To: Board of Supervisors
From: Executive Office Probation
Meeting Date: June 20, 2023
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Department Contact: |
Izen Locatelli |
Phone: |
707-234-6900 |
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Department Contact: |
Katie Ford |
Phone: |
707-234-6900 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Approval of Agreement with Tyler Technologies, Inc. in the Amount of $1,138,482 for the Replacement of the Probation Departments Criminal Justice Case Management System, Effective Upon Full Execution through June 30, 2028, for Software Acquisition, Annual Software Fees, Implementation Services, and SmartWand Hardware
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Recommended Action/Motion:
recommendation
Approve Agreement with Tyler Technologies, Inc. in the amount of $1,138,482 for the replacement of the Probation Departments Criminal Justice Case Management System, effective upon full execution through June 30, 2028, for software acquisition, annual software fees, implementation services, and SmartWand Hardware; authorize the Chief Executive Officer or designee to execute any and all documents in relation to the transaction; authorize the Chief Executive Officer or their designee to sign any future amendments to the Agreement that do not alter the fiscal aspect of the Agreement; and authorize Chair to sign same.
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Previous Board/Board Committee Actions:
During the FY 2020-21 mid-year budget, the Board of Supervisors allocated $1,000,000 to the IT reserve for the criminal justice case management system replacement project.
Summary of Request:
In 2016, the Probation Department began researching and comparing products in the marketplace in an effort to explore replacing the existing case management system know as JustWare to an application that would better fit the department’s needs. After the conclusion of this comparative analysis, the Probation department identified a product called CaseloadPRO that satisfied their needs. The Department was unable to move forward with the project at that time. Subsequently, CaseloadPRO was acquired by Tyler Technologies, Inc. and this probation software product is now referred to as “Tyler Supervision”.
On February 24, 2020, the Probation Department, Public Defender’s Office, Alternate Defender’s Office, District Attorney’s Office, and County Information Services were notified via email by Journal Technologies, that the legacy JustWare Case Management Software would reach the end of life and no longer be supported by the vendor as of June 30, 2021.
Journal Technologies proposed “upgrading” the current version of the software to their current product offering, which is a hosted solution called eSupervision/eProbation. This transition would have been a migration to a new and different production, requiring full implementation services and data conversion. As a result, the Probation Department once again began researching potential solutions available on the marketplace that would meet the unique needs of the department. This research also included the evaluation of the incumbent vendor’s new proposed solution. There are a limited number of vendors that provide this specialized software.
The Probation Department began their due diligence in evaluating viable solutions through the following means: 1) Onsite presentations and demonstrations for qualified vendors, 2) Collaboration and reference checking with other Probation offices in the State of California, and 3) Soliciting proposals from qualified vendors to conduct a cost comparison.
Upon the conclusion of this additional evaluation process, the decision was reached that Tyler Technologies still offered the best solution based upon functional needs, integration requirements, references, experience and expertise specifically in the State of California.
Therefore, the Executive Office and the Probation Department is requesting the Board of Supervisors approve the agreement with Tyler Technologies, Inc. in the amount of $1,138,482 for the acquisition, implementation, SmartWand Hardware, and hosting costs of a criminal justice case management system.
Alternative Action/Motion:
Do not approve agreement and provide alternate direction to staff.
Does This Item Support the General Plan? N/A
Strategic Plan Priority Designation: A Safe and Healthy County
Supervisorial District: All
vote requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: IT Reserve and |
budgeted in current f/y: Yes |
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current f/y cost: $562,575 - It is anticipated this agreement will begin billing in FY2023-24 |
if no, please describe: |
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annual recurring cost: Varies-Annual software fees of $135,000/yr for years 2 & 3; $148,838/yr for year 4; $156,279/yr for year 5 |
revenue agreement: No |
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budget clarification: During FY 2020-21 mid-year budget, the Board of Supervisors allocated $1,000,000 to the IT reserve for the criminal justice case management system replacement project. $562,575 one-time and first year costs will be funded through the project. Ongoing software fees identified will be budgeted at the department level annually through the County budget process. |
Agreement/Resolution/Ordinance Approved by County Counsel: Yes
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CEO Liaison: Executive Office |
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CEO Review: Yes |
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CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Senior Deputy Clerk |
Final Status: Approved |
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Date: June 20, 2023 |
Executed Item Type: Agreement Number: 23-106 |
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