Memorandum

City of Lawrence

Legal Services - Municipal Court

TO:	Mike Wildgen, City Manager Dave Corliss, Assistant City Manager
FROM:	Vicki Stanwix, Municipal Court Manager
Date:	September 13, 2004
RE:	Full-Court Agreement and Implementation

Approval of an agreement with Justice Systems Inc. for the purchase and installation of the Full-Court software system for Municipal Court is requested.   The contract price is pursuant to the State of Kansas contract.  Full-court is the software system used by the State district court system, Overland Park and Topeka.  Police, Information Systems, and Legal Department personnel were involved in the selection and review process.  Once the agreement has been signed and submitted to Justice Systems, Inc., the pre-installation phase of the project will begin.

The total cost of the Full-Court case management system, which includes user licenses, set-up, installation, additional modules (listed below), the Prosecutor case management system, basic old case conversion, training and the first year of maintenance is $105,314.  The breakdown of this cost is as follows:

                                                Set-up and Installation      Annual Maintenance

          15 Full Court license fees:                   $27,000                  $12,750

          Full Court Collections Module                 $3,500                      $420

          Police RMS Import Module                   $3,000                      $360

          Police RMS Export Module                    $3,000                      $360

          Full Court Imaging Interface Module       $7,700                    $1,350

          Full Court Parking Interface Module        $3,500                      $420

          Installation, training, basic old-case

          Conversion and follow-up training         $41,500

          New Mexico Gross Receipts Tax:             $454

(for services performed in New Mexico)

                                                Total Cost:                    $105,314

NOTE:  Travel expenses are not included in the system cost and are estimated at $4,794.

A major component of the Full Court system and one of its biggest selling points is the capability to upload citations from hand-held units into the court system electronically.  Based on initial research, the estimated cost to equip 7 traffic control officers and 7 parking control officers with hand-held units and compatible software is $50,000. 

The base amount of $105,314 will need to be a lump sum purchase order.  The City will then be billed as various phases are completed.  The travel expense will be incurred in December, and then again when the Prosecutor system is released, during the second quarter of 2005.  Although the bid process for hand-held units should take place before the end of the year, they should not be purchased and installed until after the first of the year, when Full Court is fully operational.

Ordinance #7805 increasing the Municipal Court Cost amount from $22.50 to $32.50 is effective as of September 1, 2004.  The additional $10.00 received from each cost imposed will be recorded separately and deposited into the equipment reserve fund to reimburse the amount paid for the Full-Court system.  This increase will add an estimated $32,410 in revenue by the end of the year, and just over $100,000 in 2005 (assuming the number of citations issued will be similar to totals from the past 2 years).  Within 18 months, the system, added enhancements and automated citation capabilities should be fully funded from this revenue source.  The City will have the ongoing responsibility for annual maintenance fees.

Justice Systems, Inc. will begin the pre-installation process as soon as the agreement has been signed and submitted.  This process will take 6-8 weeks.  During the week of December 6^th, 2-3 court staff will attend a 1-week “Train the Trainer” session in Albuquerque, NM.  The following week, a trainer from Justice Systems will be on-site to train the remaining staff and fine-tune the system.  By the last week of December, the Full-Court system should be live and in use.  By February, 2005, hand-held units should be purchased and installed.

The Full-Court package, along with automated citation technology create a comprehensive full-scale program that will lead to accurate and timely case management, and a prompt response to past-due fines.  Meeting these objectives will produce higher revenue and will streamline the judicial process for citizens and court personnel.

If you have any questions regarding the agreement, or if I can provide further information, please feel free to contact me.