To: Board of Supervisors
From: Thomas L. Geiger, County Counsel
Report Title: Purchase Order with Abacus Data Systems, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the County Counsel, (1) a purchase order with Abacus Data Systems, Inc. in the amount not to exceed $47,196 for legal calendaring and case management software, and (2) CARET Software Terms with Abacus Data Systems, Inc., for the period from August 18, 2024, through August 17, 2025.
FISCAL IMPACT:
Approval of this action will result in expenditures of up to $47,196 and will be funded by the General Fund.
BACKGROUND:
The County Counsel’s Office relies on the CARET program to manage case listings and the office’s legal calendar. CARET is an all-in-one calendar and case listing repository platform used to organize cases and the corresponding events. CARET will shorten response time to facilitate case management and work-related appointments. Approval of this maintenance contract will allow the County Counsel’s Office to continue to provide an organized method of tracking cases and events in an expedient database to the benefit of the Office, the client and the County.
This action is a renewal of CARET licenses. The subscription being purchased is governed by the License Agreement. The Software License Agreement limits CARET’s liability to no more than six times the fees paid by County on a monthly basis. The Software License Agreement obligates the County to indemnify CARET for claims arising out of County’s failure to perform its obligations under the Software License Agreement, or violation of applicable laws. The agreement prohibits County from participating in class action litigation against Abacus.
CONSEQUENCE OF NEGATIVE ACTION:
Without authorizing the purchase of the CARET software, the Office cannot continue to provide the same level of legal support to County departments with managing events and cases when representing the County in litigation and other transactional matters.