County of Sonoma Agenda Item Summary Report Agenda Item Number: 34 (This Section for use by Clerk of the Board Only.) Clerk of the Board 575 Administration Drive Santa Rosa, CA 95403 To: Board of Supervisors Board Agenda Date: December 10, 2013 Vote Requirement: Majority Department or Agency Name(s): Information Systems Department, District Attorney and Public Defender Staff Name and Phone Number: Kim Gilmore, 565-6041 Title: Supervisorial District(s): Countywide Legal Case Management Software and Implementation Services Contract Recommended Actions: Authorize the Information Systems Department Director to execute a services agreement with Karpel, Inc. to provide legal case management software and implementation services for the District Attorney s and Public Defender s offices effective January 2, 2014 through January 1, 2016, for an amount not to exceed $771,223 and an additional 5 years annual maintenance effective one year after date of software installation, for an amount not to exceed $483,336. Executive Summary: Information Systems Department (ISD), along with District Attorney (DA) and Public Defender (PD) recommends approval of a contract to purchase a legal case management system for use by both the District Attorney and Public Defender. This system will substantially improve productivity. The total contract cost will be $1.25 million over five years including software, implementation services and maintenance. Total project costs will be $2 million. In 1984, the County of Sonoma implemented what is known today as the Integrated Justice System (IJS). IJS is a tightly coupled and a highly integrated computer system which has been adapted and upgraded over the years based on specifications of the County Justice Partners, including the District Attorney, Public Defender, Probation, Court and Local Law Enforcement Agencies. IJS does not provide case management features which have been identified as a best practice to effectively manage legal caseloads. The DA and PD rely on IJS, along with many manual processes, to manage criminal caseload and day-to-day operations. District Attorney: The Information Systems Department, in collaboration with the District Attorney s office, assessed the need for a case management system in 2010. It was determined that there is a critical need for a case management system due to increased workloads and a decrease in staff due to previous years budget
cuts. The proposed Legal Case Management System (LCMS) will allow for information to be acquired electronically on demand, resulting in a more efficient and accurate workflow. Integration with Law Enforcement Agencies would provide the capacity for data to be imported directly into an LCMS system, reducing time delays, resulting in fewer court continuances, and reducing green-house effects on the environment. District Attorney staff time currently devoted to data entry will be reduced and duties will be shifted to scanning case documents and files. Discovery compliance, especially critical in timesensitive Early Case Resolution (ECR) Court, would be expedited both in the receipt from agencies and the distribution to defense counsel, and discovery materials would be tracked with unique identification and time stamping. The LCMS would virtually eliminate manual form generation which relies on hand-written instruction from attorneys and requires multiple word-processing based templates that operate separately from IJS. It would allow multiple users to access files simultaneously, avoiding time locating, copying, and transporting files. Internally, an LCMS would provide management with the ability to easily track case filings, attorney case notes and communications, and any case plea offers to provide proper oversight of staff. Decisions in courtrooms will be captured, allowing for statistical analysis of offense types, courtrooms, and final outcomes which will better enable management staff to make data-driven decisions. Public Defender: An audit of the Public Defender s Office was conducted by Harvey Rose Associates LLC and presented to this Board on October 23, 2012. The analysis resulted in key recommendations for improving operations within PD. Central to this analysis was the finding that the office lacks systems and methods of collecting accurate and verifiable caseload data, thereby limiting its ability to assess staff efficiency and ensure equitable allocation of caseloads. Additionally, because many key performance measures are currently unavailable to systematically monitor case processing efficiency and timing, a more robust case management system is needed. The Public Defender s office would also benefit in the same manner as the DA by the timely receipt of case discovery and reduction of manual form generation. Given all the aforementioned reasons the DA and PD have reached the conclusion that a legal case management system (LCMS) is necessary in order to access electronic data on demand, manage attorney workload, meet time-sensitive requirements, provide metrics and eliminate manual form generation. Improved efficiency and caseload management will greatly assist both the DA and PD in providing timely resolution of criminal cases. There are no anticipated cost savings. An annual increase in cost of $96,000 to support the system will result in quicker case resolutions which will benefit the community as a whole. The ability to review and analyze cases will provide both departments with needed information necessary to respond to changing workloads. IJS will continue to serve as the point of integration between all of the justice departments to meet each department s operational and reporting needs. Information Systems Department: Information Systems Department maintains the Integrated Justice System. The legal case management software will need to interface with IJS. A significant amount of ISD staff programming will be required to create integration with the LCMS. This includes separating DA and PD functionality from the tightly coupled Integrated Justice System while at the same time maintaining all the existing integration
