Title
Probation Department recommending the Board consider the following:
1) Authorize the Chair to sign Amendment I to Agreement No. 064-S1510 with AutoMon, LLC extending the term one additional year through July 23, 2016, and increasing the contract by $85,000 for a not to exceed total of $148,000; AutoMon, LLC licenses and maintains the Probation Department's case management software; and
2.) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement No. 064-S1510, including amendments that do not increase the maximum dollar amount and contingent upon the approval of County Counsel and Risk Management.
FUNDING: Special Revenue Fund and General Fund.
Body
DEPARTMENT RECOMMENDATION
Amendment I to this agreement is the second year option that increases the term by one year and will increase the contract not to exceed total by $85,000.00 to $148,000.00, to cover the next two years of Maintenance & Support and customization fees on an as requested/as needed basis, by authorizing the Purchasing Agent, or designee, to execute further documents relating to Agreement No. 064-S1510, including amendments that do not increase the maximum dollar amount and contingent upon the approval of County Counsel and Risk Management would allow the third year option to be executed without going back to Board.
DISCUSSION / BACKGROUND
The Board of Supervisors approved Legistar item #06-1020, Agreement #713-S0611, item No. 28, on June 27, 2006, for Probation to engage contractor for AutoMon's proprietary case management system called Caseload Explorer for the Probation Department, which included modules for adult supervision, juvenile supervision, juvenile detention facilities, and fiscal; the agreement also included license, installation, maintenance, escrow, training, customization, and system upgrades. The original agreement was approved by County Counsel, Information Technology, Procurement and Contracts, Risk Management, and the Board of Supervisors. Amendment I, updated the agreement to include a breakout of Maintenance and Escrow fees in support of the case management system, increasing the NTE to $350,966.73, and increased the term by one year through 7/23/2012. Amendment II, extended the term through July 23, 2014 and increased the NTE amount to $475,966.73, and assigned AutoMon Corporation's rights and obligations to AutoMon, LLC.
Agreement #064-S1510 was for a NTE amount of $63,000.00 for Maintenance & Support and system enhancements provided by AutoMon for their proprietary case management software for an initial one year term of 07/24/2014 through 07/23/2015 with the option of two additional one year extensions.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Central IT is in concurrence. County Counsel & Risk Management.
CAO RECOMMENDATION
CAO staff recommends approval of this contract amendment. The amendment covers the first of the two (2) one year extensions through July 23, 2016. Funding will be included in the Probation budget for the remaining terms. Approval of this agenda item will allow staff to include the second of the two extensions in their budget without coming back to the Board. Any subsequent term extensions or any change in compensation will be brought back to the Board.
FINANCIAL IMPACT
No fiscal impact or change to Net County Cost as these anticipated services, maintenance and support fees are included in Probation's proposed FY 2015-16 budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1. Clerk of the Board to obtain the Chair's signature on two (2) original Amendment I of Agreement 064-S1510
2. Clerk of the Board to forward one (1) fully executed Agreement to Probation for distribution to vendor.
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Brian Richart, Chief Probation Officer, 530-621-5625