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11.8. <br /> CITVor• PRESCOTT- <br /> hirl•met�"r" COUNCIL AGENDA MEMO <br /> MEETING DATE/TYPES: COMBINED WORKSHOP AND 12-2-14 <br /> REGULAR VOTING SESSION <br /> DEPARTMENT: City Court <br /> AGENDA ITEM: Approval of City Contract No. 2015-075 with M.C. Woodfill & Associates <br /> for court-related computer services <br /> Approved By: Date: <br /> City Court Judge: Markham, Arthur 11/17/2014 <br /> City Manager: McConnell, Craig a1,4ro '` / /cl <br /> V <br /> Item Summary <br /> This item is a Service Provider Agreement with M.C. Woodfill & Associates for court- <br /> .., related computer services. The term extends to June 30, 2018, subject to cancellation by <br /> either party upon ten (10) days written notice. <br /> Background <br /> The Prescott Consolidated Court has a "Cache" database system which has been in use <br /> and maintained for over 25 years by Woodfill & Associates. Dr. Woodfill provides <br /> necessary maintenance, service, training and consultation for the Court database system. <br /> Frequent upgrades are needed in order to respond to legal changes or reporting <br /> requirements. <br /> This is a "Sole Source" contract since Marvin Woodfill wrote the computer program for the <br /> unique "Cache" database system the Court uses. It is written in a computer language no <br /> longer widely used. He has modified the program through the years, and realistically is <br /> the only person who can continue to perform this task. The Court plans to migrate to a <br /> new program "AJAACS" which will be used statewide by other courts and will be <br /> maintained by the Supreme Court. The complete migration to the "AJAACS" program will <br /> take several years. In the meantime, and the Court will need the "Cache" program for <br /> several years to be able to complete the processing of older cases and access older case <br /> information. A "Sole Source" contract is authorized by Prescott City Procurement Code <br /> Section 1-27-16A. <br />