title
PROPOSED CONTRACT (TECHNOLOGY)
Department(s): Adult Probation and Social Service Departments, Circuit Court of Cook County
Vendor: Capita Technologies, Inc., Newport Beach, California
Request: Authorization for the Chief Procurement Officer to enter into and execute contract
Good(s) or Service(s): Adult Probation Case Management System Solution
Contract Value: $3,582,250.64
Contract period: 4/6/2016 - 4/5/2021, with two (2) one (1) year renewal options
Potential Fiscal Year Budget Impact: FY 2016 - $2,541,511.00 (capital), FY 2017 - $346,044.00 (capital), FY 2018 - $342,410.00 (corporate budget), FY 2019 - $352,285.64 (corporate budget)
Accounts: Capital: 1328006442-01569; operating account: 280-289
Contract Number(s): 1318-13264
Concurrence(s):
The vendor has met the Minority and Women Owned Business Enterprise Ordinance.
The Chief Procurement Officer concurs.
DO NOT PUT TEXT HERE. FOR TECHNOLOGY TO ADD CONCURRENCE STATEMENT OR N/A
Summary: A contract with Capita Technologies, Inc. is requested to develop and implement a new comprehensive case management information system for the Adult Probation Department and the Social Service Department to track probation and pretrial operations as well as related cashier and contract monitoring. The case management system is necessary to replace the departments’ outdated case management system, PROMIS (Prosecutor’s Management Information System), which resides on the Cook County mainframe. PROMIS was designed in the 1970s and is antiquated, limited in its functionality, and cumbersome to use. Also, it is no longer supported by the company that designed it.
The two departments currently supervise about 40,000 probationers and pretrial defendants. The Adult Probation Department also completes approximately 33,000 pretrial bond assessments per year and over 3,000 presentence investigations. The new system will help to improve supervision of probationers and pretrial defendants, upgrade the quality of information provided to the court, and enhance public safety. Specifically, the new system will achieve the following: increase efficiency in case management tasks; reduce redundancy in data entry; improve quality assurance, program evaluation, and workload management; improve financial auditing and contract monitoring processes; enhance security and data tracking; and increase the departments’ ability to integrate with other systems within and outside of Cook County government.
Capital funding in the amount of $2,000,000.00 was requested and approved for this project in FY2013 and $1,325,000.00 in FY2015. Most of these funds will used to pay for system development and implementation and the first year of support and maintenance. The remainder will likely be used for system enhancements in future years. Support and maintenance for the second and third years, which total $694,695.64 of the total contract amount, will be paid through budgeted operating funds.
The contract was awarded through the Request for Proposal (RFP) process in accordance with the Cook County Procurement Code. Capita Technologies, Inc. was selected based on established evaluation criteria.
end