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Agenda Item
ASR
Control 25-000155 |
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MEETING
DATE: |
05/20/25 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
District
Attorney (Approved) |
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Department contact person(s): |
Matthew
Pettit (714) 347-8440 |
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Robert
Mestman (714) 347-8404 |
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Subject: Approval of Amendment Two for
Consulting Services for Case Management System
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: N/A |
Current Year
Cost: N/A |
Annual Cost: FY 2025-26 $75,000 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 10/22/2024 #11, 3/26/2024 #13,
6/27/2023 #S77A |
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RECOMMENDED
ACTION(S):
Authorize the County Procurement
Officer or Deputized designee to execute Amendment Number Two to Contract MA-026-24011032 with Gartner, Inc., a
Delaware corporation for consulting services for the Orange County District
Attorney’s case management system to extend by six months, modify service requirements
and increase costs to Contract for a term ending on December 31, 2025, in the
not to exceed amount of $75,000 and a revised cumulative amount not to exceed
$460,000.
SUMMARY:
Approval of Amendment Number Two
with Gartner, Inc. for consulting services will allow the Orange County
District Attorney to continue in the finalization of awarding a contract
related to the solicitation for a new case management system.
BACKGROUND
INFORMATION:
The Orange County District Attorney
(OCDA) requires a consultant to analyze its current case management system
(CMS). Gartner, Inc. will provide
mission-critical information technology (IT) consulting services to the OCDA’s
Office, which will involve analyzing the existing CMS and making technical
recommendations for potential solicitation of a newer solution or making
improvements to the existing system. The
recommendations are included in the current solicitation for a qualified vendor
(not Gartner, Inc. or its affiliated companies) to replace the existing CMS
system with a newer solution, as appropriate.
The OCDA utilizes a computerized
CMS, originally developed in-house beginning in the mid-1990s. OCDA IT internal staff have continuously
re-designed, upgraded and supported the CMS system. The department seeks to improve or replace
the system to improve capabilities aligned with the following five objectives:
1. Transition
to digital case files.
2. Ability
to respond to legislative mandates.
3. Long-term
flexibility.
4. Facilitation
of data driven decisions across the organization.
5. Increase
transparency and accountability.
As to objective No. 2 referenced in
the list above, AB 2418 provides an unfunded mandate that, beginning March 1,
2027, every district attorney statewide shall collect 54 specified data
elements for cases in which a decision to reject charges or to initiate
criminal proceedings by way of complaint or indictment has been made by that
agency from that date forward. Most of those data elements will likely be
subject to production under the Public Records Act after March 1, 2027. The
OCDA must be in compliance with AB 2418 and its deadlines. The current case
management system must be replaced or significantly upgraded to ensure the
District Attorney’s ability to comply with AB 2418.
Furthermore, replacement of the
case management system will assist the OCDA in managing ever-increasing
discovery and records production demands. Increased use of digital and video
records in criminal proceedings requires a competent case management system
that can work efficiently for the OCDA prosecutors, and investigators in a digital
record environment.
On June 27, 2023, the Board
approved a contract with Gartner, Inc. for CMS consultation services for the
period of July 1, 2023, through June 30, 2024.
This contract was for phases I and II of the CMS project, the scope of
work included analyzing the current CMS system and developing a detailed
systems requirement for a new CMS system.
For phases I and II of this project, Gartner, Inc. was engaged in a sole
source contract due to their experience providing comparable services to some
of the largest similarly situated prosecutorial offices in the nation,
including New York City, and specifically some of the largest counties in
California with a similar critical need in modernizing legacy Case Management
Systems (i.e. Ventura County, Santa Clara County, San Diego County District
Attorney, LA County District Attorney, and LA County Public Defender). The
nature of this prior work involved similar complex nuances to the project
currently facing OCDA.
On March 26, 2024, the Board approved
a contract with Gartner, Inc. for consulting services for the District
Attorney’s case management system for the period of March 27, 2024, through
October 30, 2024, in the not to exceed amount of $250,000. This contract is utilizing Gartner, Inc. for phases
III and IV of CMS consultation services for the development of a solicitation
for a new CMS system, including the scope of work and requirements. The solicitation was released on the County
of Orange’s bidding system on August 7, 2024, and closed on September 18, 2024,
a total of eight proposals were received and the evaluation process is
currently taking place.
On October 22, 2024, the Board
approved Amendment Number One with Gartner, Inc. for consulting services for
the District Attorney’s case management system to extend term of agreement
October 30, 2024, through June 30, 2025 and increase not to exceed amount by
$135,000. This Amendment Number One was
to provide updates to Step three and four of phase IV of the project and to
increase the level and duration of support provided by the Gartner, Inc. due to
the number and complexity of proposals received and to comply with recent
changes to the County procurement procedures.
Approval of Amendment Number Two
will allow Gartner, Inc. to provide an additional Phase V of the project to
assist in finalization of award of the contract. Gartner, Inc. will only
provide consulting/advisory services and neither it nor its affiliates will be
bidding on a future solicitation for the development, upgrade or maintenance of
a new case management system. Having an expert consultant is critical to
ensuring finalization of awarding contract to most qualified, responsible and
responsive vendor.
The proposed contract is a sole
source contract. Since phase V is a continuation of the work that Gartner, Inc.
completed in phases I through IV, it is best positioned to provide services for
this portion of the project. Gartner, Inc. is an industry leader with a deep
understanding of the unique needs faced by the criminal justice agencies it
serves and has satisfactorily completed the work for phases I and II three
months ahead of schedule under the prior contract. This experience and expertise make them
uniquely qualified for this project.
The Contractor’s performance on this
and other projects has been confirmed as satisfactory. The OCDA has verified there are no concerns
that must be addressed with respect to Contractor’s ownership/name, litigation
status or conflicts with County interests.
The Orange County Preference Policy is not applicable to this Contract.
Subcontractors
This Contract does not currently include
subcontractors or pass through to other providers. See Attachment B for Contract Summary Form.
FINANCIAL
IMPACT:
The $75,000 increase in the maximum
obligation amount for this Contract will be included in the budgeting process
for FY 2025-26 Budget for Budget Control 026. This Contract contains language
allowing the District Attorney to terminate the Contract or reduce the level of
service without penalty with cause or without cause in the event that funding
is reduced and/or not available to continue with funding the Contract.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A – Amendment Number Two to Contract MA-026-24011032 with Gartner, Inc.
Attachment B – Contract Summary Form
Attachment C – California Assembly Bill - AB 2418