Title
a. Approve and authorize the Contracts/Purchasing Officer to sign a 3-year agreement in the amount not to exceed $219,360 in the aggregate for FY 15-16, FY 16-17 and FY 17-18 with Homeland Justice Systems, Inc. for maintenance and software development services for Probation’s Case Management System;
b. Authorize a modification of the County standard liability language as recommended by the Chief Probation Officer; and
c. Approve and authorize the Contracts/ Purchasing Officer to sign up to (3) amendments to this agreement where the total amendments do not exceed ten percent (10%) of the original contract price 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 to sign a 3-year agreement in the amount not to exceed $219,360 in the aggregate for FY 15-16, FY 16-17 and FY 17-18 with Homeland Justice Systems, Inc. for maintenance and software development services for Probation’s Case Management System;
b. Authorize a modification of the County standard liability language as recommended by the Chief Probation Officer; and
c. Approve and authorize the Contracts/ Purchasing Officer to sign up to (3) amendments to this agreement where the total amendments do not exceed ten percent (10%) of the original contract price and do not significantly change the scope of work.
SUMMARY:
Probation is recommending entering into a 3-year agreement with Homeland Justice Systems to provide maintenance and software development services for 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.
DISCUSSION:
Probation is a complex system, and is considered the linchpin of the criminal justice system and an arm of the Courts. The collection and tracking of client and case-related information is the backbone of all juvenile and adult probation operations.
In 2011 Probation implemented a case management system, Smart Probation by Homeland Justice Systems, Inc. to integrate juvenile and adult data; support the Courts with the preparation and timely submittal of pre and post-sentence reports; assess risk of recidivism for appropriate supervision targeted to criminogenic needs; manage substantial and specialized caseloads of juvenile and adult offenders and monitor compliance; refer and monitor offender participation to rehabilitative services; track recidivism rates and program outcomes; and manage offender caseload to maximize collection and distribute victim restitution to victims of crimes.
Data collection and reporting requirements from state and federal agencies for Probation Departments, as well as mandates from new laws such as SB678 and AB 109-Public Safety Realignment, have been steadily increasing, and are tightly linked to access to funding.
CMS functionality was expanded to include new data collection and reporting requirements, particularly as a result of AB 109-Public Safety Realignment, and new data exchanges for offenders monitoring and data sharing with the State of California’s Department of Justice as part of the SmartJustice initiative.
The proposed 3-year agreement supports the annual maintenance services at the cost of $64, 815 for FY 15-16, with an annual increase at a rate not exceeding the Consumer Price Index (CPI) for the prior year or 5%, whichever is less. It also includes $15,030 for additional programming services for software development, due to additional data requirements. The total aggregate for the 3-year contract is not to exceed $219,360.
Risk Management has reviewed the insurance language and cannot recommend the modification to the limitation of liability clause. The limitation of liability clause appears in most service and software contracts, excluding consequential damages and capping the liability to the amount actually paid by County for the services provided in the agreement. As all the other insurance requirements have been met by the contractor, and there are compelling business reasons for execution of this agreement, the Department recommends that the Board approve this exception to standard insurance requirements, as in the best interest of the County.
A copy of the Agreement is on file with the Clerk of the Board.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved the agreement as for legal form, and the Auditor for fiscal provisions; Risk Management is unable to sign due the insurance exception.
FINANCING:
Funding in the amount of $79,845 for maintenance and software development has already been included in Probation’s the Recommended Budget for FY 15-16. The remaining balance of $139,515 will be included in the budgets for FY 16-17 and 17-18. There is no additional cost to the County General Fund with this recommended action.
Prepared by: Marisa Fiori, Management Analyst III, ext. 1100
Approved by: Marcia Parsons, Chief Probation Officer, ext. 3913
Attachment: Agreement with Homeland Justice Systems, Inc., FY 15-16, FY 16-17 and FY 17-18 for Smart Probation Case Management System