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HomeMy WebLinkAboutMINUTES - 09232014 - C.65RECOMMENDATION(S): RESCIND Board Order (C.75) dated June 24, 2014 that authorized the County Administrator, or designee, to execute a contract with Karpel Solutions in an amount not to exceed $1,203,205 to provide a case management system for District Attorney prosecution services; and APPROVE and AUTHORIZE the County Administrator, or designee, to execute a contract with Karpel Solutions in an amount not to exceed $1,223,205 to provide perpetual software licensing and configuration, including four years of maintenance and on-site "go-live" support, of a case management system for District Attorney prosecution services. FISCAL IMPACT: The contract cost will be funded through appropriations from the Law & Justice Systems project budget. The contract cost comprises software licensing and configuration in the amount of $680,425 and four years of vendor-supplied hosting, maintenance, and subscription to electronic discovery commencing upon go-live in the amount of $542,780 or $135,695 per year. The increased payment limit from the Board's June 24 authorization will provide for on-site go-live support at three District Attorney office locations. In addition to the contract cost, the project will also incur internal County costs for wide area network services provided by the Department of Information Technology, which will be charged to the District Attorney operating budget. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/23/2014 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor ABSENT:Federal D. Glover, District V Supervisor Contact: Julie DiMaggio Enea 925.335.1077 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: September 23, 2014 , County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 65 To:Board of Supervisors From:David Twa, County Administrator Date:September 23, 2014 Contra Costa County Subject:CONTRACT WITH KARPEL SOLUTIONS FOR DISTRICT ATTORNEY CASE MANAGEMENT SYSTEM BACKGROUND: The current Law and Justice Information System (LJIS) for the Contra Costa County Law & Justice Partners (Probation, District Attorney, and Public Defender) is an integrated system developed in the 1980s. This system is a legacy ‘green screen’ mainframe system that allows for the sharing of data between the Justice Partners and the Superior Court. The Sheriff’s Department and other local agencies also query this system for information. This system has never been upgraded to utilize newer types of technologies. In September 2008, the Board of Supervisors authorized the County Administrator to invite proposals for a new computer system to replace the County’s aging LJIS. The proposal was precipitated by the Superior Court’s announced intention to switch to a new statewide calendaring and court management system by 2012. In order to be ready to integrate with the prospective Superior Court system, the County needed to migrate to a compatible system by, or ideally before, 2012. In 2009, the County contracted with New Dawn Technologies, Inc., to provide and implement a customized, integrated law and justice information and case management system for the Justice Partners. Unfortunately, following a three-year effort to configure the system, the County and contractor mutually agreed to abandon the project, and the County initiated the search for a new system(s) in November 2012. It should also be noted that the statewide court system was also abandoned. Where in 2008 the initiative to move the Justice Partners’ case management system off of the County mainframe was considered a strategic planning decision, it is now essential to do so. The LJIS has served the County incredibly well for 30 years but is quickly becoming obsolete. The employees with the institutional knowledge and technical know-how to maintain the archaic mainframe system have recently retired and the requisite technical skill sets are difficult to attract into public service and take many years to develop. Consequently, it is imperative to migrate all County mainframe systems to modern platforms. The current strategy is to migrate these systems in a manageable sequence, beginning with the Probation Department's implementation of the Capita Case Management System, which was approved by the Board in March 2014 and is just completing the contract phase of the project. This strategy is largely driven by AB 109-Public Safety Realignment data collection requirements and a prior decision to leverage probation system costs to secure Second Chance grant funding. The County Administrator has notified the Superior Court, whose information system is also hosted on the County's mainframe, of the County's intention to retire mainframe justice systems so that the Court can plan accordingly. A Request for Proposals for the District Attorney case management system was published on August 27, 2012 for a four-week solicitation period. The County received four qualifying responses. Following a period of evaluation, rating, reviews, demonstrations, and vendor interviews, Karpel Solutions was selected as the preferred system provider. The PROSECUTERbyKarpel is a complete web-based prosecution case management application that features: adult and juvenile case tracking investigation tracking victim services civil asset forfeiture workflow management integrated scanning redaction/Bates numbering document management grand jury electronic discovery electronic arrest transfer electronic court transfer evidence tracking restitution bad/hot checks tracking eSubpoena service for law enforcement External Agency View for other justice partners The system will automate workflow and improve efficiency by eliminating the need to reenter data, assisting in task assignment, automating documents, validating work, managing work, and generating alerts. The system is also expected to reduce error rates through ease of use and data validation. The system will provide users the ability to see, assign, reassign, monitor, and complete various work tasks assigned to users and work groups. The case information screen allows end users the ability to view all case related information in one screen. Attorneys, paralegals, victim advocates, witness coordinators and supervisors user security provides authorized access to all case information including charges, co-defendants, court dates, documents, financials, victim services, civil, and investigative services. CONSEQUENCE OF NEGATIVE ACTION: Disapproval of the recommendation will continue the status quo mainframe case management system, which is costly to maintain and of high risk of failure due to system obsolescence and lack of technical know-how to support the system.