To: Board of Supervisors of Sonoma County
Department or Agency Name(s): Information Systems Department
Staff Name and Phone Number: Sherry Bevins 565-8221
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Integrated Justice System Modernization
End
Recommended Action:
Recommended action
A) Authorize the Information Systems Department Director or Designee to execute a professional services agreement with Ernst & Young, LLP (EY) for Phase II of the Integrated Justice System Modernization Project in an amount not to exceed $2,500,000 for a term ending April 16, 2026.
B) Adopt a Resolution authorizing budgetary adjustments for the fiscal year 2023-2024 adopted budget redirecting $2,500,000 from the Non-Departmental Designated Purposes Fund to the Information Systems Department in support of the Integrated Justice System replacement (4/5 vote).
end
Executive Summary:
On January 31, 2023, the Board authorized a contract for Ernst & Young, LLP for Integrated Justice System Technology Consulting Services utilizing the State of California MSA contract # 5-22-70-25-001 through 359 for Technology, Digital and Data Consulting services for a not to exceed amount of $1,500,000. The agreement included an assessment of the current Integrated Justice System (IJS) and recommendations for system changes for sustainability, security, and adherence to industry standards. In order to provide continued support in the modernization effort, the Information Systems Department (ISD) is requesting approval to execute an agreement with Ernst & Young, LLP for Phase II of the IJS Modernization Project in an amount not to exceed $2,500,000.
Finally, this item requests approval of a resolution authorizing budgetary adjustments for the fiscal year 2023-2024 adopted budget to access funds which have been set aside for this Project.
Based upon the vendors understanding of County criminal justice systems and processes gained over the past 8 months as well as subject matter expertise from the Ernst and Young technical team in the underlying technologies used, ISD has received an approved Single/Sole Source Waiver from the Purchasing Division for continued engagement with Ernst & Young.
Related, but outside of the specific scope of the IJS Modernization Project and ISD’s efforts on this project, it should be noted that the criminal justice partners have separate modernization and/or conversion projects that are not included in ISD’s rebuild of the Integrated Justice System (IJS). An informational item describing these additional criminal justice projects, the interplay with this IJS modernization project, and associated impacts and needs is planned for Board presentation on April 30, 2024.
Discussion:
The current Integrated Justice System (IJS) is used by Sheriff, District Attorney, Public Defender, Probation and Sonoma County Police Departments. It is a central application that has two distinct functions:
1. It integrates with all justice partner systems, including the Superior Court of California, County of Sonoma, and exchanges near real-time critical criminal justice information which justice partners rely on to carry out their functions. Those core functions include criminal booking, jail management, probation and detention services, criminal prosecution, and public defense.
2. It is the primary system used today to execute core business operations performed by both Probation (Detention) and Sheriff (Booking and Jail Management).
This system is now 40 years old and has reached the end of its serviceable life. Replacement of this system is a multi-department/multi-year/multi-phase project impacting all those that use IJS today. It should be noted that all criminal justice partners have separate modernization and/or conversion projects more specifically related to item 2 above, which are not included in ISD’s rebuild of the Integrated Justice System (IJS) effort because these departments will be implementing new third-party line of business solutions. Information describing these additional criminal justice projects and associated impacts will be presented to the Board on April 30, 2024. This item focuses on item 1 above, related to the data exchange element of the system, which is being managed by ISD.
On January 31, 2023, the Board approved a contract with Ernst & Young for an assessment of IJS and for additional services to address essential findings of the original assessment, in an amount of $1,500,000 for a term of January 31, 2023, to April 20, 2025, the remainder of the initial three-year term in the Master Service Agreement with the state of California. The scope of this contract was to assess the County’s current technology portfolio, data assets, and infrastructure in the context of IJS, identify critical gaps, and perform analysis and provide recommendations for phased modernization. Ernst & Young were selected through a Request For Offer (RFO) process leveraging a state contract. This multi-year project is estimated to be an $8 million system replacement investment. $5 million was set-aside in the Non-Departmental Designated Purposes Fund for the Integrated Justice System at $1 million each fiscal year from FY 18-19 through FY 22-23. The remaining $3 million derived from the 2024 total project estimate is assumed to be financed from available one-time balances available for County system and infrastructure investment. These funding sources will be requested in future staff reports for Board consideration prior to appropriation.
