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HomeMy WebLinkAboutAgreements/Contracts - Public DefenseGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: Public Defense REQUEST SUBMITTED BY: Brett Hill CONTACT PERSON ATTENDING ROUNDTABLE: Brett Hill CONFIDENTIAL INFORMATION: DYES ONO DATE: 9/24/2026 PHONE: EX. 4009 1111-0-u-t-Olus ��IJLLVIII - ----- - - - --------- imom� I DAgreement / Contract DAP Vouchers ------- i ❑Appointment / Reappointment DARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code El Emergency Purchase ❑Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU []Minutes ❑Ordinances ❑Out of State Travel El Petty Cash ❑ Policies ❑ Proclamations ❑ Request for Purchase ❑ Resolution ❑ Recommendation ❑ Professional Serv/Consultant ❑ Support Letter ❑ Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB Agreement with Justice Works to upgrade our existing case management software (it will soon cease to be supported). One time cost of $8,000 to migrate. Continuing cost is about $600/month. (similar to current cost) Add on features as needed. Is within DPD current budget. If necessary, was this document reviewed by accounting? ❑ YES ❑ NO Fm-1 N/A If necessary, was this document reviewed by legal? ❑ YES ❑ NO 0 N/A DATE OF ACTION: �10�1 DEFERRED OR CONTINUED TO: APPROVE: DENIED ABSTAIN D 1: D2: D3: WITHDRAWN: 4/23/24 ust Ce WORKS JUSTICE WORKS GRANT COUNTY DEPARTMENT OF PUBLIC DEFENSE PRIME SYSTEM MIGRATION PROPOSAL Proposal Date: August 31, 2026 LOB 4 . 1 JUSTICE WORKS is pleased to submit this proposal for services to support Grant County Department of Public Defense in achieving its goals for improving system efficiencies, information access, and data collection standards. Through meetings, telephone conferences, and emails with staff, we have a clear understanding of the system enhancement needs. Our public defender case management system, defenderDataTM is used throughout the Country. Due to our innovative business approach and extremely competitive pricing, we have quickly become the de -facto standard for public defender case management. We have reviewed your requirements for data integration, and we are confident that we can help you accomplish all the goals that you have set out to achieve. Please note that Justice Works is the sole -source provider of the defenderDataTM Case Management System. We provide hosting for very large organizations, as they have chosen to leave the responsibility of handling the hardware to our professionals. Our state-wide implementations in South Carolina, Florida, Louisiana, and Maine are all hosted out of our Utah data -center Project Deliverables Following is a high-level list of project deliverables: Deliverable Description Migration of Grant County • Migrate Grant County Department of Public Defense from Department of Public Defense defenderData 5TM into the defenderData TM Prime platform: to defenderData TM Prime lWo� Timeline for Execution Key project dates are outlined below. Dates are best estimates and are subject to change until a contract is executed. Description Date Proposal Accepted By 09/30/2026 defenderData TM Project Kickoff 12/01 /2026 defenderData TM Final Deliverables Completed 03/01/2027 RISKS The below table describes project risks and resolutions. Risk Mitigation New Features Requested Pertaining to the All new requests for enhancement or functionality to this Request System Scope — Schedule -- Cost process identified as not in scope per this project will be documented and a project change request will be agreed upon and signed by both parties. Out of Scope Items Items that were discussed but not included in the proposal. No new or alterations to existing Reports, new fields will not be searchable, and no additional functionality besides data tracking of the new fields. defenderDataTM Prime Customizations defenderDataTM Prime is an off the shelf product that may not have wanted/needed features that the client requires. Prime allows for some features to be implemented but Justice Works may not be able to accommodate some features and requests. PRICING The following table details the pricing for delivery of the services outlined in this proposal. This pricing is valid for 30 days from the date of this proposal: Implementation Services Cost pace Implementation Costs Prime Migration $8,000 Total $8,000 Ongoing usage fees billed monthly) efenderDataTM Prime System monthly usage per public defender organization user $30 per user The following services are included as part of the ongoing usage fees: • Support and maintenance of the system • Toll free telephone support Monday - Friday from 6:00 am — 6:00 pm MT (5:00 am — 5:00 pm Pacific Standard Time) • New releases of defenderDataTM Prime • Software updates are included to ensure full compatibility with Microsoft Windows as well as any bug fixes. • Full system hosting, administration, monitoring, and maintenance • System implementation includes two Webinar Training Sessions. Usage fees are billed monthly in arrears based on actual counts of new users created Iduringthe previous calendar month, PAYMENT TERMS dD Prime Setup Due when final deliverables completed (03/01 /2027) - $8,000 Ongoing Monthly User Cost dD Prime Cost Per Active User Per Month Monthly active user subscription cost: $30 0 lw OPTIONAL FEATURE PRICING The following table details the pricing for delivery of options document hosting services. This pricing is valid for 30 days from the date of this proposal: Services Cost Price Ongoing usage fees billed month) - Unlimited Active Document Hosting Service Fee $65 per month per 1 terabyte used Unlimited Instant Retrieval $10 per month per 1 terabyte used Unlimited Archived Document Hosting Service Fee $3 per month per 1 terabyte used Retrieval Transfer from Archived Storage $0.05 per GB MP4 Video Conversion $0.01 per minute of video MP4 Video Transcription $0.03 per minute of video The following services are included as part of the ongoing usage fees: = Support and maintenance of the document hosting system = Toll free telephone support Monday - Friday from 5:00 am — 5:00 pm PT • Full system hosting, administration, monitoring, and maintenance Usage fees are billed monthly in arrears based on actual counts of new users created during the previous calendar month. PAYMENT TERMS Ongoing Monthly User Cost Unlimited Active Document Hosting Monthly service fee $65 per 1 terabyte used. Unlimited Instant Retrieval Monthly service fee $10 per 1 terabyte used. Up to 6 Hours Unlimited Archived Document Hosting Monthly service fee $3 per 1 terabyte used. Retrieval Transfer from Archived Storage Monthly service fee $0.05 per GB of files recovered from archival per month MP4 Video Conversion Monthly service fee $0.01 per minute of video converted to .mp4 per month MP4 Video Transcription Monthly service fee $0.03 per minute of video transcribed per month DATA OWNERSHIP All data remains the property of Grant County Department of Public Defense. Justice Works holds no ownership interest in the data at any point and will not disclose the information to any party without written consent of Grant County Department of Public Defense. A backup copy of the data can be requested at any time and Grant County Department of Public Defense would only be billed for the time taken to gather and deliver the data. CONCLUSION We look forward to working with Grant County Department of Public Defense and supporting your efforts to improve your Case Management capabilities. We are confident that we can meet the challenges ahead and stand ready to partner with you in delivering an effective solution. If you have questions on this proposal, feel free to contact me at your convenience by email at ian@justiceworks.com or by phone at 801-203-3554 ext(112). ACCEPTANCE Grant County Department of Public Defense 12-4; Date Craig Richey Finance Director Justice Works, LLC Date l�� SERVICE LEVEL AGREEMENT Overview The purpose of this section is to define the Service Level Agreement (SLA) for the maintenance and support of the Hosting Service ("Service"). Service Level Agreements are used as a tool to measure and guide Licensor ("JusticeWorks") and Licensee in achieving the goals for effective service delivery of all licensed applications ("Software", "defenderData Application") to the Licensee. Licensor is providing Licensee with the capability to run the Software in a hosted environment. Licensors may choose to work with other Internet or Application Server service providers in providing its Service to Licensee. 1. The Hosting Service Specifically, Licensor will provide the following: • Application Administration Software installation and software updates (patches, upgrades, support, and maintenance) • Technical Support Online email & phone support during coverage hours, 24x7 access to tracker support portal • Service Management Client activation, security monitoring, change control, problem management, and escalation procedures • System Administration System configuration, deployment, support, monitoring, response, repair, tuning and capacity planning • Internal System Network Administration Network provisioning, monitoring, response, repair, security, utilization management and capacity planning 0 Data backup and retention Backups of Licensee data The licensee is responsible for purchase and maintenance of its own equipment, hardware, and access, including but not limited to network and data connection,, to establish a connection to the Internet. 1.1. Non -Hosting Services 0 Training & Professional Services Jtistice, WORKS 2. Server Environment 2, 1, LocGfion Amenities All application environments will be physically hosted in an AWS data center on a virtual environment. Each virtual environment has the following attributes: AWS Perimeter Layer AWS Infrastructure Layer AWS Data Layer AWS Environment Layer SOC 11 Compliant .2.2. Virtua/ AWS Hardware The hardware configuration of the application environment is as follows: Firewalls Application/Web Servers Load Balancing Database Servers Offsite Backup Storage File Servers Dedicated servers may be allocated to Licensees upon request with additional fees. 2.3, Softwaire Server Operating System Microsoft Windows Server Database Microsoft SQL Server 2A Bandwidth Aflocation The application environment is equipped with a committed data circuit feed that is burstable to 5 Gbps. 2.5. Security Licensor ensures that Licensee data is protected with physical security, user authentication, application security, and more. Specific measures include: 0 All servers are located behind the firewall with only essential ports enabled. 0 All firewalls have Intrusion Detection enabled. 0 All Licensee data is stored in separate physical databases. 0 256 bit - TLS encryption (HTTPS) justiCle WORKS 3. Software Service Measures 3.1. Quotas The following quotas for disk and bandwidth usage are applied: • Database Disk quota (for standard account information): Licensee's database size can utilize disk space growth indefinitely if it is within reason and boundaries of what the application should store. • Document Storage quota (for files uploaded by users): Licensee's document storage can utilize disk space growth indefinitely if it is within reason and boundaries of what the application should store. Documents of reasonable size are defined as a document less than I OOMB per file. Examples include pdf, Word, and JW Native Files, etc. If file storage greater than I OOMB per file is required additional disk space may be purchased separately. Examples of this would include officer body camera footage or large discovery file dumps. l�� 3.2. Availability The following availability will be maintained: Measurement Definition Licensor SLA Target Software The periods of time that the 24 x 7 x 365, 99% Availability Software is available for use by average over a month the Licensee not including not including scheduled downtime. scheduled downtime. User Response The time it takes for the Because of many Time Software to complete a user external factors request and return a response. Involved in this measurement, the response time cannot be specified. Backups Licensee data as well as Full database backups application installation are performed weekly backups. on the weekend with partial backups mid- week and transaction log backups every I hour. Two copies of the backups are retained, one onsite at AWS and the other offsite. Offsite Backup files will be retained for I year. Restoration of Services In the event of a major disaster event, such as flooding of the hosting facility or an earthquake That destroys the infrastructure. 4. Customer Support Service Measures 4. 1. Definitions Licensor will restore services at alternate location within I business days • Acknowledgment: Licensor's Support Staff has through phone or email confirmed receipt of request. • Resolution: Licensor's staff has completed the request as agreed upon by both parties. MC2 J ust WORKS • Critical: Priority status of a request as defined by a system outage caused by the Licensor that is preventing all users from accessing or utilizing the system. • High: Priority status of a request as defined by affecting at least 70% of users or office critical workflows with no immediate workaround for utilizing the system. • Medium: Priority status of a request as defined by affecting at least 70% of users or office critical workflows with an immediate workaround for utilizing the system. A request affecting less than 70% of users or office critical workflows with no workaround. • Low: Priority status of a request as defined by affecting multiple user's workflows with no immediate system utilization impact. An example would be a cosmetic defect. • Defect: A defect, error or bug in the Software having an adverse effect on the appearance, operation, functionality, or performance of the Software. • Enhancement Request: A request by the Licensee to add functionality or enhance performance beyond the specifications of the Service and are not included as part of Support Services. 4.2. Prioritization: Prioritization will be agreed upon by both parties or as defined in the definitions section. Items may be reprioritized considering the new priority is reasonable and agreed upon by both parties. 4.3. Customer Support Definitions & Hours: Service Description • defenderData consists of software and supporting infrastructure for end -user personal computers running Windows 10 operating systems. Service Support Hours • Customers can expect support for the service to be available during all regular business hours at Mountain Time. • Regular hours: Monday - Friday, 5:00 am - 5:00 pm Pacific Time • Support cannot be expected on weekends or on all holidays that the federal government observes. • If these detailed service times are found to be unacceptable, the Customer may request an SLA review for re-evaluation. • Customer Support • The point of contact for users will be through the Support Group. • Internal Web: http-.//yankee.defenderdata.com/tracker/ • Phone: 888-696-9357 • E-mail: support@justiceworks.com * Outside of normal operating hours, the following e-mail will be monitored: support@justiceworks.com * If all Support Group agents are unavailable, an effort to return all messages (with a telephone call) within 30 minutes will be made. 4.4. Performance Tar -gets The following Targets will be met: Priority Request Type Target Critical Defect Acknowledgement within 2 working hours. Resolution within 48 hours. Critical Enhancement Acknowledgement within 4 working hours. Resolution and timeline will be agreed upon by both parties as a change request. High Defect Acknowledgement within 4 working hours. Resolution within 5 business days. High Enhancement Acknowledgement within 4 working hours. Resolution and timeline will be agreed upon by both parties as a change request. Medium Defect Acknowledgement within 4 working hours. Resolution within 120 business days. Medium Enhancement Acknowledgement within 4 working hours. Resolution and timeline will be agreed upon by both parties as a change request. Low Defect Acknowledgement within 4 working hours. Resolution within 180 days. Low Enhancement Acknowledgement within 4 working hours. Resolution and timeline will be agreed upon by both parties as a change request. Justice WORKS Customer Support The point of contact for users will be through the Support Group. Internal Web: http://yankee.defenderdata.com/tracker/ Phone: 888-696-9357 E-mail: support(a-)justiceworks.com Outside of normal operating hours, the following e-mail will be monitored: su pport(abjusticeworks.com If all Support Group agents are unavailable, an effort to return all messages (with a telephone call) within 30 minutes will be made. Service Availability Required availability for these services is estimated at 99 percent uptime, not counting planned maintenance times. The 99 percent availability metric will be measured over a rolling 6-month period. Change Management Procedures Any proposed changes by the Customer must be submitted through the Support Group for review. A notice of acceptance/denial and reason for such must be within five business days. Emergency changes will be dealt with immediately by the Support Manager. IT Service Continuity In the case of a major catastrophe with hardware loss, service will be redirected to standby hardware within 24 hours. Details for business continuity will be provided at such an event. Service Reviews Reviews of the service may be conducted by Service Level Management in conjunction with the Customer at least annually, as well as after a major outage or change.