DATE: November 5, 2024
TO: Board of Supervisors
SUBMITTED BY: Kirk Haynes, Chief Probation Officer
SUBJECT: Amendment I to Agreement with Spire Soft LLC
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute First Amendment to Agreement with Spire Soft LLC for additional software maintenance of Department-specific applications, software development, software integration, and reporting data requests, effective upon execution with no change to the term of October 24, 2023 through October 23, 2028, and increasing the maximum compensation by $470,666, to a total of $1,734,931;
2. Adopt Budget Resolution increasing FY 2024-25 appropriations and estimated revenues for Probation Org 34409999 in the amount of $470,000 (4/5 vote); and
3. Adopt Budget Resolution increasing FY 2024-25 appropriations for the CalAIM Fund 0075, Subclass 17307, Org 1147 in the amount of $470,000 (4/5 vote).
REPORT
There is no increase in Net County Cost associated with the recommended action. Approval of the recommended actions will enable the Probation Department to utilize Spire Soft LLC’s services for additional software maintenance, including Department-specific applications, software development, integration, and data reporting requests. The original agreement did not account for the time required for implementing the California Advancing & Innovating Medi-Cal (CalAIM) initiative, new assessment tools, ongoing pretrial application support, and necessary updates to the PRIMS Juvenile module. Services will be utilized as needed and associated costs will be recovered via transfers from third-party funds depending on utilization of services. This item is countywide.
ALTERNATIVE ACTION(S):
If the Board does not approve the recommended actions, the Department will lack sufficient support for software maintenance, development, integration, and data reporting requests essential to both the Department and its justice partners.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The first recommended action will increase the total compensation of the Agreement with Spire Soft LLC by $470,666, to a total of $1,734,931. Approval of the second and third recommended actions will increase appropriations and estimated revenues in Probation Org 34409999 and appropriations in CalAIM Org 1147 to cover anticipated additional services provided by Spire Soft LLC and to meet expenditures for services related to the implementation of the mandated Cal-AIM initiative requirements. The majority of the increased cost to the Spire Soft LLC agreement will be covered by revenue from the Providing Access and Transforming Health Supports (PATH) Grant. Remaining costs will be recovered via transfers from third-party funds based on service utilization. Sufficient appropriations and estimated revenues will be included in subsequent budget requests.
DISCUSSION:
On October 24, 2023, your Board approved Agreement No. A-23-580 with Spire Soft LLC for software maintenance, development, integration, and reporting data requests for Department-specific applications. This includes software currently used by the Department and its justice partners for ongoing projects. With the implementation of the CalAIM initiative, migration to a new assessment tool, ongoing pretrial application support, and updates to the PRIMS Juvenile module, the Department needs to amend this agreement to include additional software development time for these projects.
The majority of the increased software development costs will be funded by PATH Grant revenue. The Department anticipates recovering the remaining costs, if incurred, through transfers from third-party funds based on service utilization.
Approval of the recommended actions will enable further enhancements to the Probation case management software, PRIMS, its companion mobile application, migration to a new assessment tool, and software development assistance for the implementation of the CalAIM initiative.
REFERENCE MATERIAL:
BAI # 44, October 24, 2023
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment I to Agreement with Spire Soft LLC
On file with Clerk - Budget Resolution (Org 34409999)
On file with Clerk - Budget Resolution (Org 1147)
CAO ANALYST:
Fine Nai