Title
a. Authorize the Contracts/Purchasing Officer, or designee, to execute two one-year retroactive renewal agreements with Karpel Computer Systems, Inc. for the continued operation of the case management system and related services for the Office of the District Attorney. The first retroactive renewal agreement is in an amount not to exceed $112,950 for the term effective July 1, 2024 through June 30, 2025, and the second retroactive renewal agreement is in an amount not to exceed $200,000 for the term effective to July 1, 2025 through June 30, 2026.
b. Accept non-standard contract provisions as recommended by the District Attorney;
c. Authorize the Contracts/Purchasing Officer or their designee or the District Attorney or their designee to execute all necessary documents and verifications related to the retroactive renewal Agreement effective July 1, 2024 through June 30, 2025, which is not subject to further amendment or additional services;
d. Authorize the Contracts/Purchasing Officer or their designee or the District Attorney or their designee to sign and execute all necessary documents and verifications related to the retroactive renewal Agreement effective July 1, 2025 through June 30, 2026, including any amendments or additions of services, subject to County Counsel review, provided such amendments do not cause the renewal Agreement amount to exceed $200,000;
e. Authorize the Contracts/Purchasing Officer or their designee to issue purchase orders on an as-needed basis pursuant to the Agreement retroactive to July 1, 2025 through June 30, 2026.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Contracts/Purchasing Officer, or designee, to execute two one-year retroactive renewal agreements with Karpel Computer Systems, Inc. for the continued operation of the case management system and related services for the Office of the District Attorney. The first retroactive renewal agreement is in an amount not to exceed $112,950 for the term effective July 1, 2024 through June 30, 2025, and the second retroactive renewal agreement is in an amount not to exceed $200,000 for the term effective to July 1, 2025 through June 30, 2026.
b. Accept non-standard contract provisions as recommended by the District Attorney;
c. Authorize the Contracts/Purchasing Officer or their designee or the District Attorney or their designee to execute all necessary documents and verifications related to the retroactive renewal Agreement effective July 1, 2024 through June 30, 2025, which is not subject to further amendment or additional services;
d. Authorize the Contracts/Purchasing Officer or their designee or the District Attorney or their designee to sign and execute all necessary documents and verifications related to the retroactive renewal Agreement effective July 1, 2025 through June 30, 2026, including any amendments or additions of services, subject to County Counsel review, provided such amendments do not cause the renewal Agreement amount to exceed $200,000;
e. Authorize the Contracts/Purchasing Officer or their designee to issue purchase orders on an as-needed basis pursuant to the Agreement retroactive to July 1, 2025 through June 30, 2026.
SUMMARY
On August 30, 2023, the Board approved a one-year agreement with Karpel Computer Systems, Inc., covering the period of July 1, 2023 through June 30, 2024, in the maximum amount of $220,000, to provide case management software services for the District Attorney’s Office. The agreement was structured with automatic annual renewals to ensure the continued provision of these essential services and ongoing system support.
Karpel Computer Systems, Inc. has provided the District Attorney’s Office case management system since 2013, supporting critical prosecutorial functions and information management such as case filing, review of criminal histories, tracking of case progress, and compliance with statutory obligations. The system’s licensing, hosting, maintenance, and support services are critical to maintaining reliable performance, secure access, and ongoing functionality.
This item requests Board approval of two one-year retroactive renewal agreements with Karpel Computer Systems, Inc. for case management software and related services for the District Attorney’s Office. The first retroactive renewal agreement, effective July 1, 2024 through June 30, 2025, is being executed for record purposes to formally document services provided under the renewal terms previously approved by the Board on August 30, 2023. The second retroactive renewal agreement, effective July 1, 2025 through June 30, 2026, continues ongoing services essential to the operation and maintenance of the District Attorney’s Office case management system.
Approval of these renewals will ensure uninterrupted operation of this critical system, which enables efficient case management for over 13,700 cases handled annually by the District Attorney’s Office, supports prosecutorial effectiveness and efficiency, and advances the District Attorney’s Office’s mission to promote justice.
DISCUSSION:
Karpel Computer Systems, Inc. has provided the District Attorney’s Office case management system since 2013. The Prosecutor by Karpel (PbK) system is a secure, cloud-based platform that enables the Office to manage its caseload efficiently from case initiation through resolution.
It supports critical prosecutorial functions such as case intake, criminal history review, charging, discovery, and statutory reporting, ensuring that attorneys and staff can process cases accurately and in compliance with legal requirements.
The system integrates seamlessly with internal County processes and external justice partners, allowing for electronic filing and the secure exchange of case information. Its licensing, hosting, maintenance, and support services are vital to maintaining system reliability, safeguarding sensitive data, and ensuring continuous access to essential case management tools.
This item requests Board approval of two one-year retroactive renewal agreements with Karpel Computer Systems, Inc. for continued case management software and related services. The first agreement, effective retroactive to July 1, 2024 through June 30, 2025, is being executed for record purposes to formally document services provided under renewal terms previously approved by the Board on August 30, 2023. The second agreement, effective retroactive to July 1, 2025 through June 30, 2026, continues the operation, maintenance, and vendor support necessary to sustain the District Attorney’s Office case management system.
Ongoing vendor support is essential to maintaining functionality, data integrity, and compliance with evolving legal and technological standards. Approval of these retroactive renewals will ensure uninterrupted system operation, allowing the District Attorney’s Office to continue managing cases effectively, improving prosecutorial efficiency, and advancing its mission to promote justice and public safety.
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
County Counsel has approved the agreement as to legal form. Auditor-Controller’s Office reviewed the contract but does not agree to the non-standard payment provisions.
FINANCING:
The Fiscal Year 2024-25 Adopted Budget for the District Attorney, Appropriation Unit DIS001, Unit 8063 included sufficient appropriations for this amendment. Funding for this Agreement in Fiscal Year 2025-26 was included the District Attorney’s Adopted Budget. Ongoing costs will be included in the budget approval process. There will be no increase in the General Fund Contribution resulting from this Board action.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
Increasing Public Safety through more efficient utilization of resources.
Mark a check to the related Board of Supervisors Strategic Plan Goals
____ 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
Link to the Strategic Plan:
<https://www.countyofmonterey.gov/home/showdocument?id=139569>
Prepared by: Andrea Lopez, Management Analyst II, Ext. 5085
Approved by: Jeannine M. Pacioni, District Attorney, Ext. 5470
Attachments:
a. Renewal Agreement with Karpel Computer Systems, Inc. for the period of July 1, 2024 through June 30, 2025
b. Renewal Agreement with Karpel Computer Systems, Inc. for the period of July 1, 2025 through June 30, 2026