and IT Resource – identify a functional team to work with the contractor to develop requirements and review options for CAD replacement and a technical team to work with the contractors to perform the CAD upgrade.

If you have any questions or require further information, please contact Peter Loo, Chief Deputy CIO at 213-253-5627 or PLoo@cio.lacounty.gov.

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SUBJECT:

Board Letter Subject/Title

CONTRACT TYPE: ☐ New Contract ☐ Sole Source ☐ Amendment to Contract #: Enter contract #.

SUMMARY: Description: Provide brief summary, to include purpose of Board letter, Contractor, contract

term, and any requested delegated authority. Contract Amendments should include background of original contract, and amendments, e.g. extension of term, increase on contract cost, etc., requested.

Contract Amount: Enter contract amount.

FINANCIAL ANALYSIS: Contract costs: One-time costs Hardware/Software ............................................ $ Enter amount. Services .............................................................. $ Enter amount. Ongoing annual costs: Maintenance & support ..................................... $ Enter amount. Sub-total Contract Costs: ....................................... $ Enter amount. Other County costs: One-time costs ISD Services......................................................... $ Enter amount. Ongoing annual costs: ISD hosting/services ........................................... $ Enter amount. Department costs ............................................... $ Enter amount. Sub-total County costs: .......................................... $ Enter amount. Total one-time costs:.............................................. $ Enter amount. Total ongoing annual costs: .................................... $ Enter amount.

Notes: Describe assumptions and financing methods, as applicable.

RISKS:

William Kehoe

CHIEF INFORMATION OFFICER

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Board Letter Subject/Title Proposed CIO Analysis templatexx

Los Angeles County – Office of the CIO Page 2 of 2

1. Describe project risks (e.g. impact & probability) and mitigation measure(s).

PREPARED BY: ____________________________________ _________________ DEPUTY CIO DATE APPROVED: _______________________________________ _________________ WILLIAM KEHOE, COUNTY CIO DATE

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