Agenda

Return

C.38

To:	Board of Supervisors
From:	David Twa, County Administrator
Date:	February 3, 2009

Contra

Costa

County

Subject:

CONTRACT TO FINANCE NEW LAW AND JUSTICE INFORMATION SYSTEM

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 02/03/2009

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Gayle B. Uilkema, District II Supervisor
Mary N. Piepho, District III Supervisor
Susan A. Bonilla, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:	Julie Enea (925) 335-1077
cc:	Public Defender District Attorney County Probation Officer LJIS Project Manager Purchasing Agent CAO Deputy-Public Protection

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: February 3, 2009
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

AMEND Board action of January 6, 2009 (Item C.55), which approved and authorized the Purchasing Agent or designee to execute, on behalf and upon the approval of the County Administrator, a lease-purchase agreement with Transocean Funding, Inc., in an amount not to exceed $3,135,000 to finance the purchase, design, and implementation of a customized, integrated law and justice information and case management system for the period January 15, 2009 through July 15, 2014, to increase the lease purchase amount by $40,000 to an amount not to exceed $3,175,000.

FISCAL IMPACT:

An increase in the total lease purchase price and annual payments for the system has increased due to economic conditions and the cost of borrowing money. The lease-purchase cost not to exceed $590,000 annually will be funded through the diversion of current information technology appropriations for the District Attorney, Public Defender, and Probation Departments (hereinafter the “Justice Partners”) to the new project. The 2008/09 combined information technology development, maintenance, and operations budget for the Justice Partners of $814,247 is sufficient to fund the annual project cost plus the cost for the Department of Information Technology to assist with the conversion of Law and Justice Information System (LJIS) data to the new system. No additional funding from the County General Fund is required for the contract.

BACKGROUND:

On December 9, the Board of Supervisors authorized the County Administrator to execute a contract with New Dawn Technologies, Inc. (hereinafter New Dawn), to provide, design, and implement a customized, integrated law and justice information and case management system for the period December 9, 2008 through September 30, 2014, including five years of system maintenance. The system and maintenance is to be financed over time with funds appropriated annually for the Justice Partners’ information technology needs.

The Purchasing Agent has negotiated a lease-purchase agreement with Transocean Funding, Inc., to provide the financing for the New Dawn contract beginning January 15, 2009. Following are the key terms of the agreement:

Principal: $2,565,000, including $25,000 in fees
APR: Not to exceed 7.35% annual percentage rate compounded semi-annually
Number of payments: 11
Prepayment option: Annually, with increasing savings incentives over time

The terms of the proposed contract were quoted in December based upon the borrowing market at that time. The final contract will be concluded in mid-January and may produce slightly better terms and, hence, lower costs than presented in this report.

CONSEQUENCE OF NEGATIVE ACTION:

Delay in contract approval will jeopardize the County’s contract with New Dawn Technologies, which required the first progress payment to made in January 2009.