The full project, not including the separate case management system being explored by other justice partners, is to be financed with ISD and CAO fund balances.
Project Timeline
|
Phase |
Time Frame |
Estimated Costs |
|
I |
9/2023 - 4/2024 |
$1,500,000 |
|
II |
4/2024 - 2/2025 |
$2,500,000 |
|
III |
1/2025 - 9/2026 |
TBD |
|
IV |
10/2025 - TBD |
TBD |
In Phase I of the Project, Ernst & Young conducted an assessment which underscored the dated technology platform and associated issues it raised regarding long term maintenance, staffing, data integrity, and security. The recommendation from the vendor was to rebuild the system using a modern, cloud native architecture with National Information Exchange Model (NIEM) compliant data model to allow for seamless data exchange between all partner platforms going forward. Also included as a deliverable of Phase I was a proof-of-concept foundational system which would demonstrate successful interoperability of proposed vendor products.
Phase II will focus on extending the platform to complete development of the new justice hub interoperability platform residing in Microsoft Azure Cloud including robust disaster recovery functionality along with state-of-the-art IT capabilities. The specific scope for Phase II is described below. At end of Phase II, the current IJS system will run alongside the new justice hub interoperability platform awaiting completion of parallel implementations of Sheriff’s jail management system and Probation’s case management system. These projects are underway and being managed by their respective departments and will be discussed in greater detail in the informational item on April 30, 2024.
Phase III will address unfilled requirements with gap solutions and provide enhanced system capabilities. Phase IV is the final stage, aiming to retire the current IJS system. During this final phase, ISD will provide support for various justice partners' implementation projects and case management systems, ensuring integration with the newly modernized justice hub, while continuing to engage vendor services for technology expertise.
Scope of Work for Phase II:
Ernst and Young, LLP will provide vendor management and development resources for the following work:
1. Migrate the IJS interoperability platform (Justice Hub) to Azure Government cloud to include capability for disaster recovery aligned with the County’s contingency plan.
2. Implement integration flows with County Case Management systems using the NIEM RESTful API for common Justice operations.
3. Enable unified data access and reporting by developing Justice Hub application and portals to the new platform.
Phase II scope of work is estimated to have a cost of $2,500,000 and should be completed by February 2025.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Resilient Infrastructure
Goal: Goal 2: Increase information sharing and transparency and improve County and community engagement
Objective: Objective 5: Develop strategies that improve information and knowledge sharing within and between County departments.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
2022-1462: Contract Approval for Ernst & Young, LLP - Integrated Justice System Technology Consulting Services.
Fiscal Summary
|
Expenditures |
FY23-24 Adopted |
FY24-25 Projected |
FY25-26 Projected |
|
Budgeted Expenses |
|
|
|
|
Additional Appropriation Requested |
$2,500,000 |
|
|
|
Total Expenditures |
$2,500,000 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
$2,500,000 |
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
$2,500,000 |
|
|
Narrative Explanation of Fiscal Impacts:
$5 million was set-aside for IJS at $1 million each fiscal year from FY 18-19 through FY 22-23. These funds are currently in the Non-Departmental Designated Purposes Fund. This item includes a budget adjustment resolution to transfer $2.5 million of these funds from Non-Departmental to the ISD departmental budget to complete Phase 2 of the project. Any funds remaining at the end of the fiscal year will be rebudgeted during the consolidated budget adjustment process.
As discussed above, the project is anticipated to cost a total of $8 million. The remaining $3 million is assumed to be financed from available one-time balances available for County system and infrastructure investment. These funding sources will be requested in future staff reports for Board consideration prior to appropriation.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Ernst & Young PSA - FINAL
Ernst & Young ISD SS Waiver
Ernst & Yount IJS Budget-Adjustment-Resolution
Related Items “On File” with the Clerk of the Board:
None.