Title
Public Defender's Office recommending the Board:
1) Authorize the Purchasing Agent to amend Purchase Contract 7996 with Filevine, Inc. for the Public Defender's case management system, extending the term by one year and increasing the compensation by up to $57,403, for a new total compensation amount not to exceed $182,700, and to execute any sales order or associated documents;
2) Authorize the Public Defender to sign any necessary documents, excluding amendments, for the continuation of the agreement for Fiscal Year 2026-27, in accordance with the terms of the agreement; and
3) Authorize the Purchasing Agent to execute any necessary administrative amendments relating to this agreement, that does not alter compensation outside of this current request, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund with reimbursement through the District Attorney/Public Defender Subfund.
Body
DISCUSSION / BACKGROUND
In August 2023, the Public Defender (PD) entered into Contract 7996 with Filevine, Inc. to provide a new Case Management System (CMS) for the department that could meet their increasing needs for unlimited storage, predictability of costs, and reporting capabilities necessary for their business purposes, including tracking for grant and state reporting.
As part of the terms of the original contract, the department has the ability to add additional licenses at the then-current rate. Licenses are not allowed to be shared between employees. As the department has added additional grant-funded positions and filled vacancies, there is a need to increase the number of licenses allotted to the Public Defender during Fiscal Year (FY) 2026-27, for the annual renewal period of August 31, 2026, through August 30, 2027.
Per the original contract, price increases may take place with 45-days' notice, effective with the commencement of the next renewal term. Any price increases would need to be agreed upon by both parties and brought before the Board for approval on an annual basis. Filevine has not increased pricing for Filevine Automation services or Vinesign tools for the first four years of the Filevine CMS purchase contract. However, with the current year renewal, Filevine has bundled Docs+ and Filevine Document Assembly into the core Filevine User License cost. This product restructuring with enhanced functional document creation tools has resulted in an increase of $176.40 per license, per year for the Public Defender. This is the first increase in user license charges during the first four years of the contract. The department is anticipating adding up to four additional user licenses for FY 2026-27 with a total estimated annual fourth-year renewal cost of $57,403, which will bring the total revised contract amount to $182,700.
ALTERNATIVES
The Board could choose to deny approval of the continuation of this agreement and provide alternate direction for the Public Defender's Case Management System needs.
PRIOR BOARD ACTION
Legistar file 23-1473 - August 15, 2023 - Initial approval of the Filevine Case Management System
Legistar file 25-1562 - September 23, 2025 - Approval of Filevine, Amendment I
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The estimated annual renewal cost is $57,403 for FY 2026-27 and the cost is intended to be covered through reimbursement from the District Attorney/Public Defender Subfund.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Teri Monterosso, Public Defender