Title
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/ Purchasing Supervisor to sign the Agreement with Orbis Partners, LLC in the amount not to exceed $69,223, for software license, hosting, support, and training for Case-Works-YASI Software for the period from September 20, 2021 through September 19, 2024;
b. Accept non-standard contract provisions as recommended by the Chief Probation Officer; and
c Authorize the Contracts Purchasing Officer or Contracts Purchasing Supervisor to sign and execute the appropriate documents and verifications when required.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/ Purchasing Supervisor to sign the Agreement with Orbis Partners, LLC in the amount not to exceed $69,223, for software license, hosting, support, and training for Case-Works-YASI Software for the period from September 20, 2021 through September 19, 2024;
b. Accept non-standard contract provisions as recommended by the Chief Probation Officer; and
c. Authorize the Contracts Purchasing Officer or Contracts Purchasing Supervisor to sign and execute the appropriate documents and verifications when required.
SUMMARY:
The Probation Department recommends the approval of a non-standard Agreement with Orbis Partners, LLC, in an amount not to exceed $69,223, for the term of September 20, 2021 through September 19, 2024 to utilize Case-Works-YASI software in the Probation Department. This agreement provides for software licensing, hosting, and support for fifty (50) users, with an e-training component.
DISCUSSION:
On September 30, 2020, Governor Gavin Newsom signed into law Senate Bill 823 (SB), which realigns the Department of Juvenile Justice (DJJ) population from the State of California to Counties, beginning July 1, 2021. The bill establishes the jurisdiction of the Juvenile Court up to the age of 25 for certain offenses and transfers the responsibility of care, custody, and supervision of youth to the county of commitment. This population of realigned youth are high-risk and have greater needs for specific individualized case plans with services and programs that address mental health needs, sex offender treatment or related behavioral or trauma-based needs, healthy adolescent development programs, family engagement, reentry, and continuing education.
Case-Works-YASI software provides software licensing, hosting, and support for fifty (50) users, which will be used to assess risk, needs and protective factors for the youth being released from the State and for assessment standardization for all youth populations in juvenile institutions, and under community supervision. This software will not only provide integrated scoring with case planning for the specialized population, but will also support additional data collection requirements, as outlined and mandated in the Juvenile Justice Realignment legislation.
The Agreement is non-standard for the County. It adopts modifications to the County’s standard agreement, set forth in Exhibit B, Exceptions to the County Standard Agreement, paragraphs 6.04, Payment Conditions, 7.1, Termination, 9.03, Insurance Coverage Requirements, and 10.5, Royalties and Inventions. Additionally, the proposed agreement is based upon the Orbis Partners, LLC Agreement, attached as Exhibit A, “Scope of Work.”
The first year’s initial cost of $28,510, includes the annual cost of $19,760 to support the fifty (50) licenses for Probation; each subscription year thereafter will incur an estimated 2% increase in the annual charge. The first year also includes e-training for up to fifty users at a one-time cost of $8,750. This proposed agreement will provide these services to the Probation Department for a three (3) year term of September 20, 2021 through September 19, 2024.
OTHER AGENCY INVOLVEMENT:
A Sole Source Justification was prepared by the Probation Department and was approved by the Contracts/Purchasing Officer. The Agreement documents have been reviewed by the Office of County Counsel and approved as to form with the exceptions to County standard terms and conditions noted in Exhibit B. The County Risk Manager has reviewed and approved the exceptions to County standard insurance coverage requirements. The Office of the Auditor-Controller has reviewed and approved as to fiscal provisions. The Agreement documents have been reviewed and approved as required by the Information Technology Department.
FINANCING:
Funding for the software subscription service with e-training agreement is provided by the Youth Programs and Facilities Grant. The first-year expenditure of $28,510 will be made within the existing appropriation limits during FY 21-22. The remaining balance of $40,713 will be included in the budgets for FY22-23 and 23-24. There is no additional cost to the County General Fund with the recommended action.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This recommendation supports key objectives of: 1) Health and Human Services by providing care and treatment for the specific needs of each youth with County and community services to improve their quality of life and support rehabilitation; and 2) Public Safety by providing services and programs to youth for successful reintegration into the community and aid in crime prevention.
☐ Economic Development
☐ Administration
☒ Health & Human Services
☐ Infrastructure
☒ Public Safety
Prepared by: Wendi Reed, Management Analyst II, ext. 3985
Approved by: Todd Keating, Chief Probation Officer, ext. 3913
Attachments:
Agreement with Orbis Partners, LLC for FY 2021-22, FY2022-23, and FY 2023-24