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File #: 21-0491    Name: Agreement with Aeon Nexus Corporation for New Case Management System
In control: Internal Services
On agenda: 7/13/2021 Final action: 7/13/2021
Enactment date: Enactment #: Agreement No. 21-261
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.
Attachments: 1. Agenda Item, 2. Agreement A-21-261 with Aeon Nexus Corporation
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 Te...

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