To: Sonoma County Board of Supervisors
Department or Agency Name(s): Information Systems
Staff Name and Phone Number: Sherry Bevens 565-8221
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Contract Approval for Ernst & Young, LLP - Integrated Justice System Technology Consulting Services
End
Recommended Action:
Recommended action
A) Authorize the Information Systems Department Director or Designee to execute an agreement for professional services from Ernst & Young, LLP (EY) to perform an assessment of the Integrated Justice System with the objective to modernize the solution from a technology, data, and security perspective for a not to exceed amount of $1,500,000 for the remainder of the initial three-year term as stated in the active Master Services Agreement with the state of California which expires in April 20, 2025.
B) Authorize the Information Systems Department Director or Designee to execute future amendments to the Statement of Work with Ernst & Young, for additional services which are consistent with the essential findings of the original assessment, not to exceed $1,500,000, and allow for two options to extend beyond the initial term of the agreement for two years each per the state MSA.
end
Executive Summary:
The Integrated Justice System (IJS) is an in-house developed system whose life has spanned 30+ years. Initially, IJS was a primary line of business application for the County justice partners (Courts, Public Defender, District Attorney, Probation) and law enforcement (Sheriff’s Office and local Police Departments) tracking clients as they moved through the criminal justice continuum starting from booking through release. It was initially built upon legacy IBM mainframe infrastructure. Throughout the years, as technology changed, this platform was extended to include additional Microsoft technologies which has resulted in three generations of the platform used today, with each supporting different business functions. Over the last ten years, the needs of Sonoma County justice partners have also evolved and 3rd party software packages offering expanded functionality were also adopted. Functionality formerly offered by IJS has been replaced by these newer systems providing case management for Courts, Public Defender and District Attorney. This trend continues today with Sonoma County Sheriff planning an implementation of a new jail management system and Sonoma County Probation currently assessing their business needs not met by IJS. It is realistic to conclude that, in a span of 3 to 5 years, very little line of business activities will be performed in IJS. Despite this fact, IJS continues to be a critical component of the overall system landscape acting as a data hub integrating with vendor applications in the sharing of key information amongst all justice partners which would otherwise not be readily available to them.
Discussion:
The full scope of modernizing the IJS system will be a very large effort comprised of multiple phases spanning multiple years. This resolution is intended to serve as Phase I and will lay the foundation for any future work towards IJS modernization. For Phase I, the Information Systems Department (ISD) is utilizing State of California Technology, Digital and Data Consulting (TDDC) Master Services Agreement (MSA 5-22-70-25-001 to 359) having a term length from April 20, 2022 through April 20, 2025 with two optional two year extensions. ISD issued a request for offer to three eligible contractors in accordance with the guidelines outlined in the Master Services Agreement User Guide. From this process, Ernst & Young, LLP (EY) was selected. EY will provide the County with business and technology consulting services related to IJS modernization. Specifically, this will include assessments and recommendations related to IJS modernization from a technology, data, and security perspective. EY will work with County ISD, Justice Partners and Law Enforcement to understand data integration and workflow coordination requirements, identify gaps in the data or integration landscape, and recommend potential remediations. The ISD Director may elect to engage E&Y on future contracts to implement some recommendations considered either urgent or providing immediate business benefit under his delegated authority up to the $1,500,000 threshold. Funding for Phase I work is currently budgeted within FY 22-23 allocations.
The following are the key objectives that EY shall seek to serve:
a) Assess the County’s current technology portfolio and data assets, as well as its governance processes around data and technology, in the context of the IJS ecosystem
b) Assess the County’s IT infrastructure considering the IJS modernization requirements
c) Identify critical gaps and delineate impact
d) Perform alternatives analyses and provide recommendations for phased modernization
The scope of this project includes the following tasks related to the Assessment of IJS:
• Structured documentation of the current state performance objectives, business process, technology, data and infrastructure.
• Assessment of IT and Data for the current Integrated Justice Systems portfolio, and outlining risks related to business performance, technological obsolescence, security, compliance, and sustainability.
• Assessment of the current IT operating model for Integrated Justice outlining key efficiency and capacity capabilities as well as while highlighting high level gaps or issues, and areas for improvement related to efficiency, capacity, and security.
• Interviews and workshops with Justice stakeholders (CR) including Sonoma County Superior Court ?? to better understand the needs for cross departmental data sharing, pain points, operational challenges, and Key Performance Indicators (KPIs).
• Study and report of the relevant justice data standards, data sharing mechanisms and recommendations in the form of future state Concept of Operations, System Architecture and Design, and adoption of technology and data standards and frameworks.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Healthy and Safe Communities
Goal: Goal 1: Expand integrated system of care to address gaps in services to the County’s most vulnerable.
Objective: Objective 2: Identify gaps in the Safety Net system of services and identify areas where departments can address those gaps directly, and seek guidance from the Board when additional resources and/or policy direction is needed.
Currently, Sonoma County has a complex integrated justice system that comprises several 3rd party vendors and in house custom applications. These systems exchange high volumes of criminal justice information necessary to support their business processes. No individual system can stand on its own. Justice partners and the community are seriously impacted when court dates are not published, booking charges are not passed to the District attorney, probation terms are not published, or a warrant is not revoked and someone is improperly arrested. One of the goals of the assessment is to improve workflow coordination and data sharing by identifying system gaps and opportunities for improvement. By meeting this objective, justice impacted persons are better served by ensuring a timely and informed hand off from one agency to the next.
Prior Board Actions:
None
Fiscal Summary
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Expenditures |
FY 22-23 Adopted |
FY23-24 Projected |
FY 24-25 Projected |
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Budgeted Expenses |
$295,000 |
$1,205,000 |
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Additional Appropriation Requested |
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Total Expenditures |
$295,000 |
$1,205,000 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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Fees/Other |
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Use of Fund Balance |
$295,000 |
$1,205,000 |
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Contingencies |
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Total Sources |
$295,000 |
$1,205,000 |
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Narrative Explanation of Fiscal Impacts:
Funding for the assessment and implementation of urgent or high value recommendations is provided by available ISD Replacement A infrastructure fund balance that has been reserved for the IJS Assessment and is included in ISD’s FY22/23 budget and will be requested in the FY23/24 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):
none
Attachments:
Exhibit A: State of California Master Services Agreement - Technology, Digital and Data Consulting - PCC § 10298 and § 12100/ Master Agreement 5-22-70-25-001 through 359, dated November 15, 2022
Exhibit B: Statement of Work - Ernst & Young
Related Items “On File” with the Clerk of the Board:
none