TO: Board of Supervisors
FROM: Meg Ragan, Chief Technology Officer - Information Technology Services
REPORT BY: Suzanne Fowler, Staff Services Analyst I
SUBJECT: Amendment No.1 to Agreement No.240185B with Infoverity U.S., Inc.
RECOMMENDATION
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Approve and authorize Amendment No.1 to Agreement No. 240185B with Infoverity U.S., Inc. to extend the term, beginning November 28, 2026 through November 27, 2027 with an option for an additional one-year extension for a maximum compensation of $125,762. (Fiscal Impact: $125,762 Expense; Information Technology Services Fund; Budgeted; Discretionary)
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BACKGROUND
In March of 2023, the Chief Information Officer, supported by the Director of the Health and Human Services Agency, the Chief Probation Officer, and the Director of Housing and Homeless Services provided a presentation to the Board related to the need for a unified data strategy supporting cross-departmental coordination and data-driven decision-making. The presentation outlined the benefits for consistent data governance, standardized reporting structures, and an enterprise data management platform capable of integrating data across County departments and with the capacity to integrate data from State-mandated systems.
In May of 2023, the Division of Information Technology Services (ITS) issued a Request for Proposal (RFP) for an enterprise data management system solution, consulting and project management services to manage the implementation process and unify our disparate datasets into a centralized data ecosystem that users can trust, enabling the County to make better decisions and share information in a timely manner. The objectives for this initiative are as follows:
• Establish a Data Management Platform to support consistent data standards and governance policies across the County
• Bring in siloed data sources from departments and State-mandated systems into one common repository
• Develop data transformation processes to match and organize related and relevant records from multiple sources
• Provide a framework for evaluating programs within and between departments, measuring performance against objectives for initiatives, identifying and predicting cost savings areas
• Build the foundation for data sharing across County departments starting with Probation, HHSA and Housing and Community Services and
• Enable the County to pursue data-driven decisions.
Following the Board approval of BOS item #23-1704, ITS procured and implemented the County Enterprise
Data Management Platform that securely brings information from internal and external sources together and conducts ongoing data audits for accuracy. This platform comprises a centralized warehouse into which data from disparate sources can be imported. County personnel currently use the software for operational and strategic purposes within their own departments.
The data imported required significant staff time across both departments and ITS to be recognizable and useful within the system. These operational and resource constraints have contributed to delays in achieving all objectives originally outlined in 2023.
County staff continue to work toward client and interdepartmental agreements allowing for the use of data across departments. There remains substantial potential for cross-departmental use of this data to realize cost savings by identifying frequent users of County services and evaluating opportunities to improve treatment strategies. Over the past three years, staff have invested considerable time and effort in building a robust database and system. Moving forward, staff will prioritize the agreements and cross-departmental coordination necessary to fully realize the system's collaborative potential.
Requested action: Approve and authorize Amendment No. 1 to Agreement No. 240185B, extending the term of the existing agreement by one-year to November 27, 2027, with an option for an additional one-year extension at up to a seven percent (7%) increase, at a maximum cost of $117,534 for the first fiscal year and up to $125,762 maximum for the second fiscal year.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Information Technology Services (ITS), Fund 4200 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
An Enterprise Data Management System ensures the County has a centralized and trusted data ecosystem that enables the County to make better informed decisions and share information in a timely manner. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Future annual software license and maintenance costs will be included in ITS’ budget. |
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Consequences if not approved: |
The County will be unable to integrate valuable data across departments, potentially leaving departments with missing information, by not having a universal data management system. |
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Additional Information |
Strategic Initiative: Effective and Open Government |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.