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Approve a Professional Services Agreement with Journal Technologies, Inc. (JTI) for $210,000 to migrate the On-Premises eProbation case management system to Journal Technologies, Inc. Hosted Amazon Web Services (AWS) GovCloud; Approve a Software License, Support and Maintenance Agreement to provide licensing, support, and maintenance for Journal Technologies, Inc. (JTI)-Hosted Amazon Web Services (AWS) GovCloud with annual hosting and storage fees of $126,250 billed annually, commencing upon completion of the migration project; Approve Statement of Work (SOW) for expert consultation services totaling $62,500 under the County’s Master Agreement with AgreeYa Solutions, Inc. to support the Probation Department’s eProbation Cloud-Housed Migration Project for the period of June 8, 2026, through February 26, 2027; Delegate authority to the County Administrator to execute the amendment and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999; and Authorize the Chief Probation Officer to execute any subsequent amendments that are technical or administrative in nature
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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 Professional Services Agreement with Journal Technologies, Inc. (JTI) for $210,000 to migrate the On-Premises eProbation case management system to Journal Technologies, Inc. Hosted Amazon Web Services (AWS) GovCloud;
2. Approve a Software License, Support and Maintenance Agreement to provide licensing, support, and maintenance for Journal Technologies, Inc. (JTI)-Hosted Amazon Web Services (AWS) GovCloud with annual hosting and storage fees of $126,250 billed annually, commencing upon completion of the migration project;
3. Approve Statement of Work (SOW) for expert consultation services totaling $62,500 under the County’s Master Agreement with AgreeYa Solutions, Inc. to support the Probation Department’s eProbation Cloud-Housed Migration Project for the period of June 8, 2026, through February 26, 2027;
4. Delegate authority to the County Administrator to execute the amendment and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999; and
5. Authorize the Chief Probation Officer to execute any subsequent amendments that are technical or administrative in nature.
SUMMARY/DISCUSSION:
The Probation Department (Probation) entered into an agreement with Journal Technologies, Inc. on June 28, 2018, for the software license, maintenance, and support of its client case management system, eProbation. Under the existing agreement, the eProbation application is hosted locally in an on-premises environment within Solano County. Probation now desires to migrate the application and database components from the on-premises environment to the JTI-hosted AWS GovCloud environment. Migrating the application and document storage from an on-premises environment to a cloud-hosted environment provides significant operational, security, and long-term sustainability benefits. A cloud solution improves system reliability and availability through built-in redundancy, automated backups, and disaster recovery capabilities, reducing the risk of service disruptions caused by hardware failures or local outages. Cloud-hosted environments also offer enhanced security and compliance, including continuous monitoring, regular patching, encryption, and alignment with government and justice-specific regulatory requirements, strengthening the County’s overall security posture.
In addition, a cloud-hosted solution allows the system to scale efficiently as program needs evolve, without the need for costly hardware investments or over-provisioning. By shifting infrastructure maintenance and system updates to the vendor, County IT resources can focus on higher-value activities that support service delivery and operational improvement. Cloud hosting also supports predictable, subscription-based costs, reducing expenditures and improving long-term budget planning. Overall, moving to a cloud-hosted environment modernizes the system, enhances resiliency, and positions the County to support future operational, policy, and technology needs.
FINANCIAL IMPACT:
The total cost of the cloud migration project is estimated at $272,500. This includes $210,000 for interfacing costs, and $62,500 for professional consulting services from AgreeYa. Additionally, there will be annual eProbation hosting and storage fees of $126,250. Probation has an existing license, support, and maintenance agreement with JTI. The proposed agreement adapts JTI’s services for the cloud environment at the same annual rate.
The funding for the migration is provided through the PATH JI Round 3 CalAIM grant. Budget appropriations to fund the contract are included in the Probation Department’s FY2025/26 Working Budget. There is no impact to the County General Fund for FY2025/26. There is an estimated annual ongoing cost of $126,250 annually and will be included in Probation’s future Recommended Budgets.
ALTERNATIVES:
1. The Board could choose not to approve the cloud migration, the Probation Department would continue operating eProbation in its current on-premises environment. This would require the County to maintain aging infrastructure and continue assuming responsibility for hardware maintenance, security patching, and disaster recovery, increasing the risk of system outages and service disruptions. This would also limit the system’s ability to scale or modernize, defer access to enhanced security and resiliency features available in a government-authorized cloud environment, and likely result in higher long-term costs associated with infrastructure refreshes and unplanned maintenance. Overall, it would preserve the status quo while increasing operational risk and delaying needed modernization.
2. The Board could choose not to approve the contract for the expert consultant services of a Business Systems Analyst (BSA) which would result in the Department being unable to complete the migration within required timelines, which could result in increased technical risk, potential noncompliance with established standards, and impacts on critical probation operations.
OTHER AGENCY INVOLVEMENT:
The Probation Department will work in coordination with the Department of Information Technology (DoIT) to ensure objectives of the contract are met.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION