Revised 12/12/2025

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

NOTICE OF INTENT TO SOLE SOURCE

NIS NO. 554000

PROSECUTOR by KARPEL (PbK) SYSTEM

Buyer: Kelly Trammel

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE 11/12/2026

QUESTIONS DUE 11/16/2026 on or before 3:00pm EST

All questions must be submitted online in the Supplier Portal as indicated in Section

1.11 of this Notice of Intent.

PROPOSAL DUE DATE * 11/19/2026 @ 3:00pm EST

All responses must be submitted online in the Supplier Portal. Late or phoned/emailed responses will not be accepted.

* Respondents must register in EUNA Bonfire to download bid documents and submit bids. The City cannot guarantee the accuracy of any bid documents obtained from outside of EUNA, and bids submitted outside of EUNA Bonfire will not be accepted. Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

Questions about the specifics of this RFP must be asked within the EUNA Bonfire Messages interface for the bid on or before the date and time indicated above. Questions asked via phone, email, and/or other means will not be answered.

Proposals must be uploaded in EUNA Bonfire on or prior to the date and time indicated above.

Late and/or emailed proposals will not be accepted.

1.1. NOTICE

The City of Detroit Office of Contracting and Procurement hereby announces its intent to enter into a sole source contract in accordance with Detroit City Code Sections 17-5- 12(g) and 17-5-154, only one source of supply is available.

1.2. JUSTIFICATION OF SOLE SOURCE PROCUREMENT

Karpel Solutions will provide prosecutor case management software that meets your requirements and is specially configured to match your workflow needs.

1.3. DESCRIPTION OF PURCHASE

The Contractor shall provide a cloud-based software solution, Prosecutor by Karpel (PbK), which the City will utilize for misdemeanor case management and prosecution https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport under the City’s new ordinance and the Memorandum of Understanding (MOU) with the Wayne County Prosecutor’s Office.

The Contractor shall provide the System and associated services as necessary to successfully:

1. Assess current Law Department business processes and workflows related to misdemeanor prosecutions and case intake from the Detroit Police Department (DPD) and Wayne County.

2. Define areas of alignment between existing processes and out-of-the-box PbK functionality, and identify gaps and action plans to better align any processes and gaps to standard PbK configuration.

3. Configure a dedicated City of Detroit PbK instance, including City-specific workflows, user roles, security, and automated document templates.

4. Train City staff on the use, configuration, administration, maintenance, and security of the System.

5. Develop defined integrations with other systems as described in Section A.3 (LEIN, Clemis, and eWarrant).

6. Assist with testing of the System, including resolution of defects, integration issues, and configuration errors.

7. Support the overall implementation process through project management, communication, and change management activities.

8. Prepare the City for live production use of the System and support a defined “burn-in” period following Go-Live.

NOTE: There is no historical data migration required from Wayne County or the City of Detroit Law Department.

A.1.3 System Description The Contractor will provide the System that, at a minimum, will include the following:

• The Contractor shall provide the System and implementation services that include the components listed in Table A.3.1.1– System Components below and that meet all applicable requirements described in Table A.3.2 – Requirements Matrix.

• The System must function as specified in this Exhibit A. The City will only accept gaps in required functionality if accompanied by documented action plans to eliminate such gaps and better align configuration to standard PbK capabilities.

• The System must integrate with other City and partner systems as described in

Table A.3.2 and Section A.3 (interfaces to LEIN, Clemis, and eWarrant).

Table A.1.3.1 – System Components

It is at the City’s discretion which of the System Components outlined above the City will purchase. Contractor will only invoice for System Components and interfaces that are in scope and in use under Exhibit B.

Table A.1.3.2 – Requirements Matrix

# System Component System Component Description

1 PbK Core Case Management

Manages misdemeanor case intake, charging, case tracking, workflow, calendaring, and disposition for City prosecutions. Includes security roles, audit logging, and reporting.

