Title
Public Defender recommending the Board:
1) Approve and authorize the Chair to execute Amendment I to perpetual agreement 4040 with Karpel Solutions, Inc. for case management, updating the annual hosted services fee and associated license terms and use section of the contract; and
2) Approve and authorize the County Purchasing Agent to execute any future amendments to perpetual agreement 4040 that would fall under the Purchasing Agent's authority, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
In June 2019, the Public Defender's Office entered into a contract for a new case management system, Defender by Karpel, which was to replace the internally-built system, ACES. In August 2023, the Public Defender's Office began the transition to Filevine, a new case management system that has better reporting and storage capabilities needed by the department. While this platform transition and data migration is occurring, the Public Defender's Office needs to keep the existing case management system contract with Karpel current.
Karpel has notified the County that the annual hosting services fee is increasing from $100 per user to $150 per user, effective with the next renewal cycle. This contract amendment recognizes this increase and updates the appropriate sections of the original contract.
ALTERNATIVES
The Board could decline to accept the amendment as presented.
PRIOR BOARD ACTION
04/23/2019 Legistar file 19-0213 - Board Approval of Karpel Case Management System
02/04/2020 Legistar file 20-0022 - Board Approval of Operating Transfers for Funding new Case Management System
04/14/2020 Legistar file 20-0361 - Annual Notice of Continuation of Perpetual Agreement
04/13/2021 Legistar file 21-0379 - Annual Notice of Continuation of Perpetual Agreement
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available in the Public Defender's FY 2024-25 budget for this increase.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain the Board Chair's signature on Amendment I to Agreement 4040, with Karpel Solutions, Inc. and return one certified copy to the Chief Administrative Office, Central Fiscal Unit, Attention: Kelley Lawrie.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Teri Monterosso, Public Defender