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Agenda Item
ASR
Control 11-000214 |
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MEETING DATE: |
04/19/11 |
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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: |
Probation
(Approved) |
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Department contact
person(s): |
Jean Yu, (714) 569-2028 |
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Brian Wayt, (714) 937-4728 |
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Subject: 3Di Inc. IT Professional Support
Services Agrmt.
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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: Yes |
Current Year Cost:
$78,960 |
Annual Cost:
FY 11/12-$380,465 |
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Staffing Impact: No |
# of Positions:
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Sole Source:
N/A |
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Current Fiscal Year Revenue: N/A |
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Funding Source: GF:
100% |
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Prior Board Action: 6/16/09,
Item No. 72; 11/25/08, Item No. 15; 8/21/07, Item No. 19 |
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RECOMMENDED ACTION(S):
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1. |
Find that the proposed project is Categorically Exempt (Class 1) from the provisions of CEQA pursuant to Guidelines Section 15301. |
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2. |
Authorize the Purchasing Agent, or designee, to issue Modification #1 to Subordinate Agreement MA-057-CVPAN2000009135 to Regional Cooperative Agreement MA-017-CVPAX1000000369 with 3Di Inc., for information technology professional support services, increasing the monetary limit by $149,460 for a new total amount not to exceed $1,398,468 for the two-year period of 8/21/09-8/20/11. |
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3. |
Authorize the Purchasing Agent, or designee, to renew Subordinate Agreement MA-057-CVPAN2000009135 with 3Di Inc. as MA-057-11011952, under the same terms and conditions and scope of work, for the nine-month period of 8/21/11-5/31/12, in an amount not to exceed $380,465. |
SUMMARY:
The Probation Department requests authorization to: (1) increase the contract amount with 3Di Inc. for information technology professional support services, by $149,460 for a new total amount of $1,398,468 for the two-year period of 8/21/09-8/20/11; and (2) renew the agreement for the nine-month period of 8/21/11-5/31/12, in an amount not to exceed $380,465.
BACKGROUND INFORMATION:
The Orange County Probation Department ("Probation") has contracted with 3Di Inc. for information technology (IT) professional support services since August, 2007. Probation's contract with 3Di is subordinate to the County master agreement for IT professional services. 3Di has since been assisting Probation in the development of several application software and new technology implementations in support of several major applications, including:
- Kiosk-based reporting by probationers
- Electronic field books
- AS400 migration to an open source architecture
- Adult and juvenile case management systems software
- Enhancement of drug testing programs for electronic reporting of test results
- Automation of management reports into "e-forms"
- Probation Financial Systems (PFS) software replacement
On June 16, 2009, your Honorable Board authorized the issuance of the current 3Di contract for the two-year period of August 21, 2009-August 20, 2011. In addition to ongoing PFS enhancements, Probation has undertaken several new projects in support of business applications that are critical to the department's mission and objectives, and that will improve operational efficiencies and increase employee productivity:
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1. |
PFS Enhancements: Probation is charged with the task of collecting fines, fees, judgments and victim restitution as ordered by the court, and pursuant to law. The migrated PFS system will enable the department to phase out the AS400 mainframe system pursuant to County IT strategic requirements. PFS enhancements include: (i) collection aging and financial management reports; (ii) auto case merge process; (iii) auto test data connection with vendors; (iv) centralized victim information systems; (v) tax, lottery intercept file, and LA Flame data automation; (vi) management of probationer, parents, payees and other relationships. |
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Cabs System Integration with Integrated Case Management Systems, including Biometric Information: Probation's adult and juvenile photo capture systems are written in outdated language, from 2001, making the software and hardware impractical to maintain. Integration of the current photo capture system with the department's centralized case management system will save maintenance and operation costs. The addition of biometric information collection process during case intake will avoid duplication and expand the kiosk system implementation to support overall department goals. |
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Juvenile Documents Automation and Centralized Documents Management System: Most of the juvenile forms are manually generated and stored in paper folders that are passed to appropriate staff as cases progress. Similar data already reside in the department's Integrated Case Management System and can be extracted to auto-populate the forms, thus reducing errors and generation time. Uploading the forms for multiple access will also aid staff in case management, increase security, and reduce administrative processing time. |
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Centralized Asset Management Systems: Centralizing the current manually managed asset system will save operating costs and improve financial effectiveness. The department is evaluating the current system for suggested automation. |
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Shared Enterprise Network Storage Systems, Enterprise Collaboration, and Live Data Dashboard Implementation: Implementation of this project is critical for increasing data security and data sharing, and for proficiency in case management. |
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Evidence-Based and Best Practices: Programs Probation is deeply engaged in researching and implementing evidence-based practices and best practices programs to more effectively reduce crime, assist the court in managing offenders, and promote lawful and productive lifestyles. |
Due to an ongoing need for IT support services to implement the projects described above, Probation requests an increase of $149,460 for the current 3Di contract that is scheduled to expire on August 20, 2011. The requested increase will bring the two-year contract amount to $1,398,468. However, savings of approximately $283,000 are anticipated by using 3Di programmers, at their hourly compensation rate of $65.
For the nine months remaining in the County's master agreement for IT professional services, or 8/21/11-5/31/12, Probation requests renewal of the 3Di contract, at a maximum amount of $380,465. This amount takes into consideration those projects that are anticipated for completion, which will require fewer hours in support services from 3Di.
Copies of the proposed modification and the renewal agreement are on file with the Clerk of the Board.
CONTRACT
REDUCTION OR TERMINATION:
The proposed modification to the current price agreement with 3Di, as well as the recommended renewal of the agreement, both incorporate the terms and conditions of the County Master Agreement for IT services. In particular, payments to 3Di remain contingent on County funds appropriated for IT professional services. Since the price agreement is critically needed for the department's total operations, Probation believes it is prudent to proceed with these items as recommended.
CEQA COMPLIANCE
The proposed project is Categorically Exempt (Class 1) from CEQA pursuant to Section 15301 of the CEQA Guidelines, because it consists of the establishment of an annual contract for operational support services in an existing public facility, involving no expansion of the existing use.
FINANCIAL IMPACT:
N/A
STAFFING IMPACT:
N/A
REVIEWING AGENCIES:
OC Public Works/Environmental Planning