To: Martin L. Cousineau, Finance Committee Chairperson
From: David Leyton, Prosecutor
title
RE: Approval of a budget amendment and annual payment to Karpel Solutions, in an amount not to exceed $149,500.00, for the cost of the Prosecutor's office records/document management system
recommendation
BOARD ACTION REQUESTED:
Approving a budget amendment to move $18,500 from Office Furniture (1010-296.01-980.001) and $2,500 from Travel Out of State Witnesses (1010-296.01-913.013) to the Service Contracts (1010-296.01-801.004) line item for FY 25-26 and authorize the annual payment to Karpel Solutions for the cost of the Prosecutor’s office records/document management system, otherwise known as Prosecutor by Karpel, in the amount of $149,500.00.
BACKGROUND:
The Prosecutor’s office purchased the product of Prosecutor by Karpel from Karpel Solutions through the Genesee County’s RFP process in 2022. The resolution approving the purchase is 2022-110. The program is the records management and document management system for the Prosecutor’s office case files. Part of the contract with Karpel is receiving 2TB free storage for documents, video, and audio, and then anything over that amount is $500 per TB of storage. As most people know, video and audio take up a lot of storage space, and in knowing this, the Prosecutor’s office had put out an RFP for a video/audio management system and selected NICE Justice as the vendor. The NICE Justice contract was signed in November 2024 (RESO-2024-1180). Due to some delays and changes in NICE staffing the GO-LIVE date for NICE Justice wasn’t until December 2025. As we continue to have to store video and audio in the Karpel system, the increase in cost for Karpel has increase exponentially.
DISCUSSION:
While reviewing and before purchasing Prosecutor by Karpel the Prosecutor’s office was made aware of certain annual fees that would be charged to maintain the services and product provided by Karpel Solutions. The Prosecutor’s office has included a budget request for these fees in FY 24-25 budget and again for the FY 25-26 budget as part of the annual budget process. These fees are prorated by fiscal as the bill does not align with our fiscal year. After receiving the invoice for Karpel this year, our office realized that we did not expect or plan accordingly to cover the expenses incurred. Our office thought we would have NICE Justice in place and would have all video and audio moved into storage with them, therefore decreases some of the costs with Karpel. Our office needs to move an already budgeted amount of $18,500 from our Office Furniture line item and $2,500 from our Travel Out of State Witnesses line item to cover FY 25-26 costs. As we continue to move video, audio, and photos in NICE Justice, our office expects the cost of Prosecutor by Karpel to be reduced annually thereafter. NICE Justice does not charge by the amount of storage we use, but by the number of cases and we have already agreed on pricing for the first 3 years (RESO-2024-1180).
IMPACT ON HUMAN RESOURCES:
None
IMPACT ON BUDGET:
To move $18,500 from Office Furniture (1010-296.01-980.001) and $2,500 from Travel Out of State Witnesses (1010-296.01-913.013) to the Service Contracts (1010-296.01-801.004) line item and to make payment to Karpel solutions using various accounts as broken down: 1010-296.01-801.004 = $37,097.26, 1010-000.00-123.000 = $68,536.99, 2388-296.01-801.004 = $43,865.75
IMPACT ON FACILITIES:
None
IMPACT ON TECHNOLOGY:
None
CONFORMITY TO COUNTY PRIORITIES:
Conforms to promote safe communities. The use of Prosecutor by Karpel is a resource that the Prosecutor’s office has selected to help track all Prosecutor cases throughout the criminal justice system.
resolution
TO THE HONORABLE CHAIRPERSON AND MEMBERS OF THE GENESEE COUNTY BOARD OF COMMISSIONERS, GENESEE COUNTY, MICHIGAN
LADIES AND GENTLEMEN:
BE IT RESOLVED, by this Board of County Commissioners of Genesee County, Michigan, that the request by the Office of the Prosecuting Attorney to authorize allow a budget amendment to move $18,500 from Office Furniture (1010-296.01-980.001) and $2,500 from Travel Out of State Witnesses (1010-296.01-913.013) to the Service Contracts (1010-296.01-801.004) line item for FY 25-26 for the annual payment to be paid from various accounts/line items to Karpel Solutions for the cost of the Prosecutor’s office records/document management system, otherwise known as Prosecutor by Karpel, in a new total amount of $149,500.00, is approved (a copy of the memorandum request and supporting documentation being on file with the official records of the June 10, 2026 meeting of the Finance Committee of this Board).