DATE: July 13, 2021
TO: Board of Supervisors
SUBMITTED BY: Antoinette Taillac, Interim Public Defender
Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Agreement with Aeon Nexus Corporation for New Case Management System
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Aeon Nexus Corporation for a public defender case management system, effective upon execution, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $1,400,000.
REPORT
Approval of the recommended action will allow the Public Defender’s Office to purchase and implement a new case management system. This item is countywide.
ALTERNATIVE ACTION(S):
Your Board could:
1) Direct staff to negotiate and draft an agreement with the second-ranked bidder for implementation of a new public defender case management system; or
2) Direct staff to issue a new Request for Proposal (RFP) for implementation of a new case management system.
FISCAL IMPACT:
Costs associated with the recommended agreement are not to exceed $1,230,909 for the three-year term and $84,411 for each optional one-year extension. Sufficient appropriations and estimated revenues for the FY 2021-22 costs associated with the recommended agreement will be included in the Department’s Org 2880 FY 2021-22 Recommended Budget. Ongoing costs for the remaining term of the recommended agreement will be included in future budget requests.
DISCUSSION:
On August 26, 2020, the Internal Services Department - Purchasing Division, on behalf of the Department, issued RFP No. 21-004 for a public defender case management system to 2,133 vendors registered in Public Purchase. The response period closed on September 28, 2020, and nine vendors responded: Accelare, Inc.; Canyon Solutions, Inc.; P.S. Technologies, Inc. dba LegalServer; Publicis Sapient; Slalom LLC; Western Integrated Systems; Journal Technologies, Inc.; Karpel Computer Systems Inc. dba Karpel Solutions; and Aeon Nexus Corporation (Aeon Nexus).
An evaluation panel composed of representatives from the Department and the Internal Services Department evaluated each proposal solely based on the requirements of the RFP. Each evaluator individually reviewed each proposal on its own merit, based on bidder-provided data, capability, and qualifications. The evaluation panel narrowed its recommendations to Journal Technologies, Karpel Solutions, and Aeon Nexus.
Following demonstrations of the products of the three vendors, the evaluation panel recommended the proposal submitted by Aeon Nexus as the number one selection for implementation of the new public defender case management system, as their proposal and demonstration best met the RFP requirements. The recommendation for award was based on Aeon Nexus’ strong proposal, dynamic software solution, seamless integration with Microsoft, and easily accessible reporting and data visualization features.
Approval of the recommended agreement will allow the Department to implement a new case management system. Under the recommended agreement, Aeon Nexus will work with the Department to document case management processes, workflows, templates, and reports; create detailed technical and functional specification requirements; capture, validate, and migrate existing legacy data, documents, and other digital assets; configure the JusticeNexus case management system to meet the Department’s needs; and train staff on how to navigate and leverage the new system.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Aeon Nexus Corporation
CAO ANALYST:
Yussel Zalapa