Title
Joint resolution authorizing an agreement with Software Development and Services Corporation (SDSC), Fairfax, Virginia, to continue to provide maintenance and support of the current case management systems for the Nineteenth Judicial Circuit Court, Circuit Court Clerk, Public Defender and State’s Attorney’s Office in an annual amount not to exceed $120,000.
Staff Summary
• The County’s current Clerk of Court case management system is Court Records Information Management System (CRIMS). It was developed by Software Development and Services Corporation (SDSC) primarily to meet the needs of the Circuit Clerk and was fully implemented in October 1998.
• In 2004, SDSC also developed State’s Attorney’s Management System (SAMS), the case management system for the State’s Attorney’s Office.
• The Public Defender’s Office Management Information System (THEMIS) system was developed by SDSC in 2005, enhanced in 2009, and a distinct Juvenile module was added in 2014.
• SDSC is the sole proprietor and, as the only source that can provide the services, has had an ongoing contract for services with the County.
• The new contract provides for maintenance of the various modules for the three justice agencies and hourly rates for time and material to provide needed support for any future integrations related to the implementation of a new case management system.
• The Circuit Clerk Office’s annual budget includes $30,000 for software enhancements.
• There may also be a need to procure staff augmentation services during the term of the contract to provide technology resources, project support, systems architecture and design, consultation and development for the Department of Information Technology (IT) up to $250,000.
• In accordance with Article 6, Section 102 of the Lake County Purchasing Ordinance, the Purchasing Agent approved a bid exemption on the basis that there exists a long standing, successful relationship for professional services, and the knowledge gained through this relationship adds value integral to the services provided for these services.
• This five-year contract will cost the County an annual amount not to exceed $120,000. The annual maintenance of the software is comprised of maintenance and support amounts of $50,000 for CRIMS and eFileIL combined and $35,000 each for SAMS and THEMIS.
• Any additional services, above and beyond the annual software maintenance/support, shall be proposed on a project basis and adhere to the contractual hourly rates for time and material.
Body
RESOLUTION
WHEREAS, there is a need to continue to maintain and support the current case management systems for the Nineteenth Judicial Circuit Court, Circuit Court Clerk, Public Defender and State’s Attorney’s Office; and
WHEREAS, Software Development and Services Corporation implemented the Court Records Management (CRIMS) in 1998, the State’s Attorney’s Office (SAMS), in 2004 and the Public Defender’s Office (THEMIS) system in 2005; and
WHEREAS, SDSC is the sole proprietor and, as the only source that can provide the services, has had an ongoing contract for services with the County; and
WHEREAS, in accordance with Article 6, Section 102 of the Lake County Purchasing Ordinance, the Purchasing Agent approved a bid exemption on the basis that there exists a long standing, successful relationship for professional services, and the knowledge gained through this relationship adds value integral to the services provided for these services; and
NOW, THEREFORE, BE IT RESOLVED, by this County Board of Lake County, Illinois, that the Purchasing Agent is hereby authorized to enter into an agreement for the purchase of software maintenance and support with Software Development and Services Corporation, Fairfax, VA in an annual amount not-to-exceed $120,000 charged to 101-1102040-79930-000-000-000-11031. All additional services for the Circuit Clerk and IT shall be proposed on a project basis and be based on the approved hourly rates for time and material provided in the contract and charged to the various Lake County accounts.
DATED at Waukegan, Illinois, on August 14, 2018.