To: Board of Supervisors
From: Esa Ehmen-Krause, County Probation Officer
Report Title: Purchase Order with Clear Impact, Inc. for Performance Reporting Software for the AB109 Community Programs
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent to execute on behalf of the Probation Department, a purchase order with Clear Impact, Inc. in an amount not to exceed $25,000 for the purchase of Performance Reporting Software for the AB109 Community Programs for the period from September 6, 2024 through September 6, 2025
FISCAL IMPACT:
This contract is fully funded by State AB109 Public Safety Realignment Local Community Corrections allocations.
BACKGROUND:
The Probation Department has moved towards a data driven decision making approach where evidence-based programming and monitoring is conducted by both the Office of Reentry and Justice’s program staff, and Probation’s program managers. The AB109 Community Providers report on the measures outlined in the program logic model, included in the performance contracts. The data entry component of the Clear Impact software is customizable to specific program metrics and performance indicators that are to be monitored and evaluated. This software will efficiently allow for multiple users to access the data related to a unique program and to quickly assess outcomes over time. The system surveys the programs and summarizes the responses. This work was previously done by both community program and Probation ORJ staff entering information into Excel spreadsheets, and having this software support will streamline and improve the process.
The Subscription Agreement contains an indemnification provision from the County to Clear Impact. The Subscription Agreement also contains a clause regarding limitation of liability.
The Department is seeking approval for this retroactive purchase order due to administrative delays involving a transition among staffing, as well as multiple revisions identified during the review process.
CONSEQUENCE OF NEGATIVE ACTION:
If unapproved, the Probation Department and AB109 Community Partners would not have an automated, user-friendly, system that allows the monitoring and reporting of contract performance measures.