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HomeMy WebLinkAboutMINUTES - 11042014 - C.69RECOMMENDATION(S): APPROVE and AUTHORIZE the County Administrator, or designee, to execute a contract amendment with Capita Technologies, Inc., effective October 1, 2014, to increase the payment limit by $140,000 to a new payment limit of $2,512,376, with no change to the original term, to provide additional data conversion services as part of the implementation of a case management system for probation services. FISCAL IMPACT: The contract cost will be funded through a combination of appropriations from the Law & Justice Systems project budget and the Probation Department. As amended, the contract cost comprises software licensing and configuration in the amount of $1,939,336 and four years of maintenance commencing upon go-live in the amount of $573,040 or $143,260 per year. Upon completion of the project, we anticipate that the ongoing cost of system maintenance and support would be significantly reduced from the cost of the current mainframe system. Related County costs outside of the contract include costs of wide area network services provided by the Department of Information Technology and hardware associated with the necessary system server and workstation environment. The County Administrator’s Office will work with the Probation Department to identify funding for those specific costs, once determined, through a number of potential sources: department operating budget, county venture capital funding (if available), grant funding, and/or multi-year financing. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 11/04/2014 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Julie DiMaggio Enea 925.335.1077 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: November 4, 2014 , County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 69 To:Board of Supervisors From:David Twa, County Administrator Date:November 4, 2014 Contra Costa County Subject:CONTRACT WITH CAPITA TECHNOLOGIES, INC., FOR PROBATION CASE MANAGEMENT SYSTEM BACKGROUND: On March 11, 2014, the Board of Supervisors authorized the County Administrator to execute a contract with Capita Technologies, Inc., to provide perpetual software licensing and system configuration, including four years of maintenance, of a case management system for probation services. We are requesting to increase the payment limit by $140,000 and expand the scope of services provided by Capita to include management of the data conversion element of the project. County information technology resources continue to be extremely limited and, rather than delay the project and risk losing our service priority with Capita, we are recommending to assign the data conversion element of the contract to Capita and keep the project moving forward as scheduled. The current Law and Justice Information System (LJIS) for the Contra Costa County Law & Justice Partners (Probation, District Attorney, and Public Defender) is an integrated system developed in the 1980s. This system is a legacy ‘green screen’ mainframe system that allows for the sharing of data between the Justice Partners and the Superior Court. The Sheriff’s Department and other local agencies also query this system for information. This system has never been upgraded to utilize newer types of technologies. In September 2008, the Board of Supervisors authorized the County Administrator to invite proposals for a new computer system to replace the County’s aging LJIS. The proposal was precipitated by the Superior Court’s announced intention to switch to a new statewide calendaring and court management system by 2012. In order to be ready to integrate with the prospective Superior Court system, the County needed to migrate to a compatible system by, or ideally before, 2012. In 2009, the County contracted with New Dawn Technologies, Inc., to provide and implement a customized, integrated law and justice information and case management system for the Justice Partners. Unfortunately, following a three-year effort to configure the system, the project was abandoned and a search for a new system(s) was initiated in November 2012. It should also be noted that the statewide court system was also abandoned. Where in 2008 the initiative to move the Justice Partners’ case management system off of the County mainframe was considered a strategic planning decision, it is now essential to do so. The LJIS has served the County incredibly well for 30 years but is quickly becoming obsolete. The employees with the institutional knowledge and technical know-how to maintain the archaic mainframe system have recently retired and the requisite technical skill sets are difficult to attract into public service and take many years to develop. Consequently, it is imperative to migrate all County mainframe systems to modern platforms. The current strategy is to migrate these systems in a manageable sequence, beginning with the Probation Department. This strategy is largely driven by AB 109-Public Safety Realignment data collection requirements and a prior decision to leverage probation system costs to secure Second Chance grant funding. The County Administrator has notified the Superior Court, whose calendaring system is also hosted on the County's mainframe, of the County's intention to retire mainframe justice systems so that the Court can plan accordingly. A Request for Proposals for the Probation Department case management system was published on November 20, 2012 for a four-week solicitation period. The County received three qualifying responses. Following a period of evaluation, rating, reviews, demonstrations, and vendor interviews, Capita Technologies, Inc., was selected as the preferred system provider. The Capita CASE system is a web-based system based on a "no-rekey" philosophy in which people, referrals, cases, court orders, tasks, appointments, etc., are entered once, either manually or received and processed electronically. The features available with the Capita system include: Configurable/Expandable Risk Assessment & Scoring Supports Multiple Assessment Types & Case Plans Management of all phases of a probation case Weighted caseload management for balancing of workloads Centralized registry for demographics, documents and images (mugshots, distinguishing marks, personal identification) Scheduling/calendaring Detention/custody management Automated forms and workflow Remote accessibility Custom reporting The system will automate workflow and improve efficiency by eliminating the need to reenter data, assisting in task assignment, automating documents, validating work, managing work, and generating alerts. The system is also expected to reduce error rates through ease of use and data validation. The system will provide users the ability to see, assign, reassign, monitor, and complete various work tasks assigned to users and work groups. Example work tasks include ensuring court orders (e.g., bail study, formal probation, supervision conditions, detention, etc.) are received, acknowledged, assigned, tracked, and completed. The County and Capita will implement the system in phases to minimize project risks and enable deployment of the basic system as soon as possible. The objective of each phase is to deploy as many customizations required by the County that quality standards, allotted time, and available resources allow. CONSEQUENCE OF NEGATIVE ACTION: Disapproval of the recommendation will delay the project by four to six months and possibly longer should the County's service priority with Capita be reduced due to delays on the County's part. Such delay in implementation would require the County to continue in the precarious position of maintaining the legacy mainframe case management system, which is both costly and at high risk of failure due to system obsolescence and loss of technical know-how through staff retirements to support the system. The case management system is critical to the operation of the Probation Department.