Title
Probation Department recommending the Board:
1) Make findings that the provision of proprietary case management software is in the public's best interest and that specialty skills and qualifications are not expressly identified in County classifications are involved in the performance of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030 (B) ;
2) Find that the proprietary software associated with Agreement 10320 is exempt from competitive bidding in accordance with Procurement Policy C-17, Section 3.6;
3) Approve and authorize the Chair to sign retroactive Agreement 10320 with Catalis Courts & Land Records, LLC, in the amount of $332,850.00, with a term of July 24, 2026, through July 23, 2027, with the option to extend for two additional one-year terms with written notice by the Chief Probation Officer, for the maintenance and support of the Probation Department’s case management software; and
4) Authorize the Purchasing Agent to execute further documents relating to Agreement 10320, including amendments which do not increase the maximum dollar amount or term of the Agreement, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
Since June of 2006, the Probation Department (Probation) has been contracting with Catalis for a proprietary case management system called Caseload Explorer (CE) which includes modules for adult supervision, juvenile supervision, juvenile detention facilities, drug testing, flexible client reporting, pretrial, and fiscal. Catalis also provides for licensing, installation, maintenance, training, customization, and system upgrades. CE is currently integrated with numerous other Probation systems and is used every day, throughout the day, by probation staff to manage client caseloads and for data retrieval.
On September 19, 2025, Catalis provided Probation with a new draft agreement, to be effective July 24, 2026. On January 20, 2026, Probation sent Catalis the draft document with edits. Between February 9, 2026, and April 29, 2026, Probation and Catalis communicated to draft a document with language agreeable to both parties. The draft document was provided to County Counsel on May 4, 2026. From June 1, 2026, through August 5, 2026, County and Catalis worked on acceptable language. County Counsel, Risk, and Human Resources approvals were completed on August 19, 2026, and this item was scheduled to be heard by the Board at the soonest available date, resulting in the Agreement being retroactive.
County Procurement Policy C-17, Section 3.6 describes exceptions that may be made to the competitive bidding process. Agreement 10320 falls under Exemption “Software (Proprietary),” Finding of Fact “Proprietary Software is software that is licensed, copyrighted, or patented that only one vendor provides.” Catalis provides maintenance, support services, and product subscription service for Caseload Explorer Connect Licensed Software Products and Modules as part of Catalis’ proprietary probation, pretrial, and parole case management software. Procurement and Contracts has affirmed that services with Catalis may be exempted from competitive bidding.
ALTERNATIVES
The Board could not approve the Agreement, but Probation would have to seek alternatives for new case management software.
PRIOR BOARD ACTION
Legistar file 06-1020, version 1 - June 27, 2006 - The Board approved Agreement 713-S0611 with AutoMon for case management software.
Legistar file 06-1020, version 2 - May 12, 2009 - The Board approved Amendment I to Agreement 713-S0611 with AutoMon for case management software.
Legistar file 06-1020, version 3 - July 17, 2012 - The Board approved Amendment II to Agreement 713-S0611 with AutoMon for case management software.
Legistar file 15-0682 - June 23, 2015 - The Board approved Amendment I to Agreement 064-S1510 with AutoMon for case management software.
Legistar file 17-0663 - July 18, 2017 - The Board approved Agreement 118-S1811 with AutoMon for case management software.
Legistar file 20-0583 - July 14, 2020 - The Board approved Agreement 4889 with AutoMon for case management software.
Legistar file 23-0587 - May 9, 2023 - The Board approved updating the name of the vendor to Catalis from AutoMon, and approved Amendment I to Agreement 4889 for case management software.
Legistar file 23-0600 - August 15, 2023 - The Board approved Agreement 7883 with Catalis for case management software.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Procurement and Contracts
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
No fiscal impact or change to Net County Cost as these anticipated services, maintenance, support fees, and subscriptions are included in Probation’s Fiscal Year 2026-27 budget and will be included in future budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain the Chair's signature on two originals of Agreement 10320.
2) Clerk of the Board to forward one fully executed Agreement to Probation for distribution to the vendor.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Kaci Smith, Chief Probation Officer