Consent 1.B.
Regular City Council Meeting
- Meeting Date:
- 10/26/2020
- TITLE
- Case Management Software - Contract Award
- PRESENTED BY:
- Gina Dahl
- Department:
- Legal
RECOMMENDATION
Staff recommends award of a contract to Karpel Solutions for the initial installation, implementation, data conversion, licensing and training in the amount of $95,600; and for continued support and maintenance in the amount of $14,800/year.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
In July 2020, the City Attorney’s Office (CAO) was notified Justware, the case management software (CMS) in service in the CAO for 5 years, was to sunset sales, support, and upgrades on June 30, 2021. Justware is primarily used by prosecution services in Montana and many other states, although a civil Justware database is also in use to a smaller extent. Prosecution services is a paperless division completely reliant on Justware for all aspects including court appearances.
Staff began researching a replacement software program and have tested a number of solutions. The Montana County Attorney’s Association (MCAA) gave statewide communities notice that a cooperative purchasing agreement was reached with Karpel Solutions for purchasing their CMS product PROSECUTOR by Karpel (PbK), at a discounted price. Staff moved forward with exploring the Karpel solution as well as vetting other vendors that were also reviewed by other Montana agencies searching for a Justware replacement.
After thorough review, it was determined that moving forward with PbK was allowed under §18-4-306(b), Montana Code Annotated which provides the following:
The technical characteristics of PbK are unique and essential. PbK is customizable to meet the office's specific needs, including customized reports, business rules, and automated documents. PbK is configurable to adapt to changes in the police department and Municipal Court processes. Laws and jurisdictional requirements vary from state to state and customization is critical for successful and efficient work flow. Additionally, PbK offers statewide data sharing with other prosecutor offices using PbK.
Karpel is currently working with the cities of Bozeman, Helena, Missoula, and Livingston. Karpel has also implemented a project to integrate all Montana counties, except Flathead. We are aware of at least 8 "urban" counties and at least 20 "non-urban" counties that have contracts with Karpel or have committed to working with Karpel.
PbK is a hosted application and therefore does not require the City to maintain a server resulting in significant savings to the City. Users access the system through a web browser and all data is securely hosted, stored, and maintained by Karpel Solutions using the highest security standards and practices. Karpel offers 24/7/365 support by phone and email with 85% of its employees in development and support.
With the critical nature of a reliable, customizable CMS in prosecution services there is an urgency to this purchase. Signing the contract and moving forward will place us on Karpel’s schedule for projected kickoff date before the end of the year and a go live date by July 12, 2021.
Karpel has offered a three-tier discount to Montana counties and cities dependent on the overall number of Montana agencies that enter into a contract for PbK on or before October 31, 2020. The discount will be applied to the 2nd year annual support invoice. Available discounts:
Additionally, the required data conversion from JustWare to PbK is at no additional cost for contracts signed in 2020.
Staff began researching a replacement software program and have tested a number of solutions. The Montana County Attorney’s Association (MCAA) gave statewide communities notice that a cooperative purchasing agreement was reached with Karpel Solutions for purchasing their CMS product PROSECUTOR by Karpel (PbK), at a discounted price. Staff moved forward with exploring the Karpel solution as well as vetting other vendors that were also reviewed by other Montana agencies searching for a Justware replacement.
After thorough review, it was determined that moving forward with PbK was allowed under §18-4-306(b), Montana Code Annotated which provides the following:
Sole source procurement -- records. (1) A contract may be awarded for a supply or service item without competition when, under rules adopted by the department, the director, the head of a purchasing agency, or a designee of either officer above the level of the procurement officer determines in writing that:
...
(b) only one source is acceptable or suitable for the supply or service item;
The technical characteristics of PbK are unique and essential. PbK is customizable to meet the office's specific needs, including customized reports, business rules, and automated documents. PbK is configurable to adapt to changes in the police department and Municipal Court processes. Laws and jurisdictional requirements vary from state to state and customization is critical for successful and efficient work flow. Additionally, PbK offers statewide data sharing with other prosecutor offices using PbK.
Karpel is currently working with the cities of Bozeman, Helena, Missoula, and Livingston. Karpel has also implemented a project to integrate all Montana counties, except Flathead. We are aware of at least 8 "urban" counties and at least 20 "non-urban" counties that have contracts with Karpel or have committed to working with Karpel.
PbK is a hosted application and therefore does not require the City to maintain a server resulting in significant savings to the City. Users access the system through a web browser and all data is securely hosted, stored, and maintained by Karpel Solutions using the highest security standards and practices. Karpel offers 24/7/365 support by phone and email with 85% of its employees in development and support.
With the critical nature of a reliable, customizable CMS in prosecution services there is an urgency to this purchase. Signing the contract and moving forward will place us on Karpel’s schedule for projected kickoff date before the end of the year and a go live date by July 12, 2021.
Karpel has offered a three-tier discount to Montana counties and cities dependent on the overall number of Montana agencies that enter into a contract for PbK on or before October 31, 2020. The discount will be applied to the 2nd year annual support invoice. Available discounts:
Urban Counties and 1st Class Cities agree to use PROSECUTORbyKarpel: 10% discount on licensing;
Urban Counties and 1st Class Cities and 30-40 non-urban Counties and non 1st class cities and towns agree to use PROSECUTORbyKarpel: 15% discount on licensing;
Urban Counties and 1st Class Cities and 40-50 non-urban Counties and non 1st class cities and towns agree to use PROSECUTORbyKarpel: 20% discount on licensing.
Urban Counties and 1st Class Cities and 30-40 non-urban Counties and non 1st class cities and towns agree to use PROSECUTORbyKarpel: 15% discount on licensing;
Urban Counties and 1st Class Cities and 40-50 non-urban Counties and non 1st class cities and towns agree to use PROSECUTORbyKarpel: 20% discount on licensing.
Additionally, the required data conversion from JustWare to PbK is at no additional cost for contracts signed in 2020.
ALTERNATIVES
City Council may:
- Approve the contract with Karpel Solutions, or;
- Disapprove the contract with Karpel Solutions, and provide further direction to staff.
FISCAL EFFECTS
Staff has requested preapproval for reimbursement through the CARES Act for the initial payment to Karpel Solutions and has been advised that such approval has been obtained. Implementation, data conversion, licensing and training will cost $95,600; annual support and maintenance will cost $14,800/year. Future support and maintenance cost will budgeted through the normal appropriations process annually.