2 Document Generation & Templates

Supports creation, storage, and management of prosecutorial documents (complaints, motions, correspondence, etc.) using up to 10 City-configured templates tied to ordinance codes in PbK.

3 Ordinance & Code Management

Stores and maintains the City’s misdemeanor ordinance codes and related charge tables for use in case creation, charging decisions, and reporting.

4 External Agency Portal Provides secure portal access for authorized external agencies (e.g., DPD, Wayne County) to submit or view relevant case information, as configured by the City.

5 Interfaces – LEIN, Clemis, eWarrant

Integrations to support automated data exchange with LEIN, Clemis, and eWarrant for warrant workflows, arrest data, incident data, and related information.

6 HOSTEDbyKarpel Environment

Cloud-hosted environment in Microsoft Azure Government Cloud, including production and test environments, daily backups, and disaster recovery.

7 Reporting & Data Export Tools

Standard reports and data export tools for operational reporting, performance tracking, and data extracts for City analytics environments.

A.1.4 System Deliverables and Services

The Contractor will provide, at a minimum, the following services and deliverables:

1. System components and configurations described in Section A.1.3.

2. A test environment and production environment for all licensed modules.

3. A data security plan describing hosting, backup, recovery, and access controls.

4. Weekly project status calls and project status reports during implementation.

Req # Function Requirement Satisfaction

(C/A) Modules Required Clarifications

PBK-

Integrated Case Workflow

System must track misdemeanor cases from intake through disposition, including tasks, events, and documents, without duplicate data entry.

C Core Case Mgmt, Templates

PBK-

Browser Access

System must support modern web browsers (Chrome, Edge, Firefox) without client-side plug-ins beyond standard support tooling.

C Host/Front- End —

PBK-

Security & Roles

System must support role-based security, including prosecutor, support staff, and read-only roles, with audit logging of changes.

C Core Case Mgmt —

PBK-

LEIN

Interface

System must provide an integration to LEIN to support warrant workflow and identity verification, as defined during design.

C Integrations

One-time build plus annual maintenance; see Exhibit B.

PBK-

Clemis Interface

System must receive incident and arrest data from Clemis to support case initiation.

C Integrations As above.

PBK-

eWarrant Interface

System must support warrant requests and updates via eWarrant.

C Integrations As above.

5. Risk analysis and mitigation tracking.

6. Issue tracking and escalation processes.

7. A system integration and configuration plan, including LEIN, Clemis, and eWarrant interfaces.

8. Initial system design, installation, configuration, and workstation connectivity verification.

9. Data conversion and migration: Not included in this project; no historical data migration will be performed.

10. Interface builds and customizations required to implement LEIN, Clemis, and eWarrant integrations as described.

11. Test plan including integration and user acceptance testing aligned to the requirements matrix.

12. User training program, resources, and materials as described in Section A.7.

13. Project management and implementation services, including a dedicated project manager who will serve as primary point of contact for the City.

14. A RACI chart showing roles and responsibilities of Contractor, any Subcontractor(s), and City teams.

15. A detailed project plan with milestones, critical path tasks, and responsible parties.

16. Support for City-approved single sign-on (SSO) and multi-factor authentication (MFA) if and when required by the City’s identity platforms.

17. Milestones including: operational review and fit/gap plan; system design;

installation; configuration; interface builds; initial testing; integration and UAT;

user training; Go-Live; 30-day “burn-in” period; and system acceptance.

18. An Account Advisor or equivalent role who acts as a liaison between Contractor’s support/development staff and the City post-go-live, including periodic check-ins and coordination of upgrades.

A.1.5 System Implementation and Project Plan

Karpel Solutions will perform all work in accordance with the descriptions, scopes, and specifications hereafter described.

PROSECUTORbyKarpel Implementation Timeline (Project Scope and Timeline)

Tasks and deliverables Days out

Project Pre-Implementation Meeting is scheduled. Review the customer and Karpel commitment for a formalized project plan.

Assigned resources: Karpel Project Manager. Client Project Manager

Server & PC assessment completed, and any necessary hardware or software ordered to meet PbK Installation Prerequisites.

