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File #: 19-864    Version: 1 Name:
Type: Resolution Status: Passed
File created: 8/21/2019 Departments: DISTRICT ATTORNEY
On agenda: 9/17/2019 Final action: 9/17/2019
Title: Adopt a resolution waiving the Request for Proposals process and authorizing the District Attorney to execute a three-year agreement with Karpel Solutions to receive software updates and technical support of Prosecutor by Karpel (PBK) a fully integrated, browser-based case management system for the term of October 1, 2019 through September 30, 2022, in an amount not to exceed $305,940.
Attachments: 1. 20190917_r_Karpel, 2. 20190917_a_San Mateo PBK Contract, 3. 20190917_att_Attachment SP for Non County Contract Templates

Special Notice / Hearing:                         None__

      Vote Required:                         Majority

 

To:                      Honorable Board of Supervisors

 

From:                      Stephen M. Wagstaffe, District Attorney

 

Subject:                      Case management system maintenance agreement with Karpel Solutions

 

 

RECOMMENDATION:

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Adopt a resolution waiving the Request for Proposals process and authorizing the District Attorney to execute a three-year agreement with Karpel Solutions to receive software updates and technical support of Prosecutor by Karpel (PBK) a fully integrated, browser-based case management system for the term of October 1, 2019 through September 30, 2022, in an amount not to exceed $305,940.

 

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BACKGROUND:

Prior to 2014, the District Attorney’s Office (DAO) had a long-standing need for a case management system.  In order to accomplish this, the DAO entered into a five year agreement with Karpel Solutions to implement and provide PBK for a total amount of $1,781,332.  PBK streamlines our case management needs with an easy to use graphical interface.

 

DISCUSSION:

It is in the best interest of the County to waive the Request for Proposals (RFP) Process, as we have already invested $1,781,332 with Karpel Solutions to date.  A five-year contract quote was requested for better cost certainty, but the vendor was only willing to enter into a three-year renewal at the time of negotiation.  Due to the DAO being in contract with Karpel Solutions, there would be no training costs and loss in productivity incurred by renewing.  Therefore, it is in the best interest of the County to authorize the DAO to enter into a maintenance contract with Karpel Solutions for a period of three years through FY 2022-2023.  Approval of the resolution will allow the DAO to provide its attorneys continued access to PBK for the proper and effective prosecution of criminal cases. 

County Counsel has reviewed and approved the resolution as to form.

Approval of the resolution and agreement contributes to the Shared Vision 2025 outcome of a Healthy Community by providing district attorneys with the tools they need to prosecute criminals.

FISCAL IMPACT:

The term of the contract is from October 1, 2019 through September 30, 2022 for a total obligation of $305,940 and is will be funded by the General Fund, for a cumulative contract total of $2,087,272. The funds for the first two years have been included in the FY 2019-21 Adopted Budget.