To: Board of Supervisors
Department or Agency Name(s): Probation
Staff Name and Phone Number: Natalie Brunamonte, 707-565-2145
Vote Requirement: Majority
Supervisorial District(s): All
Title:
Title
Contract with Avenu Insights and Analytics, LLC to provide upgraded software for the Probation Department to perform court-ordered collection of fines, fees and restitution payments.
End
Recommended Action:
Recommended action
Authorize the Chief Probation Officer to execute an agreement with Avenu Insights and Analytics, LLC to upgrade the department’s collection software for an amount not to exceed $250,000 from November 12, 2024, through November 11, 2026, and to execute amendments to the agreement that do not exceed $50,000 and do not substantially alter the terms of the agreement.
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Executive Summary:
The Probation Department is responsible for collecting court-ordered fines, fees and restitution payments from Probation clients and for distributing restitution payments to victims. The collections software used by the department (CUBS) to perform this work is being modernized by the vendor. This agreement is for a one-time update and specifies the terms, conditions and costs for the on-going licensing of the updated platform.
Discussion:
The Probation Department collects fines and fees ordered by the Courts. In addition, the Probation Department collects restitution and disburses the payments to victims. The department manages nearly 11,000 restitution accounts with a cumulative balance of approximately $37 million.
The vendor is no longer supporting the current version of the software Probation uses for collections work (CUBS/PRCS) and created a modernized platform, RevQ, that will meet existing needs and also provide the department with enhanced functionality that better meets the department’s needs. The new platform offers improved manageability of accounts, analytic tools, interfacing between collection agencies, and satisfies other best practice collection efforts. It is anticipated that RevQ will accurately satisfy the Judicial Council reporting requirements that are cumbersome to compile in CUBS/RPCS and will provide tools to accurately distribute fines and fees per the revenue distribution tables.
The term of this agreement is from November 12, 2024, through November 11, 2026. The agreement is for a not-to-exceed amount of $250,000, which includes a one-time cost of approximately $105,000 to implement the new platform and approximately $89,000 each year for ongoing licensing costs, which will commence once the new system is live, which is expected to be in early FY 25-26. Current annual ongoing costs are $20,000. The one-time and annual licensing costs are included in the department’s annual operating budget. Since this is a modernization of the County’s existing software, Purchasing approved a Single Source Waiver to allow the department to continue utilizing this collections software, which the department has used since 1988.
Strategic Plan:
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
Fiscal Summary
|
Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
|
Budgeted Expenses |
$105,000 |
$89,000 |
$37,000 |
|
Additional Appropriation Requested |
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Total Expenditures |
$105,000 |
$89,000 |
$37,000 |
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Funding Sources |
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General Fund/WA GF |
$105,000 |
$89,000 |
$37,000 |
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State/Federal |
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Fees/Other |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$105,000 |
$89,000 |
$37,000 |
Narrative Explanation of Fiscal Impacts:
The FY24-25 budget includes sufficient funds for the implementation (approximately $105,000), which is anticipated to be complete in early FY25-26, and at which time on-going licensing costs will be incurred. These costs are included in the department’s FY24-25 budget. The FY25-26 budget includes costs for one year of ongoing costs and will be included in the department’s annual budget. The FY26-27 costs include licensing costs through November 2026 and will be included in the department’s annual budget.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment A - Agreement with Avenu Insights and Analytics, LLC
Related Items “On File” with the Clerk of the Board:
None