Assigned resources: Client Project Manager and IT personnel

Pre-implementation meeting with Client Project Manager and System Administrators. The Project Team is selected, including Karpel Staff and Customer System Administrators. (One Customer System Administrator must be a Policy Setting Attorney). This meeting will begin with an application overview.

PbK pre-load configuration is explained, and initial document templates are received. Workflow pre-configuration is conducted.

Assigned resources: Karpel Project Manager. Client Project Manager and system administrators

A teleconference status meeting with Karpel and the Client Project Manager will occur to review progress on hardware/software assessments, finalize the pre-implementation meeting timeline agreement.

Assigned resources: Karpel Project Manager, Client Project Manager, and system administrators.

Teleconference status meeting with Karpel and Client Project Manager to review progress and answer additional questions regarding the pre-load spreadsheet.

Review of timeline to meet the scheduled "go live" date.

Assigned resources: Karpel Project Manager. Client Project Manager and system administrators

Karpel Support installation and application testing on each workstation should begin at this time. Karpel Solutions or local IT support will schedule workstation application testing and follow Karpel testing procedures to thoroughly test browser functionality, document generation, Outlook Calendaring, and email on each workstation.

Assigned resources: Karpel Project Manager and Karpel Support Technicians.

Client Project Manager and IT.

Online document template conversion review- Client will review converted templates for accuracy and report any inaccuracies to Karpel over the next two weeks.

Assigned resources: Karpel Project Manager and document conversion specialist. Client Project Manager and system administrators

The Client Project Manager will provide Karpel with the completed PbK Pre-Load Spreadsheet.

Assigned resources: Karpel Project Manager. Client Project Manager.

Training Schedule is completed with the assignment of all office staff to specific training sessions. The Policy Setting Attorney must attend the initial Configuration, Case Initiation, and Event Entry sessions at a minimum. The training room and equipment are verified.

Assigned resources: Karpel Project Manager. Client Project Manager and system administrators

Mock Go-live, System Administrator Training, and Final system walkthrough

- Karpel will train the System Administrators exactly as the staff will be trained upon go-live. This training includes completed document templates and workflow configuration. Application testing will begin. The Client Project Manager will report all inaccuracies to Karpel.

Assigned Resources: Karpel Project Manager and assistant trainer. Client Project Manager and system administrators.

Teleconference status meeting with Karpel and Client Project Manager to review timeline to meet the scheduled "go live" date. Assigned resources: Karpel Project Manager. Client Project Manager and system administrators.

Complete installation and testing of all workstations by Karpel Solutions or local support.

Assigned resources: Karpel Project Manager. Client Project manager and IT.

Final teleconference status meeting with Karpel and Client Project Manager to verify the training area is prepared for scheduled training.

Assigned resources: Karpel Project Manager. Client Project Manager and system administrators.

Training and go live. Karpel Trainers arrive at the training room. Final configuration of PbK is reviewed with all system administrators present. User training begins. Client begins using PbK in a live state.

June

(hereinafter referred to as “the Project Scope/Timeline”).

The above Go Live date will no longer be valid if the Client fails to sign this contract within 30 days of receipt. The Project Scope/Timeline may be modified as mutually agreed upon by Client and Karpel Solutions. Changes to the Project Scope/Timeline after execution of this Agreement may result in an additional fee as set forth below in “Investment Summary and Pricing”.

Karpel Solutions will use its best efforts to convert existing Microsoft Word®, Microsoft Works®, and Corel WordPerfect® documents provided by Client up to the time of training as outlined in the Project Scope/Timeline listed above, into a format that can be utilized by the Software Program(s). However, Karpel Solutions does not support, nor will Karpel Solutions convert customized macros, auto-text files, or other custom programming items not a part of the ordinary functionality of Microsoft Word®, Microsoft Works®, and/or Corel WordPerfect®

A.1.6 Acceptance of Deliverables Only employees of the City of Detroit (or their authorized delegates) designated in writing by the City will provide acceptance of Deliverables. Acceptance must be in written form (including electronic acceptance) using an agreed-upon acceptance form or certificate describing the Deliverable and the applicable acceptance criteria.

