DATE: October 6, 2026
TO: Board of Supervisors
SUBMITTED BY: Kirk Haynes, Chief Probation Officer
SUBJECT: Agreement with CogniSenseAI, Inc. d/b/a Cognisen
RECOMMENDED ACTION(S):
TITLE
1. Under Administrative Policy No. 34 for competitive bids or requests for proposals (AP 34), determine that an exception to the competitive bidding requirement under AP 34 is satisfied and that a suspension of competition is warranted due to unusual or extraordinary circumstances, based on the Probation Department’s (Department) specific operational, security, and technical requirements for Criminal Justice Information System (CJIS) compliant, Artificial Intelligence (AI) based software capable of integrating with the Department’s internally managed case management system, and determine that entering into the recommended agreement with CogniSenseAI, Inc. d/b/a Cognisen would best serve the interests of both the County and the Department;
2. Approve and authorize the Chairman to execute an Agreement with CogniSenseAI, Inc. d/b/a Cognisen to provide integrated AI-driven analytics and decision-support tools to improve efficiency and support data-driven decisions for the Department, effective October 6, 2026, not to exceed five consecutive years, total not to exceed $3,085,149.
REPORT
There is no additional Net County Cost associated with the recommended actions. Approval of the recommended agreement will provide software that supports the Department’s staff with AI-driven reports, analytics, forms, and other automated functions, significantly enhancing the Department’s overall accuracy and efficiency. This item is countywide.
ALTERNATIVE ACTION(S):
If the recommended actions are not approved, the Department will not obtain the CJIS-compliant AI software necessary for streamlined workflows, including enhanced data processing, and the essential automated capabilities required to reduce manual workload, resulting in the Department continuing to operate at its current pace, sustaining-rather than elevating its level of service to the public.
This missed opportunity would also hinder the Department’s ability to modernize its operations, placing it at a disadvantage compared to agencies that have already adopted advanced AI-driven solutions. Ultimately, declining these actions would limit the Department’s long-term capacity to evolve, innovate, and meet rising public expectations.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department requests that the County find under Administrative Policy No. 34 that an exception to the competitive bidding requirement is satisfied, and a suspension of competition is warranted due to unusual or extraordinary circumstances as it was determined that Cognisen is able to provide the Department with CJIS-compliant, AI-based software that can be seamlessly integrated with the Department’s internally managed case management system, and that entering into the agreement with Cognisen best meets the Department’s operational and security requirements. Cognisen has developed their Personal Engagement Automated Resource Liaison (PEARL) AI platform that is securely hosted with safeguard standards meeting CJIS requirements. PEARL’s AI platform leverages the Department’s internal data exclusively to generate operational insights and staff support ensuring strict protection of Department information and preventing any use of that data to train external AI models-upholding the Department’s commitment to data security, compliance, and responsible innovation.
Cognisen’s software solution includes two mission-critical modules-DocAssist and FieldAssist, which directly support and enhance core Department operations. DocAssist will substantially elevate the efficiency and accuracy of our forms and reporting processes, while FieldAssist will strengthen field operations by enhancing case documentation, interview quality, GPS functionality, and AI-support that improve the overall effectiveness of field visits. This software represents a highly valuable capability that will deliver substantial benefit to the Department both now and in the future, with the capacity to continually evolve and enhance our operations. Based on this, a letter of interest was not necessary. Although comparable platforms exist, alternative vendors do not provide CJIS-compliance framework or case management integration required by the Department. Cognisen’s platform aligns more closely with the Department’s operational needs, offering a purpose built configuration and workflow design that makes it the most suitable and effective choice among the available vendors. The General Services Department - Purchasing concurs with the Department’s assessment that this satisfies the exception to the competitive bidding process required by AP 34.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The maximum total cost for the recommended five-year agreement is $3,085,149, with each yearly compensation amount detailed as follows:
• Year One - $325,000
• Year Two - $659,750
• Year Three - $679,543
• Year Four - $699,929
• Year Five - $720,927
Sufficient appropriations and estimated revenues are included in Probation’s FY 2026-27 Adopted Budget for Org 3430 and will be included in future budget requests for the duration of the agreement term. The recommended agreement will be offset with Post-Release Community Supervision (PRCS) Second Strike revenue.
DISCUSSION:
The Department conducted an extensive review of available technologies to identify a solution capable of meaningfully reducing the significant manual workload placed on staff. Currently, staff must spend considerable time reviewing case materials, conducting research, drafting documentation, and completing required reports. For example, most Probation Officer Report’s (RPO’s) require many hours to prepare and are often lengthy, detailed, and entirely manual-diverting staff from other mission-critical responsibilities. These reports are also time-sensitive and must be submitted to the courts promptly, resulting in substantial overtime to meet statutory and operational deadlines. The DocAssist module, powered by its integrated AI, would dramatically increase staff efficiency by reducing the time required to produce these essential documents while maintaining accuracy and quality.
Through Cognisen’s seamless integration with the Department’s case management system, staff would be able to access and utilize this capability directly within the existing environment, eliminating the need to rely on external tools and reducing exposure to security risks. The solution is fully CJIS-compliant and HIPAA-aligned, ensuring robust safeguards for both staff and sensitive data. Importantly, the AI functions as an assistive tool-staff retain full responsibility for reviewing, editing, and finalizing all documents, with the system tracking updates and requiring user acknowledgment. Cognisen’s preliminary estimates indicate that these types of AI-assisted report generation could reduce staff processing time by at least 50%, representing a transformative improvement in operational capacity.
FieldAssist will significantly enhance the effectiveness of our field supervision operations by improving both documentation quality and real-time decision-making. Field staff currently devote substantial time to preparation, research, travel, and post-visit documentation. FieldAssist streamlines this entire workflow by leveraging PEARL’s AI platform to prioritize individuals requiring attention, optimize travel routes, deliver real-time safety insights, and automatically generate case summaries and notes. The platform also includes a secure mobile application that provides staff with immediate access to records, case notes, and other critical information in the field, supported by integrated GPS and mapping capabilities that strengthen situational awareness and overall field performance.
The Department’s objective in evaluating software solutions was to address operational inefficiencies in report preparation, documentation, and field supervision by reducing reliance on manual, time-intensive processes. Cognisen’s DocAssist and FieldAssist modules offer AI-enabled capabilities that streamline report generation, enhance field decision-making, and provide secure, real-time access to critical information. Together, these tools would substantially increase staff efficiency, strengthen service delivery, and modernize core Department operations.
This recommended agreement deviates from the County’s standard agreement in that it includes a non-standard limitation on liability provision. The Department believes that the benefits provided by the recommended agreement outweigh the risk.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request
On file with Clerk - Agreement with Cognisen
CAO ANALYST:
Samantha Buck