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Approve an IT Professional Services Agreement with ATIMS in the amount of $392,606 to upgrade the current jail management system to Version 2.0 and move to a cloud-based platform effective October 28, 2025, through project completion; Approve a Service Level Agreement including Support and Maintenance in the amount of $157,570 for the ATIMS InCustody Jail Management System Cloud-Solution for the period of the V2 Upgrade GoLIVE date through June 30, 2026, with option to renew annually through June 30, 2030; Delegate authority to the County Administrator to execute the agreements and any subsequent amendments, pending County Counsel concurrence, up to an annual aggregate of $74,999 per agreement; Authorize the Sheriff, Undersheriff and Director of Administrative Services to execute amendments to the agreements which are technical in nature; and Approve an Appropriation Transfer Request of $392,606 transferring appropriations within the Sheriff’s Office operating budget to fixed assets for this project (4/5 vote required)
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Sheriff recommends that the Board of Supervisors:
1. Approve an IT Professional Services Agreement with ATIMS in the amount of $392,606 to upgrade the current jail management system to Version 2.0 and move to a cloud-based platform effective October 28, 2025, through project completion;
2. Approve a Service Level Agreement including Support and Maintenance in the amount of $157,570 for the ATIMS InCustody Jail Management System Cloud-Solution for the period of the V2 Upgrade GoLIVE date through June 30, 2026, with option to renew annually through June 30, 2030;
3. Delegate authority to the County Administrator to execute the agreements and any subsequent amendments, pending County Counsel concurrence, up to an annual aggregate of $74,999 per agreement;
4. Authorize the Sheriff, Undersheriff and Director of Administrative Services to execute amendments to the agreements which are technical in nature; and
5. Approve an Appropriation Transfer Request of $392,606 transferring appropriations within the Sheriff’s Office operating budget to fixed assets for this project (4/5 vote required).
SUMMARY:
The Sheriff’s current Jail Management System (JMS), implemented a decade ago, faces obsolescence and reliance on aging technologies. This has led to frequent issues with JMS functionality, increasing support demands on the Department of Information Technology (DoIT). Additionally, the current JMS version does not comply with the County’s technology standard (i.e., N-1) which often presents compatibility challenges for critical interfaces with internal and external systems responsible for data sharing. Moreover, JMS experiences significant performance issues. It currently operates on a single web server and database server infrastructure, resulting in noticeable slowness in system response times. This performance bottleneck also impacts the efficiency of other County departments including Probation and the District Attorney's Office as well as the courts. DoIT has assessed the condition as Priority 1 Critical.
The proposed IT Professional Services Agreement with ATIMS (Attachment A) will upgrade the current JMS to Version 2.0 (V2) and move from an online platform to a cloud-based platform. V2 represents a full platform upgrade to a modern, single-page application framework with RESTful API architecture. It removes legacy components, improves performance and responsiveness, and enables secure, standards-based data exchange with third-party and County systems.
FINANCIAL IMPACT:
During FY2024/25 Budget Hearings the Board approved the Sheriff’s Recommended Budget including $583,297 for the proposed DoIT project. DoIT and the Sheriff’s Office began contract negotiations to draft the scope of work and settle on price, this process lasted until August 2025. Unfortunately, the FY2024/25 appropriations were not carried over into FY2025/26; however, due to the current jail population, there is savings in contracted services for the Custody division to cover the cost of this project. An Appropriation Transfer Request (ATR) of $392,606 is necessary to transfer appropriations from contracted services to fixed assets for this project.
The annualized cost for the new Service Level Agreement (SLA) & Support and Maintenance Agreement (Attachment B) is $157,570 which will be prorated by the number of days from the V2 Upgrade GoLIVE date through June 30, 2026. This Agreement will supersede the current support and maintenance agreement having an annualized cost of $231,854 for FY2025/26. Lower ongoing support and maintenance costs are expected with the move to a cloud-based platform and the expected savings from the termination of the current agreement will entirely offset the prorated cost of the new Agreement. Ongoing support and maintenance costs will be included in the Sheriff’s future fiscal year’s Requested Budgets.
The cost associated with preparing the agenda item is nominal and absorbed by the department’s FY2025/26 Working Budget.
DISCUSSION:
ATIMS originally started out in 1999 as DSSI a company that provided software to law enforcement and corrections agencies. In 2008, DSSI shifted its focus to develop jail management software and rebranded itself as Advanced Technology Information Management System (d.b.a. ATIMS). Jail management systems are the repository of custody information as correctional staff enter all data from booking to release including, but not limited to, charges, bail, sentence, court dates, classification, safety checks, head counts, medical and mental health conditions and treatment, recreation time, participation in educational opportunities, grievances, incident reports, and release date. These systems also generate data reports that can be used to document compliance with Title 15 Minimum Standards and other statutory requirements and support inmate files.
As part of planning for the construction of the Stanton Correctional Facility (SCF), the Sheriff’s Office worked with County Purchasing to issue a Request For Proposal for replacement of the jail management system. In March 2013, the Board approved an agreement with ATIMS to customize and implement a new automated jail management system. The system went online in May 2015 prior to the opening of the SCF. Over time, minor version upgrades and security patches have been available for the system. Solano County’s current system is operating on Version 1.20.21 (released 2019) which relies on legacy technology and outdated dependencies. Consequently, the system is experiencing functionality and compatibility issues which impact the Custody Division’s operations. Moreover, constraints from use of legacy technology limit modernization, browser compatibility, and system integration.
With ATIMS’ release of Version 2.0, ATIMS offers improved system performance, increased functionality, better system reliability, alignment with modern web standards, and enhanced scalability for future needs. The Sheriff’s Office also anticipates increases in worker productivity, workflow efficiencies, and a reallocation of DoIT support hours to other projects.
ALTERNATIVES:
The Board of Supervisors could choose not to approve one or both of the agreements with ATIMS; however, this alternative is not recommended as the Sheriff’s Office current Jail Management System (JMS) relies on legacy technology and outdated dependencies, currently impacting Probation and the District Attorney's Office as well as the courts and needs replacement. ATIMS JMS Version 2.0 offers improved system performance, increased functionality, and better system reliability.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the agreements as to form. DoIT negotiated with ATIMS to draft the scope of work and settle on price.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION