Title
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute an Agreement with Karpel Solutions, for the Monterey County Public Defender’s case management System in the amount of $345,444.00, for a five year term date retroactive to January 1, 2020 through June 30, 2025.
b. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute up to there (3) amendments, subject to County Counsel review, extending the Agreement by one (1) year each, where total additional costs do not exceed 10% of the contract amount ($34,544.40 maximum total additional cost) and the amendments do not alter significantly the scope of work.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute an Agreement with Karpel Solutions, for the Monterey County Public Defender’s case management System in the amount of $345,444.00, for a five year term date retroactive to January 1, 2020 through June 30, 2025.
b. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute up to there (3) amendments, subject to County Counsel review, extending the Agreement by one (1) year each, where total additional costs do not exceed 10% of the contract amount ($34,544.40 maximum total additional and the amendments do not alter significantly the scope of work.
SUMMARY:
It is requested that the Board authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign an Agreement with Karpel Solutions an amount not to exceed $345,444.00, over the period of January 1, 2020 through June 30, 2025. The services provided are for licensing a software product known as DEFENDERbyKarpel, installation services, professional services, and onsite training services for the Public Defender and Alternate Defender employees.
DISCUSSION:
Monterey County has contracted with Justice Works since 2007 to provide the Monterey County Public Defender with a daily, routine load of transferred data from Monterey County Superior Court to the defenderData case management system. Due to existing technology updates and a new paperless system, Justice Works can no longer meet the specific requirements of the Public Defender and the Alternate Defender.
The District Attorney, as well as local courts, and many law enforcement agencies, are processing their information digitally and electronically. Although, the Public Defender’s office has gradually transitioned into a paperless system, the current defenderData case management system is unable to meet our fast-paced technology demands. The Public Defender continues to exhaust space in the county’s servers due to the storing of large files such as videos originating from body cams worn by law enforcement. The large format files cannot be contained in defenderData because this system was only intended to store documents and not media files. Consequently, the department must obtain a new case management system that demonstrates the capability to process digital and electronic data with ease, as well as streamline workflow with collaboration features that will simplify the daily workload.
Permitting the Public Defender’s Office to contract with Karpel Solutions for the case management program, DEFENDERbyKarpel, the department will be able to integrate with the judicial community and will permit law enforcement, jails, and courts to share information securely and easily. It will further assist the department in keeping paper usage to a minimum and avoid incurring charges with Offsite Records Retention. It will also prevent frequent computer shared drive space shortages encountered monthly due to the daily uploading of media files residing in the local drive. Karpel Solutions is person-centric, browser-based Software as a Service application that utilizes the latest Microsoft .NET and SQL server technology. All components of the application are fully integrated, making a complete case management solution that covers all operational needs for our department.
The project cost for the first year utilizing DEFENDERbyKarpel is $193,269.00. Additionally, yearly support services in the amount of $27,200 will be billed annually after year one for a total of $108,800 in a four (4) year period; a one-time fee for client support tools for fifty-five (55) Public Defender employees at the rate of $50.00, for a total of $2,750.00; and unlimited e-discovery at an annual rate of $8,125.00, for a total of $40,625.00 for five (5) years. The total amount for this Agreement is $345,444.00.
OTHER AGENCY INVOLVEMENT:
County Counsel approves the agreement as to form.
Information Technology department has reviewed the agreement as to form.
FINANCING:
The costs associated with this agreement are included in the existing Public Defender’s FY 2019-2020 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 businesses 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, Ext. 3048
Approved by: Susan E. Chapman, Public Defender, Ext. 5806
Attachments:
Board Report
Agreement with Karpel Solutions FY 2019-2025