Title
Joint resolution authorizing a contract with Journal Technologies, Inc., Los Angeles, California, (JTI) in the amount of $3,329,500 for software and implementation services for the replacement of the Lake County Integrated Case Management System.
Staff Summary
• The Nineteenth Judicial Circuit Court, Circuit Court Clerk, State’s Attorney’s Office and the Public Defender identified a need to procure a comprehensive Integrated Case Management System (ICMS) for the Lake County Justice Agencies.
• The current Clerk of Court Case Management System is Court Records Information Management System (CRIMS) and was developed and fully implemented in October 1998 as a highly customized on-site solution. Additional modules were implemented for the State’s Attorney in 2004 and the Public Defender in 2005 which was enhanced in 2009.
• The County issued a Request for Proposal (RFP) on behalf of the justice agencies to identify a qualified firm to provide the ICMS and associated professional and support services.
• The RFP was extended to 43 vendors, proposals were received from eight vendors and four were selected for additional on-site vendor demonstrations.
• In accordance with the evaluation criteria established in the RFP, the selection review team determined that the proposal submitted by JTI is the most qualified and favorable for Lake County.
• JTI provides a hosted, commercial off-the-shelf software solution that is highly configurable and integrates the separate modules for the justice agencies into one integrated solution that allows the justice agencies to improve operational efficiencies through built-in workflow that allows processes to change as courts or agencies evolve.
• The contract includes professional implementation services in the amount of $2,275,000, which is due just after go-live implementation, estimated March 2022. An additional negotiated amount of $94,000 annually is included in the contract at the option of the county for hosted cloud storage.
• The Software License, Maintenance and Support Agreement in the amount of $733,000 goes into effect just prior to go-live. This amount continues on an ongoing basis and increases annually by CPI.
• An additional $227,500 of funding is recommended for an owner controlled contingency.
• The Nineteenth Judicial Circuit Court, Circuit Court Clerk, State’s Attorney’s Office and the Public Defender’s Office have worked diligently with the County Administrator’s Office to develop a funding plan, which relies heavily on the special revenue funds specifically created for expenses such as these project costs.
• These Funds will cover both implementation and ongoing expenses in an amount determined by the allocation of the Courts, Prosecutor and Public Defender modules of the system.
• The Corporate Capital Improvement Plan (CCIP) funds and the General Fund will supplement the State’s Attorney and Public Defender portion of the expenses. While excess amount of the project costs is initially being appropriated in the CCIP to execute the contract, sufficient revenues will accumulate in the special revenue funds by the actual payment date to cover the appropriate portions of the project costs.
• The Court Automation E-Citation, and Document Storage funds will contribute 73 percent of total implementation and ongoing maintenance costs. The State’s Attorney Automation fund will offset a portion of the 18 percent of the project costs associated with the Prosecutor module, while the CCIP will fund the remaining portion and the 9 percent portion for the Public Defender module.
Body
RESOLUTION
WHEREAS, the Nineteenth Judicial Circuit Court, Circuit Court Clerk, State’s Attorney’s Office and the Public Defender identified a need to procure a comprehensive Integrated Case Management System (ICMS) for the Lake County Justice Agencies; and
WHEREAS, the current Clerk of Court Case Management System is Court Records Information Management System (CRIMS) and was developed and fully implemented in October 1998 as a highly customized on-site solution. Additional modules were implemented for the State’s Attorney in 2004 and the Public Defender in 2005 which was enhanced in 2009; and
WHEREAS, the County issued a Request for Proposal (RFP) on behalf of the justice agencies to identify a qualified firm to provide the ICMS and associated professional and support services; and
WHEREAS, in accordance with Section 5-102 of the Lake County Purchasing Ordinance, Proposals were called for by publication for Integrated Case Management Systems; and
WHEREAS, subsequent to said publication, request for proposals were extended to 43 vendors, proposals were received from eight vendors and four were selected for additional on-site vendor demonstrations.; and
WHEREAS, in accordance with the evaluation criteria as established in the Request for Proposal, the selection review team determined that the proposal submitted by Journal Technologies, Inc, Los Angeles, California, is the most qualified and favorable proposal for Lake County.
NOW, THEREFORE, BE IT RESOLVED, by this County Board of Lake County, Illinois, that the Purchasing Agent is hereby authorized to enter into a contract with Journal Technologies, Inc., Los Angeles, California, for the Integrated Case Management System in the amount of $2,369,000 and ongoing software hosting and licensing fees for years two through five which are estimated in the annual amount of $733,000, increasing annually by CPI; and
NOW, THEREFORE, BE IT FURTHER RESOLVED, that an owner-controlled contingency in an amount of $227,500 is authorized; and
NOW, THEREFORE, BE IT FURTHER RESOLVED, that emergency appropriations are approved in the appropriate Professional Services line items in the following funds and amounts: Court Automation $850,000
Document Storage $221,000
E-Citation $750,000
State’s Attorney Automation $200,000
And that a line item transfer in the amount of $1,308,500 is authorized for this purpose within the Corporate Capital Improvement Plan funds; and
NOW, THEREFORE, BE IT FURTHER RESOLVED, that the Court Automation, Document Storage, E-Citation and State’s Attorney Automation funds will in subsequent years be used to fund the Journal Technologies, Inc. implementation and ongoing expenses in amounts agreed upon in the initial funding plan.
DATED, at Waukegan, Lake County, Illinois, on April 9, 2019.