Title
a. Approve and authorize the Public Defender or designee to execute a retroactive non-standard 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 in the amount of $47,500 for a one year term of June 1, 2026 through May 31, 2027;
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 Public Defender or designee to sign and execute the appropriate documents and verifications when required; and
e. Authorize the County Purchasing Agent or designee to issue purchase orders on an as-needed basis pursuant to this agreement over the period of June 1, 2026 through May 31, 2027, and any subsequent renewals.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Public Defender or designee to execute a retroactive non-standard 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 in the amount of $47,500, for a one year term of June 1, 2026 through May 31, 2027;
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 Public Defender or designee to sign and execute the appropriate documents and verifications when required; and
e. Authorize the County Purchasing Agent or designee to issue purchase orders on an as-needed basis pursuant to this agreement over the period of June 1, 2026 through May 31, 2027, and any subsequent renewals.
SUMMARY:
It is requested that the Board authorize the Public Defender or their designee to execute a retroactive non-standard agreement with Karpel Computer Systems Inc., (Karpel), for an additional one-year term of June 1, 2026 through May 31, 2027. The services provided are for the continuance of a licensing case management software product known as DEFENDERbyKarpel (DBK). Karpel has provided services for the Public Defender since 2020.
DISCUSSION:
The Public Defender has contracted with Karpel Computer Systems Inc. since 2020 to provide continuous software licensing, maintenance, technical support, software updates, and related services necessary to ensure uninterrupted operation of the case management system (CMS).
DEFENDERbyKarpel (DBK) is a modern, person-centric browser-based CMS that delivers 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.
Karpel supports attorneys, investigators, social workers, and administrative staff by streamlining case management processes, improving operational efficiency, and enhancing accuracy and accessibility of case information. 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 a critical component of the department's efforts to deliver effective, timely, and equitable legal representation. Karpel is critical to the daily operation of the office and supports efficient case tracking, statutory reporting requirements, and secure management of confidential client information.
The agreement is retroactive to June 1, 2026, due to the time required to complete system integration testing and coordination efforts between Karpel, Axon, and the Courts. During this period, the parties worked collaboratively to ensure the updated systems and interfaces were functioning properly. The retroactive effective date ensures there is no interruption in services while these implementation and testing efforts were completed.
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
County Counsel has reviewed and approved as to legal form.
FINANCING:
The costs associated with this agreement are included in the existing Public Defender's FY 2026-27 Adopted Budget, 1001-227002. Future year's costs will be included in the respective annual budgets.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
This contract meets the Board's strategic goals 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 Plan Goals [Include one or two sentences referencing the Ordinance, Code, Board Order/Resolution, etc. in relation to this selection]:
____ Well-Being and Quality of Life
____ Sustainable Infrastructure for the Present and Future
_X___ Safe and Resilient Communities
____ Diverse and Thriving Economy
____ Dynamic Organization and Employer of Choice
If does not fall under any of the above Board of Supervisors Strategic Plan Goals (Other):
____ Administrative [Include one or two sentences referencing the Ordinance, Code, Board Order/Resolution, etc. in relation to this selection]
Link to the Strategic Plan:
<https://www.countyofmonterey.gov/home/showdocument?id=139569>
Prepared by: Becky Avila, Management Analyst II, Ext. 3048
Approved by: Raymond Buenaventura, Public Defender, Ext. 5806
Attachments:
Board Report
DBK Renewal Agreement