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Probation Department recommending the Board:
1) Authorize the Chair to sign Agreement 118-S1811 with AutoMon, LLC in the amount of $170,486.96, term of July 24, 2017 through July 23, 2020, for the maintenance and support of the Probation Department’s case management software; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 118-S1811, 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 100%.
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DEPARTMENT RECOMMENDATION
Probation Department is recommending the Board approve Agreement No. 118-S1811 with AutoMon, LLC for the maintenance and support of the Probation Department’s case management software.
DISCUSSION / BACKGROUND
On June 27, 2006 the Board of Supervisors approved for Probation to engage in a contract for AutoMon's proprietary case management system called Caseload Explorer, 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.
Successive agreements include a breakout of Maintenance and Escrow fees in support of the case management system and assigned AutoMon Corporation’s rights and obligations to AutoMon, LLC. Under a separate service agreement, Probation contracted for product subscription and service of AutoMon’s Ce Connect Licensed Software Products and Modules.
RFP 15-918-071 issued August 10, 2015 was formally concluded on March 10, 2017 with no award being made at that time. The process allowed evaluation of the current system in relation to others and determined that it is best served by remaining with our current system.
In an effort to combine prior separate agreements and in order to coincide annual renewal dates for all products, subscriptions, services and maintenance have now been included into Agreement #118-S1811.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Central IT is in concurrence.
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
No fiscal impact or change to Net County Cost as these anticipated services, maintenance and support fees, and subscriptions are included in Probation’s approved FY 2017-18 budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1. Clerk of the Board to obtain the Chair's signature on two (2) originals of Agreement #118-S1811.
2. Clerk of the Board to forward one (1) fully executed Agreement to Probation for distribution to vendor.
STRATEGIC PLAN COMPONENT
CONTACT
Brian Richart, Chief Probation Officer, 530-621-5625