The Sheriff’s Office records, tracks and stores data and information from performing law enforcement duties, including crime reports, arrest reports, citations, warrants, registration records, and field interviews. Currently, the Sheriff’s Office utilizes a Records and Jail Management Systems from Tiburon, Inc., but dramatic changes in arrest reporting will take effect over the next two years due to the implementation of the Federal Bureau of Investigation National Incident-Based Reporting System and California’s Racial and Identity Profiling Act. These changes will require the Sheriff’s Office to gather and store additional data that is not tracked at this time and the current JMS and RMS systems do not have adequate capacity for.
In addition to these changes, incarceration shifts legislated in Assembly Bill 109 and Proposition 47 have affected operations, and the Monroe and Leinberger Jail construction projects will produce additional operation changes. Such changes will require the Jail and Records Management Systems to record, track, report and analyze data and information at greater detail, which the current Tiburon system is unable to perform.
Both the RMS and JMS components of the Tiburon system have not been upgraded since their implementation in 2004. Given the upcoming changes that the current system does not have capacity for, the Sheriff's Office seeks a new RMS and JMS that can provide a solid offender management solution that will collect the required data and offer increased functionality and flexibility in adapting to the dynamic needs of arrest reporting, incarceration, and rehabilitation in California.
Recommended Vendor and Systems
Over the last 2 ½ years, Sheriff’s Office staff and management have met routinely to evaluate alternative systems that could best meet the defined needs of the Patrol, Records and Corrections Divisions. As a result of this analysis, the Sheriff’s Office has selected CentralSquare Technologies’ Inform Enterprise Records and Jail Management Systems. The original vendor of the Sheriff’s Office current systems, Tiburon, Inc., was purchased by TriTech Technologies in 2015 and in 2018, TriTech merged with two other companies to become CentralSquare Technologies. Since CentralSquare Technologies acquired rights to the Sheriff’s Office current systems, the upgrade does not require a formal Request for Proposals.
CentralSquare Technologies’ RMS and JMS offers a complete end-to-end records and jail management solutions. The current RMS solution allows crime report writing from the mobile computers in the field, supervisor approval of those crime reports, crime report records management, and case management in investigations. CentralSquare Technologies’ RMS will not only enhance such functions to be more user-friendly and seamless with data from Yolo Emergency Communication Agency (YECA) but will also provide increased visibility of report status and enhanced crime analysis tools. The CentralSquare Technologies’ JMS solution will pick up where the RMS solution ends. When arrestees are brought to the Monroe Detention Center by Sheriff’s deputies or local law enforcement, the current JMS solution records demographic information, classification, and property and charge information during the booking/intake process. CentralSquare Technologies’ JMS will enhance such functions and will also allow for the Sheriff’s Office to enter medical evaluation information. In addition, the Sheriff’s Office tracks housing process information outside of the current JMS solution. CentralSquare Technologies’ JMS will manage and track such housing process information, which includes: Keep Separate information for inmates that cannot be located near one another, Title 15 information, inmate movements/appointments (court dates, visitation, time spent in the in-custody programming, etc.), inmate incidents, inmate hearing processes, and inmate discipline. The CentralSquare Technologies’ JMS will also be able to calculate inmates’ length of time custody and will allow for modifications when new legislation is passed, and/or new mandates are put in place. Finally, the system aids in managing the release process when it has been determined an inmate has served their time and is ready to leave one of our facilities.
Project Costs/Timeline
The implementation of CentralSquare Technologies’ RMS and JMS will take place over FY19-20 and FY20-21. Aside from purchasing the software licensing and equipment, Sheriff’s Office staff will be using overtime to conduct system configuration, data conversion, and training. Other costs associated with the implementation includes Information Technology Department Services, off-site training and conferences, professional agreements to develop new interfaces between the new JMS and RMS solutions and other Sheriff’s Office systems, purchase and installation of a disaster recovery site to back up the new JMS and RMS solutions, and purchase and installation of an inmate tracking hardware/software system to interface with the new JMS solution. The project also includes a 10% contingency to cover any unexpected costs.
| |
FY 19-20 |
FY 20-21 |
Total |
| Records Management System |
610,514 |
|
610,514 |
| Jail Management System |
366,530 |
|
366,530 |
| Addt'l Sheriff's Office Staff Cost |
50,000 |
136,000 |
186,000 |
| IT Department Systems |
150,000 |
|
150,000 |
| 3rd Party Interface Development Fees |
35,000 |
|
35,000 |
| Disaster Recovery Site |
115,017 |
|
115,017 |
| Inmate Tracking Devices |
100,000 |
|
100,000 |
| Training/Conferences |
12,500 |
19,700 |
32,200 |
| |
|
|
|
| Subtotal |
1,439,562 |
155,700 |
1,595,262 |
| 10% Contingency |
143,956 |
15,570 |
159,526 |
| Total |
1,583,518 |
171,270 |
1,754,788 |
No general fund monies will be used for the upgrade project. The Sheriff’s Office is paying for the upgrade project with Small and Rural County Law Enforcement Local Assistance monies, which are additional monies annually allocated for law enforcement enhancements in small and rural counties as authorized by Government Code 30070. The Sheriff’s Office anticipated that the systems will need to be upgraded and has been saving Small and Rural County Law Enforcement Local Assistance monies for several years. |