Title
a. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to execute an Agreement with Karpel Computer Systems Inc., for the continuing operation of a Case Management System known as DEFENDERbyKarpel for the Office of the Public Defender, for a period of July 1, 2025, through June 30, 2026, in the amount of $53,900;
b. The Agreement will automatically renew for subsequent one (1) year terms, unless the Office of the Public Defender or Karpel Computer Systems Inc. gives advanced notice under the terms of the agreement;
c. Accept non-standard contract provisions as recommended by the Office of the Public Defender;
d. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor and the Public Defender to sign and execute the appropriate documents and verifications when required;
e. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to issue purchase orders on an as-needed basis pursuant to this agreement over the period of July 1, 2025 through June 30, 2025, and any subsequent renewals.
Report
RECOMMENDATION:
a. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to execute an Agreement with Karpel Computer Systems Inc., for the continuing operation of a Case Management System known as DEFENDERbyKarpel for the Office of the Public Defender, for a period of July 1, 2025, through June 30, 2026, in the amount of $53,900;
b. The Agreement will automatically renew for subsequent one (1) year terms, unless the Office of the Public Defender or Karpel Computer Systems Inc. gives advanced notice under the terms of the agreement;
c. Accept non-standard contract provisions as recommended by the Office of the Public Defender;
d. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor and the Public Defender to sign and execute the appropriate documents and verifications when required;
e. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to issue purchase orders on an as-needed basis pursuant to this agreement over the period of July 1, 2025 through June 30, 2025, and any subsequent renewals.
SUMMARY:
It is requested that the Board authorize Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign a non-standard Agreement with Karpel Computer Systems Inc., in the amount not to exceed $53,900 over the period of July 1, 2025 through June 30, 2026, continuing for any renewals of the agreement. The services provided are for licensing a software product known as DEFENDERbyKarpel. Karpel Solutions has provided services for the Public Defender since 2020.
DISCUSSION:
Since 2020, Monterey County has contracted with Karpel Computer Systems, Inc. to provide the Public Defender’s Office with a modern, person-centric browser-based Case Management System (CMS). The system is delivered as a Software Service application and is built on Microsoft .NET and SQL Server technology, ensuring a secure, scalable, and future-ready platform. Karpel offers a fully integrated suite of tools that comprehensively supports the department’s operational needs such as client intake through case resolution. Its design allows seamless inter-agency integration with the judicial community, the District Attorney’s Office, and the Superior Court, facilitating the secure and efficient exchange of information. This integration has been key to enabling the Public Defender’s Office to maintain a paperless workflow, improving operational efficiency and ensuring that staff can access up-to-date case information anytime and anywhere. The system continues to serve as a critical component of the department’s efforts to deliver effective, timely, and equitable legal representation.
OTHER AGENCY INVOLVEMENT:
County Counsel approves the agreement as to form.
FINANCING:
The costs associated with this agreement are included it the existing Public Defender's FY 2025-26 Adopted Budget, Fund 001, department 2270, Budget Unit 8169, Appropriation Unit PUB001. Future year's costs will be included in the respective annual budgets.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This contract meets the Board's strategic initiatives by creating a safe environment for people to achieve their potential, leading business and communities to thrive and grow while reducing violent crimes.
Mark a check to the related board of Supervisors Strategic Initiatives
___Economic Development
___Administration
___Health & Human Services
___Infrastructure
_X__Public Safety
Prepared by: Becky Avila, Management Analyst II, Ext. 3048
Approved by: Susan E. Chapman, Public Defender, Ext. 5806
Attachments:
Board Report
Agreement with Karpel Computer Systems Inc.