between all the justice departments. In addition to decoupling DA and PD out of IJS, there is also a substantial amount of work to re-integrate Karpel Prosecutor and Defender Case Management Systems with the Court, Detention, Sheriff, Probation and Law Enforcement Agencies. ISD performed a detailed analysis to determine a robust yet conservative estimate of its programming requirements. This included reviewing and determining requirements for over 50 components that will need integration programming. The County s enterprise electronic document management system, OnBase, will also be utilized as part of this project. Active cases will be managed within the legal case management system, but upon completion, the closed record files will be migrated to the OnBase repository for electronic storage per public records requirements. This integration will allow the Prosecutor and Defender to store official files electronically instead of in paper form. Procurement Process: A Request for Proposals was issued on December 10, 2012. It was posted on-line and directly mailed to over 30 vendors. Eight vendors responded and the County used three phases of evaluation including the evaluation of the written proposal, a technical evaluation of four vendors, and product demonstration by three finalists. Karpel, Inc., providing ProsecutorbyKarpel and DefenderbyKarpel products and implementation services, is the selected vendor. Evaluation committee included staff from DA, PD and ISD. Contract Costs: The proposed contract includes procurement of both the Prosecutor and Defender products including initial license and support in the amount of $550,073 and implementation services in the amount of $221,150. Annual Software and Interface support for years 2-6 are included in this contract starting at $95,900 for years 2-6 with a 4% increase in year 5 and total $483,336. The total contract including implementation services, six years of annual support and contingency shall not exceed $1,254,559. Contract Costs Karpel Legal Case Management System Software $550,073 Professional Services $221,150 Additional 5 Year Maintenance & Support (ongoing Costs at $95,900 per year) $483,336 Total Karpel Contract $1,254,559 Project Funding: Total project costs are $2.0 million including costs associated with ISD integration, project management services, initial software, hardware, and vendor implementation services. As part of the FY 13-14
supplemental budget, your Board allocated funding in the amount of $1.65 million based on an early estimate. Since that time, staff has estimated the total cost of this project to be an additional $394,123. This additional amount of $394,123 will be requested in FY 14-15 if required to complete the project. Project Costs Karpel Legal Case Management System Software $550,073 Professional Services $221,150 Karpel Contract Project Costs $771,223 OnBase Electronic Document System Software $72,000 Professional Services $30,000 On Base -Project Costs $102,000 Information Systems Hardware $101,500 Professional Services $929,400 Project Contingency $140,000 ISD -Project Costs $1,170,900 Total One Time Project Costs $2,044,123 A budgetary request will be included with the FY 14-15 budget in the amount of $394,123 to meet full project costs. Total increased annual support and maintenance costs for the above software and hardware of $95,900 are anticipated for years 2-5 and $99,736 for year 6 will be included in the annual operational budgets of DA and PD. Prior Board Actions: October 22, 2013 Board approved allocation of 2.0 FTE staff positions to support project. June 11, 2013 Board approved $1,650,000 in FY 13-14 Budget including funding for ISD staffing for programming and support. October 23, 2012 Presentation of Public Defender Management Review Harvey Rose Report. July 12, 2011 Board approved Enterprise Electronic Document Management System Implementation with OnBase. Strategic Plan Alignment Goal 1: Safe, Healthy, and Caring Community
Expenditures Fiscal Summary - FY 13-14 Funding Source(s) Budgeted Amount $ 1,650,000 County General Fund $ 1,650,000 Add Appropriations Reqd. $ State/Federal $ $ Fees/Other $ $ Use of Fund Balance $ $ Contingencies $ $ $ Total Expenditure $ 1,650,000 Total Sources $ 1,650,000 Narrative Explanation of Fiscal Impacts (If Required): The proposed contract is included in the approved FY 13-14 project budget of $1.65 million. Additional appropriations of $394,123 to fully fund the recommended project will be included with the requested FY 14-15 Budget. Staffing Impacts Position Title (Payroll Classification) Monthly Salary Range (A I Step) Additions (Number) Deletions (Number) Narrative Explanation of Staffing Impacts (If Required): Additional staffing of 2.0 Senior Programmer Analysts was approved in the FY 13-14 budget and the position allocations were approved in Q1 Consolidated Budget Adjustments for programming and support needs for this legal case management project. Attachments: None. Related Items On File with the Clerk of the Board: Proposed Agreement between County of Sonoma and Karpel, Inc.