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Approve a second contract amendment with AgreeYa Solutions for $88,000 for a total contract amount of $217,000 and extend the term through June 30, 2025 to lead the development and implementation of a Pretrial Interface between eProbation and eCourt; Delegate authority to the County Administrator to execute the amendment and any subsequent amendments, pending County Counsel concurrence, up to an aggregate of $74,999; Authorize the Chief Probation Officer to execute any amendments that are technical or administrative in nature and have no fiscal impact; and Approve an Appropriation Transfer Request recognizing $88,000 in unanticipated revenue from the County of Solano California Superior Court Pretrial funding (4/5 vote required)
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Published Notice Required? Yes ___ No _X _
Public Hearing Required? Yes ___ No _ X_
DEPARTMENTAL RECOMMENDATION:
The Probation Department recommends that the Board of Supervisors:
1. Approve a second contract amendment with AgreeYa Solutions for $88,000 for a total contract amount of $217,000 and extend the term through June 30, 2025 to lead the development and implementation of a Pretrial Interface between eProbation and eCourt;
2. Delegate authority to the County Administrator to execute the amendment and any subsequent amendments, pending County Counsel concurrence, up to an aggregate of $74,999;
3. Authorize the Chief Probation Officer to execute any amendments that are technical or administrative in nature and have no fiscal impact; and
4. Approve an Appropriation Transfer Request recognizing $88,000 in unanticipated revenue from the California Superior Court, County of Solano Pretrial funding (4/5 vote required).
SUMMARY/DISCUSSION:
The Probation Department (Probation) assists the County of Solano Superior Court of California, (Court) in making prompt, fair, and effective defendant release/detention decisions by screening for risk and preparing reports for the Court; monitoring and supervising released defendants to minimize risks of non-appearance at Court proceedings and provides for public safety. Currently the exchange of information, reports, Court decisions, and subsequent Court actions are managed through a manual process external to the respective case management systems. Probation, in coordination with the Court and the Department of Information Technology (DoIT) are seeking technical assistance from AgreeYa Solutions, Inc. to implement an IT solution that will allow a secured data exchange between eProbation, the Probation Department’s case management system, and eCourt, the California Superior Court, County of Solano case management system.
Pursuant to the Pretrial Program Memorandum of Understanding (MOU) between the Court and Probation dated July 1, 2021 - June 30, 2025, the Court has contracted with Solano County for Probation to provide certain services necessary to complete Pretrial program objectives and the Court will provide funding for the new or expanded services. Funding for this contract will be provided by California Senate Bill 129 (Stats. 2021, ch.69), amending the Budget Act of 2021, which provides funding for the “implementation and operation of ongoing court programs and practices that promote the safe, efficient, fair, and timely pretrial release of individuals booked into jail,” and establishes formulas for the Judicial Council to use in distributing pretrial release program funding.
AgreeYa Solutions, Inc. (AgreeYa) was one of the three agencies selected by the Department of Information Technology (DoIT) through an RFQ process conducted in October 2021 for technical support and project related services. Contract services include business systems analysis, solution design, facilitation of automation between departments, and project management.
This second contract amendment is to provide additional funding for contracted professional services provided by AgreeYa to lead the development and implementation of a Pretrial Interface between eProbation and eCourt and to extend the term through June 30, 2025.
FINANCIAL IMPACT:
Funding for this contract will be provided by Senate Bill 129 (Stats. 2021, ch.69), amending the Budget Act of 2021, which provides funding for the “implementation and operation of ongoing court programs and practices that promote the safe, efficient, fair, and timely pretrial release of individuals booked into jail,” and establishes formulas for the Judicial Council to use in distributing pretrial release program funding.
The additional contract amount will be paid utilizing additional SB129 Pretrial funding paid to Probation by the California Superior Court, County of Solano; therefore, an Appropriation Transfer Request (ATR) recognizing $88,000 in unanticipated revenue is required offset by the increase in appropriations for the contract.
ALTERNATIVES:
The Board could choose not to approve this contract; however, this is not recommended because the Probation Department would be unable to comply with the MOU between the County and the Court.
OTHER AGENCY INVOLVEMENT:
The Probation Department will work in coordination with the State of California Superior Court, County of Solano, and the Department of Information Technology (DoIT) to ensure objectives of the contract are met.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION