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 Journal Technologies, Inc. to provide a case management system for the Probation Department’s Adult and Juvenile Supervision Services, Pretrial Services Program and Juvenile Traffic Court.
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with Journal Technologies, Inc., modifying services to provide for the addition of a case management system for the Probation Department’s Adult and Juvenile Supervision Services, and increasing the amount by $1,285,000 to an amount not to exceed $2,628,637.50.
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BACKGROUND:
On December 10, 2019, the Board of Supervisors approved a contract with Journal Technologies, Inc. in an amount not to exceed $1,343,637.50 to provide a case management system for the San Mateo County Probation Department’s Pretrial Services Program and Juvenile Traffic Court.
Under the agreement, Journal Technologies, Inc. successfully launched the case management system for the Pretrial Services Program, partially funded through a grant from the Judicial Council of California (JCC). The new platform, called eProbation, allows Pretrial Services personnel to administer the Virginia Pretrial Risk Assessment Instrument-Revised (VPRAI-R) risk-assessment tool and generate court reports to recommend or deny release for pretrial defendants. Additionally, Deputy Probation Officers use the eProbation system to manage defendants that have been ordered to pretrial monitoring. The eProbation system includes a robust data reporting feature that has allowed the Probation Department to submit all data reporting elements required by the JCC.
The 2019 agreement also provides funding for a Juvenile Traffic Court system to provide a more efficient method to schedule hearings for youth and their families, support payment plans and statewide financial distributions, and provide meaningful data to analyze program outcomes.
In 2016, the Solano County Probation Department completed a Request for Information (RFI) to solicit responses for a department-wide case management system. Through this RFI, Solano County selected Journal Technologies as the primary vendor for their case management and has been in contract with them since that time. Solano County has reported nothing but positive feedback about their experience with Journal Technologies. The partnership they’ve had has been collaborative and positive and communication between both Solano County and Journal Technologies has been effective from the development of their case management system to project milestones and completion.
DISCUSSION:
This amendment will allow the Probation Department to continue working with Journal Technologies, Inc. in maintaining the existing eProbation system and implementing the Juvenile Traffic Court system, while amending services to provide for the addition of a department-wide case management system that embeds a supervision risk and needs assessment tool for adult and juvenile probationers, increasing the amount by $1,285,000 to a total amount not to exceed $2,628,637.50. The contract’s term end date will remain November 30, 2022.
The Probation Department requests that the Chief Probation Officer or his designee be granted authorization to execute additional amendments to this agreement that modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.
The Amendment and Resolution have been reviewed and approved by County Counsel.
FISCAL IMPACT:
The total increase in funding is $1,285,000, raising the contract to an amount not to exceed $2,628,637.50. This increase in funding will be covered by County funds which have been included in the FY 2020-21 Adopted Budget and FY 2021-22 Recommended Budget.