Table A.1.6.1 – Deliverable Acceptance Criteria (PbK-Specific)

Deliverable Acceptance Criteria Project Plan & Governance Documents

City’s written acceptance of project plan, communication plan, and RACI chart.

Initial System Design, Installation & Configuration

City’s acceptance that PbK is configured in test environment with users, security, workflows, and ordinance codes as agreed.

Interface Builds (LEIN, Clemis, eWarrant)

Successful completion of integration testing; City confirmation that data flows and results meet defined requirements.

Training City’s confirmation that Go-Live and administrator training sessions were delivered and materials provided.

Go-Live & 30-Day Burn-In System serving production workload; known critical issues resolved; 30-day stabilization period completed.

System Acceptance City’s written acceptance following UAT and burn-in, confirming that System meets defined requirements in all material respects.

A.1.7 Training Contractor will provide training to City staff members as follows:

• Administrator/Mock Go-Live Training: Focused on configuration, user management, workflows, and basic troubleshooting.

• End-User Go-Live Training: Focused on daily use of PbK for case entry, workflow, document generation, and reporting.

• Training will be delivered remotely or on-site according to the project plan.

• Contractor will provide training documentation, including user guides, administrator materials, and any standard PbK training resources.

• The City may purchase additional training sessions for new or existing personnel at the rates specified in Exhibit B (optional items).

A.1.8 Maintenance & Support The Contractor shall provide defect and issue resolution support for functionality of the System not working as designed. Contractor’s maintenance program includes software updates, upgrades, and platform changes throughout the life of the Contract. Upgrades shall be provided at no additional cost while the City’s subscription is active.

Contractor will provide and maintain System documentation, including release notes, administrator documentation, and user materials, and will make updated documentation available when new versions are deployed.

A.1.8.1 Support & Service Levels

• Multiple support channels (phone, email, online portal).

• Critical incidents: 24/7/365 response and escalation.

• Standard support hours: 7:00 a.m. – 6:00 p.m. ET on business days.

• Target response and resolution times by severity level (to be finalized with Contractor’s standard SLA and attached or referenced here).

A.1.8.2 System Availability The hosted System shall meet minimum availability requirements agreed by the parties (e.g., ≥ 99.5% uptime over a calendar year), excluding scheduled maintenance windows.

Contractor will provide:

• Regular backups and documented Recovery Time Objective (RTO) and Recovery Point Objective (RPO);

• Notification to the City of scheduled maintenance and unplanned outages;

• Disaster recovery capabilities consistent with Azure Government Cloud standards.

A.1.9 Additional Data Terms The System must support the City’s data standards and analytics needs, including:

• Access to data via documented APIs in machine-readable formats (e.g., JSON, CSV, XML).

• Documentation of key data structures, including field names and schema, sufficient for City analytics and data warehouse use.

• Ability for the City to extract and reuse data for cross-departmental analytics and warehousing.

• Compliance with applicable data protection and privacy laws and regulations (CJIS, HIPAA, etc.), as specified in the main Contract.

1.4. INTENDED SOURCE:

VENDOR NAME: Karpel Solutions VENDOR ADDRESS: 9717 Landmark Parkway, St. Louis, MO 63127

1.5. INTENDED CONTRACT:

TERM: 5 Years

TOTAL VALUE: $180,531.00

1.6. RESPONSE REQUIREMENTS:

This notice of intent is not a request for competitive proposals. However, any interested party that believes it can meet the requirement described herein may identify themselves and must provide evidence of their capability to fulfill the requirement being requested.

Responses must be supported with clear and convincing evidence to clearly be able to provide the services outlined in this notice.

