Title
Approve and authorize the Contracts/ Purchasing Officer or their designee to execute a retroactive Agreement back to July 1, 2024, through August 31, 2024, with Homeland Justice Systems, Inc., to provide a short-term license for Probation’s legacy Service Management System (SMS), Smart Probation in the total amount of $15,000 and aggregate term of July 1, 2024 through August 31, 2024.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Approve and authorize the Contracts/ Purchasing Officer or their designee to execute a retroactive Agreement back to July 1, 2024, through August 31, 2024, with Homeland Justice Systems, Inc., to provide a short-term license for Probation’s legacy Service Management System (SMS), Smart Probation in the total amount of $15,000 and aggregate term of July 1, 2024 through August 31, 2024.
SUMMARY:
This Agreement provides for a short-term license for the Department’s former case management system (CMS), Smart Probation. Probation has transitioned to its new CMS, Tyler Supervision, and was completing data validation. For historical records, access to the data as contained in the former system’s software format was needed for the two-month period of July 1, 2024 - August 31, 2024.
DISCUSSION:
Smart Probation, has been utilized since 2011 and following procurement under the County code and established policies, the Department contracted with Tyler Technologies, Incorporated for a new case management system that could accommodate data integration with the County court system, as well as accommodating the growing pre-trial and juvenile justice realignment requirements which are critical for the support of daily operations and to maintain adequate data collection and mandated reporting for the department. Tyler Supervision went live in January 2024 and as the department finalized its transition to the new CMS, access to the historical information under Smart Probation provided by Homeland Justice, Inc. was necessary for continuity of operations and certification of data.
The Chief Probation Officer supports approval of non-standard terms and conditions as relates to the waiver of liability to the Contractor and absence of warranty for the product.
A copy of the Agreement on file with the Clerk of the Board.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel has approved the agreement as to legal form, Risk Manager as to indemnification, and Auditor-Controller has approved it for fiscal provisions.
FINANCING:
Required funds have been included in the FY24-25 Approved Budget for the Probation Department, Probation 2550, Appropriations Unit PRO001. Funds associated with this recommendation are provided by the AB 109 Public Safety Realignment and are included 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 continued support of the Department’s Case Management system infrastructure; and b) Public Safety by maintaining 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 III, ext. 3985
Approved by: Todd Keating, Chief Probation Officer, ext. 3913
Attachment:
Agreement -Homeland Justice Systems, Inc.