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, on behalf of the Probation Department, to execute a Purchase Order containing modified indemnification with Clear Impact, Inc. in an amount not to exceed $25,000 for the purchase of a subscription service for performance reporting by the AB109 Community Programs for the period from September 6, 2023 through September 6, 2024.
FISCAL IMPACT:
100% of the cost is covered by AB109 Planning and Implementation funding.
BACKGROUND:
The Probation Department, including the Office of Reentry and Justice, has moved towards a data driven decision making approach where evidence-based programming and monitoring will be conducted by both the Office of Reentry and Justice’s program staff, and Probation’s fiscal staff. 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 each specific programs 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 is currently done by both program and Probation staff entering information into Excel spreadsheets.
Under the terms of the Subscription Agreement the County is obligated to indemnify Clear Impact against third party claims based on unauthorized or illegal use of the service. In addition, Clear Impact’s liability is limited to the lesser of Five Thousand dollars or the amount paid by the County in the prior twelve months.
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.