All responses received in writing within seven business days after date of publication of this notice (see deadline above) will be considered by the City of Detroit. A determination by the City of Detroit not to compete this proposed contract based upon responses to this notice is solely within the discretion of the City of Detroit. Information received will be considered solely for determining whether to conduct a competitive procurement.

1.7. MODIFICATION OF SERVICES AFTER CONTRACT APPROVAL

The City reserves the right to modify the services provided by the awardee. Any modification and resulting changes in pricing shall be made by amendment to the contract by the awardee and the City.

1.8. NEWS RELEASE

News releases pertaining to these proposal specifications or the provisions to which they relate shall not be made without prior approval of the City and then only in coordination with the City.

1.9. MISCELLANEOUS

It shall be the responsibility of the Respondent to thoroughly familiarize themselves with the provisions of these specifications

The Respondent agrees to abide by the rules and regulations as prescribed herein by the City as the same now exists or may hereafter from time to time be changed in writing.

1.10. OFFICE OF INSPECTOR GENERAL

1.10.1. In accordance with Section 2-106.6 of the City Charter, this Contract shall be voidable or rescindable at the discretion of the Mayor or Inspector General at any time if a Public Servant who is a party to the Contract has an interest in the Contract and fails to disclose such interest.

1.10.2. This Contract shall also be voidable or rescindable if a lobbyist or employee of the contracting party offers a prohibited gift, gratuity, honoraria or payment to a Public Servant in relation to the Contract.

1.10.3. A fine shall be assessed to the Contractor in the event of a violation of Section 2-106.6 of the

City Charter. If applicable, the actions of the Contractor, and its representative lobbyist or employee, shall be referred to the appropriate prosecuting authorities.

1.10.4. Pursuant to Section 7.5-306 of the City Charter, the Inspector General shall investigate any

Public Servant, City agency, program or official act, contractor and subcontractor providing goods and services to the City, business entity seeking contracts or certification of eligibility for City contracts and person seeking certification of eligibility for participation in any City program, either in response to a complaint or on the Inspector General’s own initiative in order to detect and prevent waste, abuse, fraud and corruption.

1.10.5. In accordance with Section 7.5-310 of the City Charter, it shall be the duty of every Public

Servant, contractor, subcontractor, and licensee of the City, and every applicant for certification of eligibility for a City contract or program, to cooperate with the Inspector General in any investigation pursuant to Article 7.5, Chapter 3 of the City Charter.

1.10.6. Any Public Servant who willfully and without justification or excuse obstructs an investigation of the Inspector General by withholding documents or testimony, is subject to forfeiture of office, discipline, debarment or any other applicable penalty.

1.10.7. As set forth in Section 7.5-308 of the City Charter, the Inspector General has a duty to report illegal acts. If the Inspector General has probable cause to believe that any Public Servant or any person doing or seeking to do business with the City has committed or is committing an illegal act, then the Inspector General shall promptly refer the matter to the appropriate prosecuting authorities.

For purposes of this Article: “Public Servant” means the Mayor, members of City Council, City Clerk, appointive officers, any member of a board, commission or other voting body established by either branch of City government or the City Charter, and any appointee, employee or individual who provides services to the City within or outside of its offices or facilities pursuant to a personal services contract.

1.11. QUESTION DEADLINE

All questions regarding the Notice of Intent shall be submitted through the Supplier Portal no later than the time and date specified in the solicitation. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted within the Supplier Portal.

The City of Detroit does not guarantee a response to questions submitted after the question deadline.

Should a Respondent be in doubt as to the true meaning of any portion of this Notice of Intent or find any patent ambiguity, inconsistency, or omission herein, the Respondent must make a written request for an official interpretation or correction in accordance with the instructions for submitting questions as specified in this notice.

Respondents are advised that no oral interpretation, information or instruction by an officer or employee of the City of Detroit shall be binding upon the City of Detroit.

http://www.michigan.gov/SIGMAVSS

Respondents requesting changes to the notice terms and conditions, specifications, quantities, etc.;

or if clarifications are needed, must make the request in writing by the stated bid submission deadline.