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Approve a contract with AgreeYa Solutions for a not to exceed amount of $129,000 to lead the development and implementation of a Pretrial Interface between eProbation and eCourt for the period March 26, 2024 to June 28, 2024; Delegate authority to the County Administrator to execute the contract and any subsequent amendments, pending County Counsel concurrence, up to an aggregate of $74,999; and Authorize the Chief Probation Officer to execute any amendments which 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 approve a contract with AgreeYa Solutions for a not to exceed amount of $129,000 to lead the development and implementation of a Pretrial Interface between eProbation and eCourt for the period March 26, 2024 to June 28, 2024; Delegate authority to the County Administrator to execute the contract and any subsequent amendments, pending County Counsel concurrence, up to an aggregate of $74,999; and Authorize the Chief Probation Officer to execute any amendments which are technical or administrative in nature.
SUMMARY/DISCUSSION:
The Probation Department (Probation) assists the Superior Court of California, County of Solano (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, Probation’s case management system, and eCourt, the Court’s case management system.
Pursuant to the Pretrial Program Memorandum of Understanding (MOU) between the Court and Probation dated July 1, 2021 - June 30, 2024, 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 SB 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 the 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.
FINANCIAL IMPACT:
Funding for this contract will be provided by SB 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 contract amount of $129,000 will be paid by the Court to Probation. Budget appropriations to fund the contract are currently budgeted in the Probation Department’s FY2023/24 Working Budget.
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.
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