SR-09-08-2015-3H
City Council
Report
City Council Regular Meeting: September 8, 2015
Agenda Item: 3.H
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To: Mayor and City Council
From: Jacqueline Seabrooks, Police Chief, Police Department
Subject: Purchase Order with Department of Justice for Livescan Services
Recommended Action
Staff recommends that Council authorize the Purchasing Services Manager to issue a
purchase order to the California Department of Justice (CA DOJ) for Live Scan criminal
history background checks. This is a sole source purchase order in an amount not to
exceed $60,000 for one year, with four additional one year renewal options t o extend on
the same terms and conditions for a total not to exceed $300,000, with future year
funding contingent on Council budget approval.
Executive Summary
The Police Department utilizes the California Department of Justice (CA DOJ) to
conduct criminal history background checks. The automated system is known as Live
Scan. The CA DOJ is the sole source criminal history repository restricted by law for
legitimate law enforcement purposes and authorized applicant agencies. Staff
recommends continued partnership with the CA DOJ for criminal history background
checks via the Live Scan system at a cost of $60,000 per year on an annual recurring
basis for a five year period for a total cost of $300,000. A portion of these costs are
offset by the revenues received from the public for this service.
Discussion
The CA DOJ has full authority and control of criminal history records including the
criminal history fingerprint repository. Access to the criminal history repository of records
maintained by the CA DOJ is restricted by law to legitimate law enforcement purposes
and authorized applicant agencies. Santa Monica Police Department is an authorized
applicant agency for Live Scan access.
The Santa Monica Police Department provides the Live Scan fingerprinting service to
complete criminal background checks for city employees and the public for a nominal
fee. The criminal history background checks are conducted for conditions of
employment, licensing, certification, foreign adoptions and visa/immigration clearances.
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Live Scan is an ink-less fingerprinting (digitizing) submission process that is
accomplished by high-tech computer-based devices. The Live Scan process entails the
applicant arriving at the Public Safety Facility (PSF) for fingerprinting; the applicant
provides the technician with a completed “Request for Live Scan Service” form. The
technician places the applicant’s fingers on a glass which electronically captures an
image of the applicant’s fingerprints. Live Scan applicant’s fingerprints are electronically
submitted to the CA DOJ and/or the Federal Bureau of Investigations (FBI), along with
the information entered from the "Request for Live Scan Service" form thereby
completing the criminal background check process. The fingerprint image is compared
against the CA DOJ’s and/or FBI’s criminal history fingerprint repository using a
proprietary algorithm. If a match is found, a computer generated notification is provided
confirming that the applicant has a past criminal record. If no fingerprint match is found,
an email notification will report no criminal history found. For members of the public,
Santa Monica Police Department charges a rolling fee of $36.23 for the Live Scan
service as well as a DOJ processing fee of $32.00 and a fee of $17.00 for the Federal
Bureau of Investigations, if applicable. The DOJ bills the Santa Monica Police
Department monthly for the services provided to the public and city employees. Over
the past three fiscal years, the annual bill attributed to the public for Live Scan services
for business licenses and other purposes averaged $27,591 per year; the annual bill
attributed to criminal background checks for city employees averaged $28,214 over the
same time period.
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Financial Impacts and Budget Actions
The purchase order to be awarded to California Department of Justice is for an amount
not to exceed $300,000. Funds are available in the Police Department’s FY 2015-16
budget. The purchase order will be charged to account 01307.566970 Future year
funding is contingent on Council budget approval.
Prepared By: Nicole Bustamante, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments: