HomeMy WebLinkAboutRequest to Purchase - Prosecuting AttorneyGARTH DANO
GRANT COUNTY PROSECUTING ATTORNEY
April 15, 2020
Board of County Commissioners
Grant County Courthouse
Ephrata WA 98823
Re: Request for Additional Software
Dear Commissioners:
Dated this c�_L_ day of _,Q , L 20_C2)
Board of County Commissioners
Grant County, Washington
Approve Disapprove Abstain
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Please consider this request for the Grant County Prosecutor's Office to purchase the
eSubpoena and External Agency View modules for our Karpel Case Management System
(PbK).
We feel the eSubpoena module would help us better utilize our system and would save time
and effort for our staff in sending out subpoenas to officers, as well as save the continual cost
of postage incurred by the County in mailing subpoenas to the officers. It would also allow
officers to track their subpoenas and be notified immediately when a hearing or trial has been
continued, postponed or canceled. In addition, officers would be able to input their
unavailability into the system prior to a subpoena being issued, thus eliminating the excuse
that officers are not available, which continually delays court hearings and trials.
Furthermore, it also allows selected personnel within each law enforcement agency to update
officer records and contact information themselves so that our PbK database remains current.
Administrative Assistant As you are aware, this office is in the process of trying to go "paperless." We have made
Ka`t Bums progress in this regard, but it will continue to take some time. The recent Spillman interface
CiviuAouetlateMoieties has allowed reports and documents to be uploaded from Spillman directly into PbK. This has
Cwief0v*&onn• saved considerable time and eliminated the need for officers submitting written paper reports
KMXJ. McCrae and other documents. We feel this module would further enhance our efforts and allow for
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more efficiency.
Criminal Deputies
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The majority of local law enforcement agencies utilize Spillman. however, some, such as the
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Chad A. Jenks
Washington State Patrol, do not. The External Agency View module, which is the second
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Peter M Nsbbard
part of the proposed enhancement, would allow agencies who do not utilize Spillman to
Cadet A Bink
Brandon K Guernsey
direct) load their reports into PbK. This would allow for immediate review, charging
y upload P � g g and
Caleb Nolta
case assignment to a deputy prosecutor. Currently we receive these reports by email, hand
Corey Meurer
Daniel Craw ford
delivery, dropbox, etc., which then have to be printed, scanned and entered into PbK. The
Rebekah M Kaylor
External Agency View module also allows any law enforcement officer to check case status,
Barbara C, Dwbeck
..
court dates, and assigned attorneys.
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PO Box 37 • Ephrata. WA 98823 • phone: (509)754-2011 • fax: (509)754-3449 \1 r02
Board of County Commissioners
April 15, 2020
Page 2
This would streamline the process and eliminate a number of steps, making for a more
efficient process.
A copy of the proposed Contract for the External Agency Portal and eSubpoena module is
attached for your review and, if approved, for your signature.
The cost of the module is listed on page one under'` Investment Summary." There is a one-
time cost of $10,000.00, and an annual support services fee (maintenance) of $2,000.00. The
initial cost would be $12,000.00, plus sales tax ($1,008.00).
At this time we believe our 2020 budget should be able to absorb the cost; however, we
respectfully reserve the right to request a budget extension for this purchase if things change
as the year progresses.
It does bear mentioning that I have, since my election, kept our annual budget several
thousand dollars under budget. I intend to do that this year as well. This is public trust
money and I deeply care about not spending more than is absolutely necessary.
Thank you for your consideration.
Sincerely,
�w
>rney
cc: Joe Carter. Technology Services
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