Title
a. Approve and authorize the Contracts/ Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 1 to Agreement No. A-14028 with Homeland Justice Systems, Inc., in the amount of $58,100, for a total contract amount of $533,038, for software hosting services for Probation’s Service Management System (SMS) effective May 15, 2019 through the remaining term of the contract to June 30, 2021; and
b. Approve and authorize the Contracts/ Purchasing Officer or Contracts/Purchasing Supervisor to sign up to (2) additional amendments where the total does not exceed ten percent (10%) of the original contract amount ($47,493) and do not significantly change the scope of work.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts/ Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 1 to Agreement No. A-14028 with Homeland Justice Systems, Inc., in the amount of $58,100, for a total contract amount of $533,038, for software hosting services for Probation’s Service Management System (SMS) effective May 15, 2019 through the remaining term of the contract to June 30, 2021; and
b. Approve and authorize the Contracts/ Purchasing Officer or Contracts/Purchasing Supervisor to sign up to (2) additional amendments where the total does not exceed ten percent (10%) of the original contract amount ($47,493) and do not significantly change the scope of work.
SUMMARY:
In 2018, Probation entered into a 3-year agreement with Homeland Justice Systems to provide maintenance and software development services to Probation’s Case Management System (CMS), Smart Probation. Smart Probation is the CMS utilized to manage operations for adult and juvenile clients and victim information, manage data exchanges with other systems, and to fulfill increasing data collection and reporting mandates. Amendment No. 1 provides for an expansion of Smart Probation CMS functionality by integrating the CMS with a new web-based application for contracted AB109 service providers hosted by the vendor.
DISCUSSION:
Probation has expanded the use of Smart Probation to include existing AB109 service providers for reentry, day reporting, behavioral health, housing and employment programs. Homeland Justice Systems, Inc. has developed a web-based system with full interoperability and integration with the existing CMS. This new system expansion, the Smart Probation Service Management System (SMS), requires hosting outside the county network.
The Smart Probation Service Management System (SMS) has been designed to automate program referrals, capture communications between service providers and probation officers, and record all case management activities, outcomes and service deliverables. The SMS will replace the former utilization of Efforts to Outcomes by Social Solutions (ETO), which was accessed through Department of Social Services. The ability to bring all service delivery data directly into Smart Probation will significantly enhance collaboration, accountability, data collection, and the evaluation of service delivery and outcome measures.
Amendment No. 1 increases the original Agreement amount by $58,100 for total not to exceed amount of $533,038 for software hosting services to enhance the case management system and data collection of service-related programs.
A copy of Amendment No. 1 is on file with the Clerk of the Board.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management has approved the amendment as to legal form, while the Auditor-Controller has approved it for fiscal provisions.
FINANCING:
Funding in the amount of $7,700 for software maintenance and development has already been included in Probation’s Approved Budget for FY 18-19. The remaining balance of $50,400 is included in the Recommended Budget for FY 19-20 in the amount of $25,200, and will also be included for FY 20-21, in the remaining amount of $25,200. Funds associated with this recommendation are provided by the AB 109 Public Safety Realignment, authorized in the current State budget. There is no additional cost to the County General Fund with this recommended action.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This recommendation supports the Board of Supervisor Strategic Initiatives of: a) Administration, through the enhancement of the Department’s Case Management system infrastructure; and b) Public Safety by expanding features for the tracking of information on offenders and the delivery of rehabilitative services.
___ Economic Development
_X_ Administration
__ Health & Human Services
___ Infrastructure
_X_ Public Safety
Prepared by: Wendi Reed, Management Analyst II, ext. 3985
Approved by: Marcia Parsons, Chief Probation Officer, ext. 3913
Attachment:
Amendment No. 1 to Agreement A-14028 with Homeland Justice Systems, Inc.
Agreement No. A-14028 with Homeland Justice Systems, Inc.