To: Board of Supervisors
From: Executive Office and District Attorney
Meeting Date: June 22, 2021
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Department Contact: |
C. David Eyster |
Phone: |
463-4211 |
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Department Contact: |
Janelle Rau |
Phone: |
463-4441 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Approval of Agreement with Karpel Solutions in the Amount of $367,675 for the Acquisition of a Criminal Justice Case Management System; and Approval of Agreement with Karpel Solutions for Software Hosting of Said System; Authorize the Chief Executive Officer or her/his Designee to Execute Any and All Documents in Relation to the Transaction; and Authorize the Chief Executive Officer or Her/His Designee to Sign Any Future Amendments to the Agreement That Do Not Alter the Fiscal Aspect of the Karpel Solutions Agreement
End
Recommended Action/Motion:
recommendation
Approve agreement with Karpel Solutions in the amount of $ 367,675 for the acquisition of a criminal justice case management system; and approve agreement with Karpel Solutions for software hosting of said system; authorize the Chief Executive Officer or her/his designee to execute any and all documents in relation to the transaction; and authorize the Chief Executive Officer or her/his designee to sign any future amendments to the agreements that do not alter the fiscal aspect of the Karpel Solutions Agreement; and authorize Chair to sign same.
End
Previous Board/Board Committee Actions:
In November 2018 the Board of Supervisors approved the Information Technology (IT) Master Plan. During FY 2020-21 mid-year budget, the Board of Supervisors allocated $1,000,000 to the IT reserve for the criminal justice case management system replacement project.
Summary of Request:
On February 24, 2020, the District Attorney’s Office and County Information Services Division were notified via email by Journal Technologies, the currently in-use version of the criminal justice case management Software known as JustWare had reached its end of life and would no longer be supported by the vendor as of June 30, 2021.
Journal Technologies proposed upgrading the current version of the software to their current product offering, which is a hosted solution called eProsecutor. This transition would have been a migration to a new and different product, requiring full implementation services and data conversion. As a result, the District Attorney’s Office began researching all potential solutions available on the market that would meet the unique needs of the department. This research also included the evaluation of the incumbent vendor’s new proposed solution.
The District Attorney’s office began their due diligence in evaluating viable solutions through the following means: 1) Onsite demonstrations for qualified vendors 2) Vendor product demonstration reviews at the annual District Attorney’s Association conference 3) Collaboration and reference checking with other District Attorney’s offices in the State of California 4) Soliciting proposals from qualified vendors to conduct a cost comparison 5) Firsthand knowledge testimonials from Mendocino County District Attorney staff that have used other Case Management Systems being evaluated. Upon the conclusion of this evaluation process, the decision was reached that Karpel Solutions offered the best solution based upon functional needs, integration requirements, cost, references, experience and expertise specifically in the State of California.
During FY 2020-21 mid-year budget, the Board of Supervisors allocated $1,000,000 to the IT reserve for the criminal justice case management system replacement project to be managed through the IT Master Plan. The agreement for the acquisition of a criminal justice case management system is presented with agreement for software hosting because costs are defined in the investment summary within the agreement. Therefore, the Executive Office and District Attorney’s Office is requesting the Board of Supervisors approve the agreement with Karpel Solutions in the amount of $ 367,675 for the acquisition of a criminal justice case management system; and approve the Karpel Solutions agreement for software hosting of said system contract for a new Case Management System.
Alternative Action/Motion:
Do not approve agreement and provide alternate direction to staff.
Supervisorial District: All
vote requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: IT Reserve |
budgeted in current f/y: Yes |
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current f/y cost: $0 - It is anticipated this agreement will be billed in FY 2021-22 |
if no, please describe: |
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annual recurring cost: Varies (Estimated annual support and cloud hosting identified in master agreement $ 59,875/yr.) |
revenue agreement: No |
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budget clarification: During FY 2020-21 mid-year budget, the Board of Supervisors allocated $1,000,000 to the IT reserve for the criminal justice case management system replacement project. $367,675 one-time and first year costs will be funded through the project. Ongoing maintenance and cloud hosting identified will be budgeted at the department level annually through the County budget process. |
Agreement/Resolution/Ordinance Approved by County Counsel: Yes
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CEO Liaison: Executive Office |
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CEO Review: Yes |
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CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Deputy Clerk I |
Final Status:Approved |
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Date: June 22, 2021 |
Executed Item Type: Agreement Number: 21-113 Executed Item Type: Agreement Number: 21-114 |
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Note to Department Number of Original Agreements Returned to Dept: 0 Original Agreement Delivered to Auditor? No |
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