COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Probation Department

DATE:

February 25, 2002

BOARD MEETING DATE:

March 5, 2002

TO:

Honorable Board of Supervisors

FROM:

Loren Buddress, Chief Probation Officer

SUBJECT:

Resolution Waiving the Request for Proposals Process, Waiving the Equal Benefits Requirements, Authorizing the President of the Board to Execute an Agreement with Synovation Incorporated, and Authorizing the Chief Probation Officer to Execute Amendments to the Agreement with Synovation Incorporated Not to Exceed the Aggregate of $25,000 During Any Fiscal Year

Recommendation

Adopt a resolution waiving the Request for Proposals (RFP) process, waiving the Equal Benefits requirements, authorizing the President of the Board to execute an agreement with Synovation Incorporated, for the maximum amount of $372,582, and authorizing the Chief Probation Officer to execute amendments to the agreement with Synovation Incorporated not to exceed the aggregate of $25,000.

Background

The current Juvenile Probation Data System (JPDS) collects limited basic information (i.e., name, age, address, gender, offense, etc.), and the system is unable to record more than three offenses in abbreviated form. The file structure of the system is antiquated and expensive to modify. The demand for other statistics such as populations, behaviors (e.g., suicide or escape risks and/or attempts, certain offenses, and in-custody assaults) is not supported and causes hours of unanticipated manual research. In addition, the company that developed the system and provided ongoing support over the years, Puget Sound Systems Group (PSSG), has been sold, and the company's direction has changed. Therefore, they are no longer available to provide support services.

Currently, reports are developed from data in the JPDS, hard copy files that may be on-site or in county storage, records, and information obtained from other agencies. This method of information gathering is labor-intensive and increases risk of inaccurate reporting. The Probation Department is in need of a more efficient process to evaluate program effectiveness and respond to a variety of statistical information requests, including gathering of accurate data for our Outcome Based Management programs and information needed for the support of our department's grants.

San Mateo County Ordinance Code Section 2.92.160 authorizes the Board of Supervisors to authorize the use of Request for Proposal (RFP) procedures when the county desires to acquire systems, such as computer systems, consisting of both equipment and software programs and that such RFPs shall be pursuant to Administrative Memoranda promulgated by the County Manager. San Mateo County's Administrative Memorandum B-1, dated August 19, 1999, allows for the results of another public agency's competitive process to be used.

In August 2000, San Diego County issued an RFP for the acquisition of a Probation Department, Commercial-Off-The-Shelf (COTS) package to implement a web-based probation case management system. San Diego County selected Synovation Incorporated based on their findings through their RFP process. For San Mateo County's purposes, Synovation is willing to meet the same basic terms and conditions as used in its agreement with San Diego County.

Discussion

The Probation Department, in conjunction with the Information Services Department, is requesting that the Board waive the RFP process and the Equal Benefits requirements, and authorize execution of an agreement with Synovation Incorporated and supporting licenses to replace the current JPDS for the following reasons:

·

Eleven California counties, including San Joaquin, San Diego, and Alameda Counties, have chosen Synovation to meet their automation needs. San Joaquin County reported that, as a pilot project for Synovation, it was extremely satisfied with the product. San Diego County selected Synovation as a result of an RFP process in August 2000. Alameda County waived its RFP requirements to acquire Synovation's product in September 2001.

·

Synovation is the only commercially available browser-based Probation Case Management System that is installed in a California county and is the only system that has the ability to electronically report mandated statistics to the California Department of Justice (DOJ) and the Board of Corrections (BOC).

·

Non California-based providers would require costly development projects and/or significant customization costs to equip their systems to meet California's requirements and conform to California's laws.

Synovation's package includes an Institutions' tracking module that will greatly enhance the security of the in-custody population and assigned staff at the Juvenile Hall and Camp Glenwood. This technology will enable institution staff to access a file for each youth in custody, including: a current digital picture as well as pictures of identifying markings such as tattoos; the youth's assigned location within the institution; history (i.e., counseling and prior interventions with Probation or police); in-custody incidents; health and medical status; and orders from the court such as non-association.

County Counsel has reviewed and approved the agreement. Risk Management has approved Synovation's insurance and workers' compensation coverage.

Vision Alignment

The agreement with Synovation Incorporated keeps the commitments of:

A)

Realizing the potential of our diverse population and goal number 1: Our diverse population works well together to build strong communities, effective government and a prosperous economy; and

B)

Ensuring basic health and safety for all and goal numbers 7: Maintain and enhance the public safety of all residents and visitors, and 8: Help vulnerable people-the aged, disabled, mentally ill, at-risk youth and others-achieve a better quality of life.

The agreement contributes to these commitments and goals since the new case management system will automate a significant amount of reporting Outcome Based Management (OBM) and data to the DOJ and BOC. This will enhance our diverse workforce's ability to serve San Mateo County's at-risk youth and others in achieving a better quality of life.

Term and Fiscal Impact

This agreement consists of two phases: 1) implementation and development, and 2) support and maintenance.

The agreement commences on the date of its approval by County. With respect to the system implementation and development, the contract remains in effect until the expiration of the warranty period, which is one year from the date the County accepts the final complete system. It is anticipated that the system will be in place on or about December 10, 2002. The first year's payment for technical support and maintenance will be due on that date. The support and maintenance provisions of the contract are renewable annually at the County's option at the beginning of each contract year.

The adopted FY 01-02 Probation Department budget includes a $300,000 appropriation for this project. The contract balance of $72,582 will be included in the Recommended FY 02-03 budget. We are requesting that the Chief Probation Officer be given signing authority to execute minor amendments and adjustments up to $25,000. Funds for continued maintenance after the first year will be requested in subsequent budget requests.