Title
a. Approve and authorize the Contracts/Purchasing Officer to execute Amendment No. 1 to Agreement No. A-12792 with Homeland Justice Systems, Inc., in the amount of $28,930, for a total contract amount of $248,290, for additional software development to Probation’s Case Management System during Fiscal Year 17-18; and
b. Approve and authorize the Contracts/ Purchasing Officer to sign up to (2) 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 execute Amendment No. 1 to Agreement No. A-12792 with Homeland Justice Systems, Inc., in the amount of $28,930, for a total contract amount of $248,290, for additional software development to Probation’s Case Management System during Fiscal Year 17-18; and
b. Approve and authorize the Contracts/ Purchasing Officer to sign up to (2) 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:
In 2015, 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 additional software programming to improve the system’s architecture and features.
DISCUSSION:
Probation is a complex system, 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.
Probation utilizes a case management system, Smart Probation by Homeland Justice Systems, Inc. to manage its adult and juvenile operations, court activities, and victim services. Data collection and reporting requirements from state and federal agencies for Probation Departments, as well as mandates from laws such as SB678 and AB 109-Public Safety Realignment, have increased, and are tightly linked to access to funding. In addition, the CMS also provides for data exchanges for offenders monitoring and data sharing with the State of California’s Department of Justice as part of the Smart Justice initiative.
Legislative changes and the evolution of Probation’s mandates and sphere of control require ongoing upgrades and continuous enhancements of its case management system.
Amendment No. 1 increases the Agreement amount by $28,930 for total not to exceed amount of $248,290 for additional software programming services to enhance the case management system.
A copy of Amendment No. 1 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.
FINANCING:
Funding in the amount of $28,930 for software development has already been included in Probation’s Approved Budget for FY 17-18. 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 infrastructure; and b) Public Safety by expanding features for the tracking of information on offenders and victims.
__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
Attachments:
Amendment No. 1 to Agreement A - 12792 with Homeland Justice Systems, Inc.
Agreement No. A - 12792 with Homeland Justice Systems, Inc.