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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 continu...
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