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File #: 21-1394    Version: 1
Type: Agenda Item Status: Approved
File created: 8/16/2021 In control: Board of Supervisors
On agenda: 10/12/2021 Final action: 10/12/2021
Title: Office of the Alternate Public Defender recommending the Board: 1) Approve the perpetual agreement with Karpel Solutions for the use of Defender by Karpel for case management purposes, in the amount of $15,400 for the first year; and 2) Authorize the Purchasing Agent to execute the agreement with Karpel Solutions. FUNDING: General Fund.
Attachments: 1. A - Counsel Approval, 2. B - Contract
Related files: 21-0340, 21-0379, 21-1431

Title

Office of the Alternate Public Defender recommending the Board:

1) Approve the perpetual agreement with Karpel Solutions for the use of Defender by Karpel for case management purposes, in the amount of $15,400 for the first year; and

2) Authorize the Purchasing Agent to execute the agreement with Karpel Solutions.

 

FUNDING:  General Fund.

Body

DISCUSSION / BACKGROUND

The County's Office of the Public Defender and the Office of the District Attorney have utilized Karpel Solutions as the consolidated, single database case management system since April 2019.  In March 2021, the Board of Supervisors authorized the establishment of the Office of the Alternate Public Defender, which will also needs a case management system equivalent and in conjunction with the Public Defender and District Attorney.  The new agreement will cover implementation, training, and licensing for the Alternate Public Defender's staff from execution until termination by either party.

 

The Hosting agreement between Karpel and Information Technologies has been amended to increase the number of hosting users by seven to accommodate the Alternate Public Defender staff who will be using Karpel for case management. 

 

Per Policy C-17, departments must obtain authorization from the Board of Supervisors, initially and on an annual basis, to utilize any contract that does not have a stated contract term.

 

ALTERNATIVES

Should the Board decline to approve the agreement, the Office of the Alternate Public Defender will not have access to a case management system. The Department would need to create and implement their own system or seek out another software platform that may not be compatible with the system in use by the Offices of the Public Defender and District Attorney.

 

PRIOR BOARD ACTION

21-0379 - 04/13/2021: Board approval of the continuation of the perpetual agreements with Karpel Solutions with Information Technologies, Public Defender, and District Attorney

21-0340 - 03/16/2021: Board approval of the Ordinance 5141 establishing the Office of the Alternate Public Defender (APD)

21-1431 - 09/28/2021: Board approval of the Amendment to the Karpel Hosting Agreement to increase the user count for the APD

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

N/A

 

CAO RECOMMENDATION / COMMENTS

Approve as recommended.

 

FINANCIAL IMPACT

The costs for the use of this service, including implementation and training, are included in the FY21-22 adopted budget for the Office of the Alternate Public Defender. The cost for the first year for implementation services, training, and licenses is $15,400.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

N/A

 

STRATEGIC PLAN COMPONENT

Infrastructure

 

CONTACT

Elvira Lua-Ortiz, Alternate Public Defender