Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 26-398, approving and authorizing execution of the Software as a Solution (SaaS) Agreement with Pine Technologies, LLC for the Pine Case Management System
body
DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved (Tom Teigen 10/1/2026)
PURPOSE: The purpose of this ECAF is to approve and authorize the Executive to execute the Software as a Service (SaaS) Agreement for the Pine CMS platform.
BACKGROUND: The County’s Prosecuting Attorney’s Office - Criminal Division obtained a new case control system (JustWare) in February 2016, with the belief that the system would be supported by the vendor, Journal Technologies, Inc. (JTI) for approximately 10 to 15 years and, unexpectedly, JTI served an End of Life notice indicating they would cease to provide support and maintenance for JustWare as of June 30, 2021. The JustWare platform is critical to processing criminal matters handled by the Prosecutor’s Office. Pine Technologies, LLC a company comprised of former employees of JTI, is the only vendor capable of providing the necessary maintenance and support to JTI clients. Single Source Purchase Request SS-001-21BC was published February 1, 2021 and received no interest or objections. An Agreement was executed with Pine Technologies, LLC in June 2021. JustWare is ceasing their hosting services beginning in 2027. Pine Technologies has developed the Pine CMS platform that will allow the County to convert the JustWare platform from its current hosting environment to cloud hosting while preserving all functionalities of the JustWare platform. Single Source Purchase Request SS-26-0697JM for software maintenance, support, and hosting was published April 2, 2026. No other vendors submitted notice of interest or objections, and the Sole Source award was approved on April 7, 2026. The total cost for the Pine CMS platform conversion and hosting, maintenance, support services, and storage shall not exceed $445,100 for the term from July 1, 2026 through June 30, 2031. Execution of this Agreement as soon as possible will allow the County to immediately begin the transition to the Pine CMS platform upon written notice from the County, and complete the transition by July 1, 2027.
FISCAL IMPLICATIONS:
|
EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
505-5148914801 (already paid) |
$45,000 |
|
$45,000 |
|
505-5148914801 |
$43,750 |
$88,750 |
$400,100 |
|
Plus applicable sales tax |
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TOTAL |
$88,750 |
$88,750 |
$445,100 |
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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 this purchase is included in the approved IT 2025/2026 biennial budget and is included in the 2027/2028 biennial budget request.
CONTRACT INFORMATION:
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ORIGINAL |
X |
CONTRACT# |
|
AMOUNT |
$445,100 |
|
AMENDMENT |
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CONTRACT# |
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AMOUNT |
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Contract Period
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ORIGINAL |
START |
7/1/2026 |
END |
6/30/2031 |
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AMENDMENT |
START |
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END |
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OTHER DEPARTMENTAL REVIEW/COMMENTS: PA approval 9/1/2026. Reviewed/approved by Risk Management (Tonya Woldridge 9/29/2026) and Finance (Bill Thornton 9/30/2026).