Title
a. Approve and authorize the Contracts/Purchasing Officer or their designee to execute a non-standard Agreement with modified terms with Avenu Insights & Analytics, LLC to provide the software maintenance, license renewal, and support services for the victim restitution program for a term retroactive to January 1, 2025 through December 31, 2025 for an amount not to exceed $26,639; and
b. Authorize the Contracts/Purchasing Officer or their designee to sign future amendments to the Agreement provided that these amendments do not substantially change the Scope of Services and the total amount of the amendments does not exceed the Contracts/Purchasing Officer's signing authority amount of $200,000 with approval from the Office of the County Counsel.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts/Purchasing Officer or their designee to execute a non-standard Agreement with modified terms with Avenu Insights & Analytics, LLC to provide the software maintenance, license renewal, and support services for the victim restitution program for a term retroactive to January 1, 2025 through December 31, 2025 for an amount not to exceed $26,639; and
b. Authorize the Contracts/Purchasing Officer or their designee to sign future amendments to the Agreement provided that these amendments do not substantially change the Scope of Services and the total amount of the amendments does not exceed the Contracts/Purchasing Officer's signing authority amount of $200,000 with approval from the Office of the County Counsel.
SUMMARY/DISCUSSION:
In the State of California, the courts can order a defendant to pay restitution to the victim. In collaboration with the courts, the Probation Department assists in holding offenders accountable for their victims’ financial losses through victim restitution. The Treasurer-Tax Collector’s Office serves as the collecting agency for the victim restitution program.
For several years the Treasurer Tax-Collector’s Office has contracted with Avenu Insights & Analytics, LLC (formerly Ontario Systems LLC, also Columbia Ultimate, Inc. dba RevQ) for the software license, maintenance support, and professional services for the Revenue Plus Collector System (RPCS) used for collections and tracking of court ordered debt, which includes victim restitution. The Probation Department has also contracted with Avenu Insights & Analytics, LLC to provide a software module, maintenance support, annual updates, support licenses and conversion/interface development for the victim restitution program.
The proposed Agreement with Avenu Insights & Analytics, LLC for the continuation of the victim restitution software licenses and maintenance support is for a term of January 1, 2025 through December 31, 2025 and for an amount not to exceed $26,639. The Probation Department recommends the approval of the Agreement to allow the vendor to continue providing the software needed to support the victim restitution program.
Although the Agreement is below the signing authority of the Contracts/Purchasing Officer, it requires Board of Supervisors approval due to its retroactive start date and modified Agreement terms which are non-standard. Contract negotiations delayed the approval process as well as the tight schedule impacted by the observed holidays.
OTHER AGENCY INVOLVEMENT:
The Agreement has been approved by the Office of the County Counsel as to form and by the Auditor-Controller’s Office as to fiscal terms. Risk Management has reviewed the Agreement and has indicated Board of Supervisors approval is required due to the Agreement non-standard language.
FINANCING:
The associated funding and appropriations of $26,639 are included in the Probation Department’s FY 24-25 Adopted Budget (001-2550-PRO001-8167). There is no additional cost to the County General Fund with this recommendation.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommendation to approve the Agreement with Avenu Insights & Analytics, LLC to provide software maintenance, license renewal and support for the victim restitution program supports key objectives of: 1) Administration with efficient and effective fiscal management, and 2) Health and Human Services in providing restitution to victims of crime thereby improving health and quality of life.
__ Economic Development
X Administration
X Health & Human Services
Infrastructure
__Public Safety
Prepared by: Marcela Barbosa, Management Analyst II, Ext. 1100
Approved by: Jose Ramirez, Chief Probation Officer, Ext. 3913
Attachment:
Non-Standard Agreement with Avenu Insights & Analytics, LLC