Title
Criminal Case Management System - Requirements Contract - RFP 19-118 (Ordinance S-46686)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Karpel Computer Systems, Inc., dba Karpel Solutions to purchase a criminal case management system for the City Prosecutor's Office. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The City of Phoenix Prosecutor's Office uses a criminal case management system responsible for prosecution of approximately 40,000 misdemeanor cases a year in Phoenix Municipal Court. The criminal case management system is the primary technology tool for all prosecuting attorneys and support staff to process high volumes of criminal cases to comply with mandatory legal obligations such as due process, victims' rights, local rules of court, and the Arizona Rules of Criminal Procedure.
The goal of this project is to replace the current 17-year-old Criminal Records Information Management System (CRIMES) and 9-year old Electronic Prosecutor Records Organization System (ePRO) systems, which are unable to migrate data and are incompatible with current operating systems, with a single criminal case management system.
Karpel Solutions will provide the cloud-based PROSECUTORbyKarpel™ software solution. All services including, but not limited to, implementation, data conversion and integration, training, software licensing, and annual maintenance and support will be provided by Karpel Solutions. The PROSECUTORbyKarpel™ solution will provide better caseload management, streamlined data entry operations, substantially more information, and better accountability for staff members and attorneys.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
RFP 19-118 was conducted in accordance with Administrative Regulation 3.10. Five offers were received by the Procurement Division on October 18, 2019. One offer was deemed non-responsive.
An evaluation committee consisting of eight voting members and nine subject matter experts evaluated the offers, based on the following criteria: Business Requirements (350 points), Pricing (250 points), Company Overview, Qualifications, Experience, and References (100 points), Method of Approach (150 points), and Technology Architecture (150 points). The evaluation committee determined that two firms were in the competitive range and both firms were invited to participate in demonstrations. Once demonstrations concluded, the evaluation committee reached consensus to move forward with the Best and Final Offer (BAFO) process, after which the evaluation committee recommended awarding a contract to Karpel Solutions. The offerors and their final scores are as follows:
Karpel Solutions: 750 points
Aeon Nexus: 479 points
Equivant (On-Premise): 157 points
The Deputy Finance Director recommends the offer from Karpel Solutions be accepted as the highest-scored, responsive, and responsible offeror.
Contract Term
The 10-year contract shall begin on or about June 22, 2020, and end on June 23, 2030.
Financial Impact
The aggregate contract value will not exceed $2,050,000. Funds are available in the City Prosecutor's Office operating budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the City Prosecutor's Office.