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VIDEO. From the San Mateo County Board of Supervisor’s meeting on Tuesday, March 11th, 2025 at 9:00am, as a hybrid meeting. Agenda. Staff Report.
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Starts at 2:06:43
To: Honorable Board of Supervisors
From: John T. Keene, Chief Probation Officer
Subject: Waiver of the Request for Proposal Process and Acceptance of an Agreement with Cognisen
RECOMMENDATION
Adopt a resolution authorizing:
A) A waiver of the Request for Proposal (RFP) process; and
B) The execution of an agreement with Cognisen to provide DocAssist and FieldAssist artificial intelligence tools, for the term of March 1, 2025 through February 28, 2030, in an amount not to exceed $2,654,568.91; and
C) The San Mateo County Chief Probation Officer or designee to execute contract amendments and minor modifications not to exceed $25,000 and/or modify the contract term and/or services.
BACKGROUND
In January 2024, the Board of Supervisors adopted a resolution affirming the importance of maintaining County jobs during advancements in artificial intelligence (AI). The Board of Supervisors acknowledged the potential benefits of incorporating AI technologies in the County’s operations for increased efficiency and service improvement. The Probation Department’s agreement with Cognisen demonstrates a clear commitment to this resolution by ensuring that any AI implementation will focus on assisting staff, not replacing them.
In July 2024, the Probation Department entered into a pilot agreement with Cognisen for the contractor to demonstrate the capabilities of their PEARL AI. This collaboration aimed to evaluate the potential of Cognisen’s PEARL technology, specifically DocAssist and FieldAssist, to enhance the efficiency and effectiveness of Deputy Probation Officers (DPOs). DocAssist was designed to streamline court report drafting, while FieldAssist focused on optimizing field supervision practices. Throughout the pilot period, Cognisen worked closely with the Probation Department to customize templates, workflows, and system configurations, ensuring that the AI implementation aligned with departmental standards, addressed key operational challenges, and ultimately improved service delivery.
DISCUSSION
Upon execution of this five-year agreement, Cognisen will continue to refine the DocAssist tool and begin to build out the FieldAssist tool uniquely for the Probation Department.
Court report writing is a critical function of the Probation Department, requiring DPOs to meticulously document a defendant’s criminal and social history. DocAssist aims to streamline this process by automating repetitive tasks, improving efficiency, enhancing accuracy and consistency. Importantly, the AI tool will be used as an assistive technology, with DPOs maintaining full oversight and responsibility for the final content of all reports.
DocAssist’s features support sole-source procurement. It is the only AI-powered report generation tool specifically designed for the community supervision field that integrates with any case management system and significantly reduces report generation time while ensuring compliance with department standards and guidelines. DocAssist and FieldAssist are fully compliant with Criminal Justice Information Systems (CJIS) and meets all the stringent security and privacy requirements necessary for handling sensitive criminal justice information.
The forthcoming FieldAssist tool will transform field operations for supervision officers by streamlining client prioritization, optimizing routes for field operations, and automating routine case documentation. By providing real-time case insights and automating routine tasks, FieldAssist will empower DPOs with the necessary tools for efficient, data-driven supervision in the field. This innovative solution not only simplifies client compliance tracking, but it also enhances officer safety by providing instant access to critical information, such as warrants and safety notes, prior to each client interaction. Ultimately, FieldAssist enables DPOs to spend more time on impactful, face-to-face interactions, improving service delivery and client accountability.
The resolution and agreement have been reviewed and approved as to form by County Attorney.
PERFORMANCE MEASURE
| Performance Measures | FY 2024-25 Target | FY 2025-26 Target | FY 2026-27 Target | FY 2027-28 Target | FY 2028-29 Target |
| Percent of Deputy Probation Officers reporting a reduction in court report generation time | 95% | 95% | 95% | 95% | 95% |
| Percent of Deputy Probation Officers reporting satisfaction with FieldAssist’s ease of use, functionality, and impact on daily work | 95% | 95% | 95% | 95% | 95% |
EQUITY IMPACT
The implementation of Cognisen’s AI technology has the potential to promote equity by enhancing resource allocation and streamlining operations. If effectively implemented and monitored, the DocAssist and FieldAssist tools could optimize resource allocation, potentially ensuring that limited resources are directed towards individuals with the greatest needs. Automating routine tasks may free up staff time for more impactful work, such as providing individualized support to clients and building stronger community relationships.
FISCAL IMPACT
The term of the agreement is March 1, 2025, through February 28, 2030, in an amount not to exceed $2,654,568.91; and authorizes the Chief Probation Officer or his designee to execute contract amendments and minor modifications not to exceed $25,000. Funds for this agreement have been included in the FY 2024-25 Adopted Budget and will be included in future budgets for the term of the contract.
Author: mdrag
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