County of El Dorado - File #: 23-1473

• File #: 23-1473
• Version: 1
• Type: Agenda Item
• Status: Approved
• File created: 7/26/2023
• In control: Board of Supervisors
• On agenda: 8/15/2023
• Final action: 8/15/2023
• Title: Offices of the Public Defender and the Alternate Public Defender recommending the Board: 1) Authorize the use of competitively bid Agreement MA4106 between Filevine, Inc. and the State of Utah for acquisition of a new case management system; 2) Approve and authorize the Purchasing Agent to execute two Purchase Orders with Filevine, Inc. for a case management system for a three-year period in the amount of $117,744.60 for the Public Defender’s Office and $30,009.00 for the Alternate Public Defender’s Office; and 3) Authorize the Purchasing Agent to execute any necessary change orders relating to these Purchase Orders, excluding term extensions and increases to the not-to-exceed amount, contingent upon approval by County Counsel and Risk Management. FUNDING: General Fund.

Date	Ver.	Action By	Action	Result
8/15/2023	1	Board of Supervisors	Approved	Pass

Title
Offices of the Public Defender and the Alternate Public Defender recommending the Board:
1) Authorize the use of competitively bid Agreement MA4106 between Filevine, Inc. and the State of Utah for acquisition of a new case management system;
2) Approve and authorize the Purchasing Agent to execute two Purchase Orders with Filevine, Inc. for a case management system for a three-year period in the amount of $117,744.60 for the Public Defender’s Office and $30,009.00 for the Alternate Public Defender’s Office; and
3) Authorize the Purchasing Agent to execute any necessary change orders relating to these Purchase Orders, excluding term extensions and increases to the not-to-exceed amount, contingent upon approval by County Counsel and Risk Management.

FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
In 2019, the Public Defender’s Office entered into a contract for a new Case Management System (CMS), Karpel, which was to replace the internal IT-built system, ACES. As the needs of the department have grown, the current CMS has not been able to support the needs of either the Public Defender or Alternate Public Defender (APD).

One of the main reasons for originally selecting Karpel was the ability for integration with other Law & Justice partners, specifically the District Attorney’s Office and the Courts. Unfortunately, this integration never occurred. Other issues include, but are not limited to, inability to produce custom reports, loss of crucial and sensitive data, and limited storage capabilities without unpredicted extra costs. The Public Defender’s Office ongoing efforts to work with Karpel to resolve these significant issues were not successful.

Over the past two years, the Public Defender has received three grants that require detailed quarterly reporting. Due to this and the other mounting issues with Karpel, the Public Defender leadership team had to consider investing in a new CMS. In December 2022, the team began looking for a n...