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Public Defender's Office recommending the Board approve and authorize the Purchasing Agent to amend Purchase Contract 7996 with Filevine, Inc. for the continued access to the Filevine Case Management system, adding $7,552.28 for add-on license costs through August 30, 2026, and updating the term to provide for Board-approved annual perpetual agreement renewal, upon mutual written agreement of both parties per the existing contract terms.
FUNDING: General Fund with reimbursement through the DA/PD Sub-fund.
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DISCUSSION / BACKGROUND
In August 2023, the Public Defender entered into a contract 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. In May 2025, the department requested three additional licenses be allocated to their account, and Filevine has billed a pro-rated amount for these licenses per contract terms and pricing. The department anticipates needed two additional licenses for year-three of the contract and is requesting the funds be added to the current contract amount to be able to procure the additional licenses when needed.
The original contract terms also allow for the renewal of additional terms upon mutual written agreement of both parties. When this purchase contract was established, it was set-up as a three-year contract. However, the contract terms allow for the contract to be renewed for subsequent years. Going forward, the annual continuation of this agreement will be brought to the Board for approval. 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. The original amount of the Filevine contract was $117,744.60, and this requested increase brings it to $125,296.34. There have not been any price increases during the first three years of the Filevine CMS purchase contract.
ALTERNATIVES
Should the Board decline to approve the amendment to increase funds for additional licenses, all staff who need access to the case management system will not be able to access the system.
PRIOR BOARD ACTION
08/15/2023 Legistar file 23-1473 - Initial approval of the Filevine Case Management System.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts, County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Anticipated annual increase of $7,552.28 for additional license costs through August 30, 2026. There are appropriations in the Public Defender's FY 2025-26 budget to cover this increase.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Teri Monterosso, Chief Public Defender