Authorize Amendment to Mayor and Council Communication M&C P-12285 to Authorize the Purchase of Additional CourtView Software and Professional Service through CourtView Justice Solutions, Inc. d/b/a equivant in the Amount of $95,334.64, Increasing the Authorization to $246,488.64 for the CourtView Case Management System for the Municipal Court Department (ALL COUNCIL DISTRICTS)

It is recommended that the City Council authorize an amendment to Mayor and Council Communication M&C P-12285 to authorize the purchase of additional CourtView software and professional services through CourtView Justice Solutions, Inc. d/b/a equivant in the amount of $95,334.64, increasing the authorization to $246,488.64 for the CourtView Case Management System for the Municipal Court Department.

On December 11, 2018, City Council authorized M&C P-12285 for Courtview Application software maintenance renewal beginning January 1, 2019 and expiring December 31, 2019. The software maintenance costs are a not-to-exceed amount of $133,054.00 annually. The M&C also authorized one-time professional training services for a not-to-exceed amount of $18,100.00.

This amendment to M&C P-12285 requests authorization to purchase additional software modules to include CourtView2 Dashboard, CourtView2 UpdateXpress, and CourtView2 Attachit!. The software licenses will have a one-time cost of $69,841.50, with a recurring cost of $18,609.64 for maintenance and one-time costs of $6,883.50 for professional services.

The software will add functionality to Municipal Court's case management system, which will enable the court to affect workflow and processes to groups of cases reducing redundant navigation, easily attach and view electronic documentation to cases en masse, and provide all divisions with a real-time application to manage existing caseloads and work queues.

ADMINISTRATIVE CHANGE ORDER:  An administrative change order or increase may be made by the City Manager for an amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

AGREEMENT TERMS:  Upon City Council approval and execution of an amendment to City Secretary Contract No. 35728, the agreement will begin on January 1, 2019 and expire December 31, 2019.

RENEWAL OPTIONS:  Maintenance costs for the CourtView 2 licenses will cost approximately $18,609.64 annually and be included in the annual software maintenance for CourtView Case Management System. Maintenance will be renewed annually in accordance with M&C P-12285. This action does not require specific City Council approval provided the City Council has appropriated sufficient funds to satisfy the City's obligation during the renewal term(s). A Request to Exercise Renewal Option will be executed each year prior to software maintenance renewal.