DEPARTMENT: Attorney
FILE TYPE: Consent Action
TITLE
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Authorization To Execute Third Amendment To CiberLaw Maintenance And Support Agreement With HTC Global Services, Inc.
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RESOLUTION
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WHEREAS, by previous resolutions, the Dakota County Attorney’s Office has contracted with HTC Global Services, Inc., (successor by merger to Ciber Global, LLC), to provide support and maintenance services and make improvements to the CIBERLaw case management system used by staff in the Dakota County Attorney’s Office; and
WHEREAS, the case management system is critical to the successful operation of the Dakota County Attorney’s Office; and
WHEREAS, the Dakota County Attorney’s Office has found the CIBERLaw system to be of great benefit and wishes to continue using the CIBERLaw case management system for as many years as feasible; and
WHEREAS, the Dakota County Attorney’s Office negotiated a sixty-two month extension of the support and maintenance agreement with HTC Global Services, Inc., to get the contract on a calendar year-basis; and
WHEREAS, the extension will commence on November 1, 2026, and continue through December 31, 2031, at a total cost to Dakota County over the five-year term of $972,160; and
WHEREAS, there will be no increase in the cost for the remainder of 2026; and
WHEREAS, beginning January 1, 2027, the annual cost of the support and maintenance agreement will increase by four percent; and
WHEREAS, in 2015 the budget for these services was moved from the County Attorney’s Office to the Information Technology Department.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Dakota County Attorney to execute a contract amendment with HTC Global Services, Inc., for continued software support and maintenance of the CIBERLaw case management system for the five-year term from November 1, 2026 through December 31, 2031, at a cost not to exceed $972,160, subject to approval as to form by the County Attorney’s Office.
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BACKGROUND
Since 2011, the Dakota County Attorney’s Office has utilized the CIBERLaw case management system for all cases managed by the Office. Dakota County owns the case management system, which was developed and acquired by Dakota County in a joint initiative with the Anoka County Attorney’s Office. Since its inception, HTC Global Services, Inc. has provided support, maintenance and improvements to the system pursuant to a service and maintenance agreement.
This agreement includes 24x7 production support, dedicated Subject Matter Expert (SME) support resources and all system change work that would typically require chargeable change requests (CRs) for any customization, interface work, production research/support, and user modifications under a license agreement. With this agreement, the Dakota County Attorney’s Office receives all support, maintenance and change request work associated CiberLaw at no added cost.
The current three-year service and maintenance contract extension will expire on October 31, 2026. The Dakota County Attorney’s Office negotiated an extension through the end of 2031. At that time the system will have been in use for twenty years and will need to be replaced with a new case management system. Anoka County discontinued use of the system a few years ago.
RECOMMENDATION
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Staff recommends authorizing the Dakota County Attorney to execute a 62-month extension to CiberLaw Maintenance and Support Agreement with Ciber Global LLC for the County Attorney’s Office Case Management System (CIBERLaw) from November 1, 2026, through December 31, 2031, in an amount not to exceed $972,160.
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FINANCIAL AND STAFFING IMPACTS
Under the terms of the contract extension, there will be no change in the budgeted monthly contract rate for the remainder of 2026. Beginning in 2027, and each year thereafter, there will be a 4% increase to the annual contract amount. The annual contract cost in 2026 is $167,624. It will increase by $6,973 for an annual cost of $174,329 in 2027. With 4% annual increases thereafter, the total cost of the 62-month extension is $972,160 (an annual average cost of $188,159). This item is included in the Information Technology budget and is funded by the tax levy.
PREVIOUS BOARD ACTION
15-538; 10/20/15
20-397; 8/18/20
23-284; 6/20/23
ATTACHMENTS
Attachment: Amendment #3 to CiberLaw Maintenance and Support Agreement
CONTACT
Department Director: Thomas Donely
Author: Thomas Donely