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HomeMy WebLinkAboutMINUTES - 12092008 - C.93 TO: BOARD OF SUPERVISORS .............'°� Contra f FROM: DAVID J. TWA, County Administrator g; Mfg Costa DATE: DECEMBER 1, 2008 c3'' County _U SUBJECT: CONTRACT TO IMPLEMENT NEW LAW AND JUSTICE INFORMATION SYSTEM SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS 1. APPROVE and AUTHORIZE the County Administrator, or designee,to execute a contract with New Dawn Technologies,Inc., in an amount not to exceed$2,539,815 to provide,design, and implement a customized,integrated law and justice information and case management system for the period December 9,2008 through September 30,2014,including five years of system maintenance. 2. DIRECT the County Administrator and the Chief Information Officer(Department of Information Technology)to begin developing a plan to move applications off of the County's mainframe within three to five years,and determine the funding necessary to support that approach. FISCAL IMPACT The County has negotiated a discounted package with New Dawn Technologies by purchasing five years of annual maintenance,support,and updates along with the system. New Dawn has also offered the County a$100,000 signing bonus that will expire on December 10, 2008,hence today's request for CONTINUED ON ATTACHMENT: ® YES SIGNATURE: ®RECOMMENDATION OF COUNTY ADMINISTRATOR ❑RECOMME TION OF BOARD COMMITTEE ®APPROVE ❑ OTHER SIGNATURE(S): ACTION OF BO ON Ud.I ! l&-(- Ct I APPROVED AS RECOMMENDED X OTHER ❑ VOTE OF SUPERVISORS: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND _;&,UNANIMOUS(ABSENT V)bM ) ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. AYES: NOES: ABSENT: ABSTAIN: ATTESTED: DECEMBER 9,2008 Contact: JULIE ENEA(925)335-1077 DAVID J.TWA,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR cc: PUBLIC PROTECTION COMMITTEE STAFF COUNTY ADMINISTRATOR CHIEF INFORMATION OFFICER(DoIT) DISTRICT ATTORNEY By. Deputy PUBLIC DEFENDER COUNTY PROBATION OFFICER Contract to Replace Law&Justice Information System December 1,2008 Page 2 FISCAL IMPACT(continued...1 authority to execute a contract. The contract requires that the software and one-half of the maintenance (total of$1,506,720)cost be paid upon contract execution. The $1,033,095 balance of the contract will be paid in accordance with clearly defined performance benchmarks over the course of the contract. The contract cost will be financed over five years with an approximate annual payment of$595,000, funded . through the diversion of current information technology appropriations for the District Attorney, Public Defender, and Probation Departments(hereinafter the"Justice Partners")to the new project. The 2008/09 combined information technology development,maintenance,and operations budget for the Justice Partners is $814,247,which is sufficient to fund the annual project cost plus the cost,for the Department of Information Technology to assist with the conversion of Law and Justice Information System(LJIS)data to the new system. Proceeding with the new case management system proposal warrants the immediate suspension of most development and non-critical maintenance on the existing LJIS; only maintenance required to continue the operation of the existing system will be funded henceforth. All remaining development and maintenance funds will be redirected towards Department of Information Technology(DoIT)staff costs to convert and transition existing data files to the proposed new system. As July 1, 2009 is the earliest possible date on which a new system can be implemented(and that would be a very optimistic target date),we anticipate no negative budgetary or fiscal impact to DoIT operations and any of its mainframe customers in the current budget year. The diversion of budget appropriations from DoIT to a new system, once it is in place,will require DoIT to eliminate approximately four positions (by attrition) among the Operations and Systems&Programming Divisions,commensurate with a reduction in workload. After the five years of initial maintenance has expired,annual maintenance costs are estimated to be$300,000 or about half of the current mainframe cost for the LJIS. BACKGROUND On September 23, 2008,the Board of Supervisors authorized, at the recommendation of its Public Protection Committee,the County Administrator to issue a Request for Proposals (RFP)for a new computer system to replace the County's aging LJIS, an integrated case management system that supports the Justice Partners and the Superior Court. 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 will need to migrate to a compatible.system by,or ideally before,2012. To achieve a timely conversion, staff advised the Public Protection Committee that planning should commence as soon as possible. Based on this discussion,the Committee authorized staff to proceed with the development of a.Request for Proposals (RFP)for a new LJIS, and report back at the next Committee meeting with a written plan showing how.a new LJIS can be financed and what fiscal impact would occur due to the migration of the LJIS away from the County's mainframe computer. Additionally,the Committee asked the Department of Information Technology (DoIT)whether its.remaining mainframe applications should be moved off of the mainframe as a cost savings measure. Contract to Replace Law&Justice Information System December 1,2008 Page 3 On September 9, staff reported back with a sample five-year financing plan in the approximate amount of $600,000 per year. The annual cost would be funded through a diversion of current budget allocations from the old LJIS to the new system(see Fiscal Impact). Staff also advised that the proposed migration of the LJIS and the Superior Court(by 2012)will significantly reduce the funding available to continue to operate the County's mainframe computer. DoIT operates three major applications on the County's mainframe computer system: the County's Finance System,Land Information System(LIS),and Law and Justice Information System (LJIS). Each of these systems is critical to the missions of the departments that rely on them. The timeframe for moving these systems off of the mainframe is appropriate in that the County's mainframe is paid for and is likely to continue to meet the County's needs for the next three to five years. This time period will allow for an orderly transition to new Finance and Property Systems or migration of existing systems to alternative hardware and software platforms. These alternatives are likely to require increased funding,which will need to be a consideration for future annual budget deliberations. Staffs of the Justice Partners and the County Administrator's Office reviewed three bid proposals and received a live demonstration of the top ranked proposal. After checking customer references and reviewing the audited financial statements of New Dawn Technologies, Inc., staff recommended the selection of the JustWare law and justice case management system from New Dawn Technologies. Following arethe key offerings from New Dawn: ■ Fully integrated(one database)case managementsystems for the Public Defender,Probation and Parole, District Attorney, including 602 user licenses ■ Development of a detention management system for the juvenile detention facilities ■ One site license for a public access website and other miscellaneous licenses ■ One platform license for integration with the Superior Court calendaring system and preparation for electronic filing by law enforcement agencies ■ 1655 programming hours for customization and data conversion and 1130 hours of consultation and business analysis services, including 109 days of onsite consultation and training ■ Five days per year for five years of onsite assistance,training,project review,plus five years of system maintenance New Dawn's bid price reflects a$100,000 discount to incite the County to sign a contract by December 10, 2008. Consequence of Negative Action Delay in contract approval will increase the contract price by$100,000. Failure to approve the contract will postpone the planning and implementation of a new law and justice information and case management system and may result in the County's inability to interface with the Superior Court calendaring system when the Superior Court migrates to the state-approved system.