Title
District Attorney's Office recommending the Board:
1) Approve and authorize the continuation of perpetual Agreement 4038 with Karpel Computer Systems for Case Management System on-going support fees for three more years, through September 29, 2029, in the estimated annual cost of $94,600; and
2) Approve and authorize the Chair to execute Amendment IV to Agreement 4038 with Karpel Computer Systems updating the compensation and license term sections of the agreement.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
In accordance with Board Policy C-17, Section 2.6, departments are required to obtain authorization from the Board of Supervisors, initially, and every three years, to utilize any contract that does not have a stated contract termination date and that exceed the Purchasing Agent’s authority.
Karpel (Case Management) - Contract 4038
On April 23, 2019, with Legistar file 19-0213, the Board approved the replacement of existing case management systems for the District Attorney’s Office and the Public Defender’s Office, moving to a consolidated, single database case management system by Karpel Solutions, which provides a comprehensive, modern system able to meet the business needs of both departments. Via Agreement 4038, the District Attorney’s Office has implemented Prosecutor by Karpel, a case management system that allows statewide data sharing, automated workflow, in-court processing screens, evidence training, case reporting, and 24-hour support.
On June 6, 2023, with Legistar file 23-0842, the Board approved Amendment I to Agreement 4038 to include the following: Records Information Management Software (RIMs) interface retroactive to December 2022 with an annual maintenance cost of $2,000 (implementation fee was waived); eCourts interface retroactive to April 2023 with a one-time implementation fee of $25,000 and an annual maintenance fee of $5,000; JasperSoft Reporting Tool with a one-time implementation fee of $2,000 and an annual fee of $10,000; and revise the contract language to include clarification on the process to add licenses, storage billing language, and data breach language.
On June 25, 2024, with Legistar file 24-0923, the Board approved Amendment II to Agreement 4038 to increase of the annual hosting fee from $100/user to $150/user.
On February 11, 2025, with Legistar file 25-0019, the Board approved Amendment III to Agreement 4038 to include the Case Management System “Test” Environment, increasing the annual amount by $1,200.
With the execution of proposed Amendment IV, several updates have been made to the District Attorney’s existing license types, including adjustments to the bundled fee for the PbK Maintenance/Support and eDiscovery services. License counts for current line items have also been updated based on actual usage, and a new PbK.BAK file service has been added. This new component will allow the District Attorney’s Office to retrieve a full data backup file whenever needed.
These changes result in an increase of approximately $22,900 to the annual support and maintenance cost. The primary driver of this increase is the non-discretionary bundled maintenance price adjustment implemented by Karpel.
As a result, the anticipated annual program support cost for the District Attorney’s Agreement 4038 is now $94,600. Continuation of Agreement 4038 is recommended due to the high-quality product and strong support provided for the Karpel case management system.
ALTERNATIVES
Should the Board opt not to approve and authorize the Board Chair to execute Agreement 4038 Amendment IV, continuing in perpetuity, the District Attorney's Office would be unable to utilize their case management system at the level that is required to continue to perform the related services that are integral to the investigation and prosecution of criminal cases.
PRIOR BOARD ACTION
04/23/2019 Legistar file 19-0213 - Approval of the District Attorney’s perpetual agreements in June 2019.
04/14/2020 Legistar file 20-0361 - Approval of the District Attorney’s perpetual agreements in April 2020.
11/16/2021 Legistar file 21-1766 - Approval of the District Attorney’s, Public Defender’s, and Information Technologies perpetual Karpel agreements in April 2021.
05/24/2022 Legistar file 22-0489 - Approval of the District Attorney’s perpetual agreements in May 2022.
06/06/2023 Legistar file 23-0842 - Approval of the District Attorney’s perpetual agreements in June 2023.
06/25/2024 Legistar file 24-0923 - Approval of the District Attorney’s perpetual agreements in June 2024.
02/11/2025 Legistar file 25-0019 - Approval of Amendment III to Agreement 4038 with Karpel for the addition of the Case Management System “Test” Environment, increasing the annual not-to-exceed amount by $1,200.
06/17/2025 Legistar file 25-0444 - Approval of the District Attorney’s perpetual agreements in June 2025.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts and County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost. Sufficient appropriations are included in the District Attorney’s Fiscal Year 2026-27 budget and will be included in the 2027-28 budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Upon approval, Clerk of the Board to return one executed copy of Amendment IV to Agreement 4038 to the Chief Administrative Office Central Fiscal Division, attention: Kelley Lawrie.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Vern Pierson, District Attorney