To: Board of Supervisors
Department or Agency Name(s): Probation
Staff Name and Phone Number: Vanessa Fuchs, 707-565-2731
Vote Requirement: Majority
Supervisorial District(s): All
Title:
Title
Amendment to the Agreement with Computer Aide, Inc ("CAI") for Short-Term Senior Technical Leadership Support Services
End
Recommended Action:
Recommended action
Authorize the Chief Probation Officer to execute an amendment to the agreement with Computer Aid, Inc. (“CAI”) for short-term IT support services to increase the not to exceed amount by $580,000, for a new contract maximum of $1,698,133, through June 30, 2029.
end
Executive Summary:
The Information Services Department (ISD) is leading an initiative to replace the County’s legacy Integrated Justice System (IJS), including the systems that facilitate the near-real-time automated exchange of data among County justice partners, the Courts, and external law enforcement agencies. This modernization effort will require significant technology changes within Probation, including the replacement of the Probation Department’s case management and detention management systems and the modernization of its justice evaluation system.
To support this effort, Probation requests authority to amend its existing agreement with CAI to include Senior Technical Consulting services. These services will provide specialized technology leadership to assess the department’s needs, develop a practical and cost-effective modernization roadmap, and support the complex technology transitions associated with the broader IJS initiative.
The proposed amendment will authorize expenditures not to exceed $580,000 over the contract term, through June 30, 2029 for Senior Technical Consulting Services. When combined with the existing agreement for Project Management Services, the grand total not to exceed amount for this contract will be $1,698,133.
Discussion:
ISD is leading an initiative to replace the County’s legacy Integrated Justice System (IJS). This modernization effort involves a comprehensive replacement of the systems that enable the near-real-time automated exchange of data among County justice partners, the Courts, and external law enforcement agencies.
The resulting changes will require coordinated technology planning to maintain essential operations and data-sharing capabilities. In addition to replacing the Department’s case management and detention management systems, Probation must also determine whether its justice evaluation system will need to be modified or replaced to ensure continuity of evaluation services. The justice evaluation system is required to fulfill state funding requirements and help the Department evaluate the effectiveness of rehabilitative practices and identify areas where alternative approaches may be needed.
Given the scope and complexity of these changes, Probation has identified the need for specialized technology leadership to evaluate the Department’s current and future technology requirements and develop a practical, achievable, and cost-effective roadmap for modernization. Accordingly, Probation collaborated with CAI, which specializes in placing information technology professionals on complex projects, to define the consulting support needed. Probation has discussed this approach with ISD, and ISD is supportive of this resourcing strategy.
Probation currently has a three-year agreement with CAI for project management services, with an optional one-year extension, for the latest possible end date of June 30, 2029. The proposed amendment would expand the scope of this agreement to include Senior Technical Consulting services to address near-term demands associated with the modernization effort. Services will be defined through individual letters of agreement, allowing Probation to adjust the level of support to meet evolving business needs while maintaining control over expenditures. The initial letter of agreement shall be for a one-year period, with an annual cost of approximately $345,600. Should services be required beyond the initial one-year period, a new letter of agreement will be executed, provided, however, total costs for Senior Technical Consulting services do not exceed $580,000. This flexible approach will allow Probation to obtain specialized expertise as needed, align resources with project priorities, and support a coordinated, cost-effective transition to modernized technology systems.
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:
7/8/25: Agreement with Computer Aid, Inc.
Fiscal Summary
|
Expenditures |
FY26-27 Adopted |
FY27-28 Projected |
FY28-29 Projected |
|
Budgeted Expenses |
|
|
|
|
Additional Appropriation Requested |
$201,500 |
$355,968 |
$22,432 |
|
Total Expenditures |
$201,500 |
$355,968 |
$22,432 |
|
Funding Sources |
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|
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General Fund/WA GF |
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|
|
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State/Federal |
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Fees/Other |
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Use of Fund Balance |
$201,500 |
$355,968 |
$22,432 |
|
General Fund Contingencies |
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|
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Total Sources |
$201,500 |
$355,968 |
$22,432 |
Narrative Explanation of Fiscal Impacts:
The cost for the enhanced services will be funded with available fund balance associated with AB177, which eliminated the ability for local governments to collect criminal administrative fees. In order to mitigate those losses, the state legislature set aside backfill funding for counties. At this time, there is approximately $590,000 in accrued balance from this source.
The costs in the table above reflect full use of the not-to-exceed limit for this amendment; actual costs may be lower. The Department’s budget will be adjusted to reflect this new cost for FY2026-27 as a consolidated budget adjustment. Probation will include the projected FY2027-28 figures in its recommended 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:
Amendment to the Agreement with Computer Aid, Inc.
Related Items “On File” with the Clerk of the Board:
None