Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: John T. Keene, Chief Probation Officer
Subject: Amendment to the Agreement with Tyler Technologies, Inc. to provide room safety check hardware and software for youth housed in the Youth Services Center-Juvenile Hall.
RECOMMENDATION:
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Adopt a resolution authorizing the President of the Board to execute an amendment to the agreement with Tyler Technologies, Inc. to extend the term through December 31, 2025, and add $50,000 for a new not-to-exceed amount of $275,000.
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BACKGROUND:
In 2018, the Probation Department reviewed hardware and software solutions from three vendors to improve its process of logging required room checks at the Youth Services Center-Juvenile Hall. The review led to a pilot project with Tyler Technologies, Inc. (Tyler) that allowed staff to perform paperless room checks with handheld scanners, resulting in more accurate reporting and greater accountability. A one-year contract with Tyler followed in 2019.
On December 8, 2020, the Board approved a waiver of competitive procurement and authorized a three-year agreement with Tyler - with a fourth-year renewal option - to continue the automated room-check system at the juvenile hall.
DISCUSSION:
Board of State and Community Corrections regulations (Title 15 - Minimum Standards for Juvenile Facilities) require juvenile detention facilities to implement policy and procedures that provide for direct visual observation of youth at a minimum of every 15 minutes, at random or varied intervals, during hours when youth are asleep or when youth are in their rooms, confined in holding cells or confined to their bed in a dormitory.
Probation has partnered with Tyler since 2018 to provide an automated room-check system for the Youth Services Center-Juvenile Hall. The system allows staff to perform paperless room checks with handheld scanners that read barcodes on each youth’s door. Staff members are held accountable by entering personal identification numbers into the scanners before logging checks. The system generates detailed room-check reports and sends automatic email notifications to supervisors about missed checks.
In 2020, the Board waived competitive procurement and approved a three-year Software as a Service agreement with Tyler - with a fourth-year renewal option - to allow for the continued use of the system based on critical operational needs and Tyler’s unique performance factors, including its ability to interface with the department’s previous case-management system.
It is recommended that the Board execute an amendment to this agreement to extend the terms of ongoing maintenance and support of the licensed software products, and the annual fees associated, for one additional year, through December 31, 2025. This extension will allow the department to complete the ongoing implementation of a new case management system with the potential for alternative automated room-check solutions going forward.
FISCAL IMPACT:
This amendment will add $50,000 to the existing agreement, resulting in a new not-to-exceed total of $275,000, to be funded through County funds included in the FY 2024-25 Adopted Budget.