Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Amendment 2 to the Subscription Services Agreement with P. S. Technologies, Inc. dba “LegalServer” for an Electronic Case Management System
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DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved
PURPOSE: The purpose of this ECAF is to approve and execute the Amendment 2 to the Subscription Services Agreement with P. S. Technologies, Inc. dba “LegalServer” to modify and expand the functionality of the Electronic Case Management System
BACKGROUND: The County’s Office of Public Defense (OPD) currently uses two systems to track inmate information, which is not sufficient. SharePoint stores archival inmate information. Access DB tracks Inmate Information, Case Cards, Expert Fees, and Promissory Notes. Each service becomes a different set of records saved on SharePoint. There is no workflow available to link and track items that have the same Case Number, same inmate, etc. This causes users to have to open multiple windows or write down search results to compare to another location. Data is not transferred automatically, making data entry duplicate allowing for errors. The use of these systems has increased but the restriction of total records in SharePoint hinders the full ability to search for cases. Currently the County interviews over 20,000 cases annually that exceeds the view limit in SharePoint. An average of 5 to 10 minutes is spent on each interview, estimated at 111,500 Minutes or 1,858 Hours. This information is recorded on a hardcopy, then manually entered into the current SharePoint system. OPD staff re-enters inmate information into the Promissory Note Access DB separately, that is supported and maintained by the Snohomish County IT Department. The Department of IT averages about 50 hours annually, providing support to the Access DB, updating a Word template and making sure the database will convert to the ProPlus environment. The County published RFP-22-009SB to solicit proposals for a new electronic case management system and LegalServer was selected by the Snohomish County evaluation committee as submitting the highest ranking proposal to provide this new electronic case management system. An Agreement was executed on October 17, 2023. The Agreement was amended October 11, 2024 to expand the functionality OPD desires to modify and expand the Remote Services functionality as described in Exhibit D Case Management Services Order Form 25-1; and create a custom field for document storage, create a Services to Services connection, and expand the Automated Data Flow fields, as described in Exhibit E Case Management Services Order Form 25-2. The total cost for implementation and monthly fees through December 31, 2028 is $41,200 plus applicable sales tax.
FISCAL IMPLICATIONS:
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EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
002-5321273101 |
$30,400 |
$3,600 |
$41,200 |
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Plus applicable sales tax |
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TOTAL |
$30,400 |
$3,600 |
$41,200 |
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REVENUE: FUND, AGY, ORG, REV, SOURCE |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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TOTAL |
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DEPARTMENT FISCAL IMPACT NOTES: Funding required for implementation and maintenance costs incurred in 2025 and 2026 is authorized in the 2025-2026 adopted OPD biennial budget. Anticipated costs for ongoing maintenance will be included in the OPD rates for 2027 forward.
CONTRACT INFORMATION:
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ORIGINAL |
X |
CONTRACT# |
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AMOUNT |
$112,646 plus applicable sales tax |
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AMENDMENT |
1 |
CONTRACT# |
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AMOUNT |
$21,100 plus applicable sales tax |
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AMENDMENT |
2 |
CONTRACT# |
|
AMOUNT |
$41,200 plus applicable sales tax |
Contract Period
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ORIGINAL |
START |
10/17/2023 Motion 23-452 |
END |
12/31/2028 |
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AMENDMENT 1 |
START |
10/11/2024 Director |
END |
12/31/2028 |
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AMENDMENT 2 |
START |
Upon execution |
END |
12/31/2028 |
OTHER DEPARTMENTAL REVIEW/COMMENTS: PA approval 8/27/2025