REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 1, 2026
FROM
LAURA FEINGOLD, County Counsel
SUBJECT
Title
Agreements with Filevine, Inc. for Case and Document Management Software and Vineskills, Inc. for Professional and Support Services
End
RECOMMENDATION(S)
Recommendation
1. Approve a purchase order with Carahsoft Technology Corp., for Filevine software subscription licenses and support and Vineskills implementation services through the California Participating Addendum No. 7-17-70-40-05 to the Utah National Association of State Procurement Officials Cloud Solutions Master Agreement Number AR2472 with Carahsoft Technology Corporation provided under Recommendations Nos. 2 and 3, in the total amount of $399,528.14, for the subscription period beginning September 1, 2026 through August 31, 2027.
2. Approve non-financial Terms and Subscription Agreement with Filevine, Inc., for subscription licenses for case and document management software and support services, for the subscription period of September 1, 2026 through August 31, 2027.
3. Approve non-financial Services Agreement with Vineskills, Inc., for data migration, implementation, and consulting services, for the period of September 1, 2026 and until services are completed or terminated.
4. Authorize an allocation of $249,500 from Enterprise System Replacement Reserve to partially fund the costs related to Recommendation No. 1.
5. Authorize the Auditor-Controller/Treasurer/Tax Collector to post the necessary budget adjustments, as detailed in the Financial Impact section (Four votes required).
(Presenter: Laura Feingold, County Counsel, 387-5455)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will result in the use of additional Discretionary General Funding (Net County Cost) in the amount of $249,500. The estimated total cost of $521,528 for this system replacement project includes $399,528.14 for Filevine, Inc. (Filevine) document and case management software licenses, cloud services, and support services, as well as Vineskills, Inc. (Vineskills) data migration and implementation services. The remaining $122,000 will be utilized to maintain the existing system for one year following full implementation of Filevine to provide access to legacy data.
The County Counsel’s 2026-27 budget (1710001000) will fund $272,028 of the total cost. An allocation of $249,500 from the Enterprise System Replacement Reserve (ESR Reserve) is requested to fund the remaining cost. Adequate appropriation will be included in County Counsel’s future budgets.
The following 2026-27 budget adjustments are needed to reflect the use of ESR Reserve and increase County Counsel’s 2026-27 budget:
|
Fund Center |
Commitment Item |
Description |
Action |
Amount |
|
1000 |
37008798 |
Fund Balance Assigned- Enterprise System Replacement Reserve |
Decrease |
$249,500 |
|
1710001000 |
52002345 |
Subscriptions |
Increase |
$249,500 |
BACKGROUND INFORMATION
County Counsel provides legal services to the County Board of Supervisors (Board), County departments, commissions, special districts, school districts and joint powers authorities, and represents the County in litigation. The Office manages legal matters across numerous civil practice areas and jurisdictions, each with its own legal documentation requirements, deadlines, and workflows. County Counsel has used its current case and document management software program since 2007. The program operates on an on-premises server, restricting attorneys and staff from accessing case and subject matter files while in court or attending off-site meetings. The program’s limited workflow and data reporting capabilities require staff to rely on manual processes that result in inefficiencies. Additionally, system access has become increasingly unreliable due to ongoing technical issues that remain unresolved.
Approval of this item will allow County Counsel to replace its current case management system with Filevine’s comprehensive, cloud-based legal practice management platform that offers modern tools for case and document management, time and billing, accounting, task tracking, and reporting. VineSkills is a certified implementation and optimization partner for Filevine that will provide services to migrate existing data from the legacy system to the new Filevine system, optimize implementation of the Filevine system, and provide support during the process.
The California Participating Addendum No. 7-17-70-40-05 (Participating Addendum) to the Utah National Association of State Procurement Officials (NASPO) Cloud Solutions Master Agreement No. AR2472 (Master Agreement), which is being utilized to purchase these services, is established with Carahsoft Technology Corporation (Carahsoft) as the prime contractor. As outlined in the NASPO Master Agreement, purchases may be made either directly through Carahsoft or through authorized resellers/fulfillment partners operating under the NASPO Master Agreement. Both Filevine, as the cloud services provider, and Vineskills, as the implementation service provider, are approved contractors through Carahsoft’s awarded NASPO Master Agreement. The NASPO agreement takes precedence over the vendors’ conflicting non-standard terms and supplements missing terms.
On April 26, 2022 (Item No. 58), the Board approved the Participating Addendum to the NASPO Master Agreement with Carahsoft, including nonstandard terms, for countywide purchases of cloud solution services. The NASPO Master Agreement expires on September 15, 2026. All new orders for Filevine software subscriptions and Vineskills services under the NASPO Master Agreement must be placed prior to September 15, 2026. The subscription term and period of performance may extend beyond that date and will be honored through the end of the term, as stated on the order.
County Counsel recommends approval of the agreements with Filevine and Vineskills to allow the Department to improve County government operations by implementing a cloud software solution that provides better system access and technical reliability, enhances organizational efficiency, streamlines operational processes, and provides modern capabilities to better support the department’s legal and administrative needs, and contribute to the County’s goal to operate in a fiscally-responsible and business-like manner.
PROCUREMENT
NASPO is a cooperative purchasing program that helps facilitate public procurement and is able to provide competitive pricing options due to its collective purchasing power. While Carahsoft holds the NASPO Master Agreement, they solicit contracted vendors to provide quotes under the NASPO Master agreement.
The Purchasing Department supports the use of the NASPO Master Agreement consisting of a competitive process, recognized to meet County purchasing standards outlined in County Policy 11-04, conducted by a lead agency. The State of Utah is assigned as the lead agency for NASPO’s Master Agreement. Under Agreement No. AR2472, the State of California (State) signed the Participating Addendum which approved participation for the State, political subdivisions, and other eligible entities. As a political subdivision, the County is allowed to participate in this cooperative agreement.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455 and Eva Magana, Chief of County Counsel’s Administration, 387-5455) on July 8, 2026; Purchasing (Jessica Barajas, Supervising Buyer, 387-2065) on August 7, 2026; Risk Management (Noel Cantrell, Administrative Supervisor, 386-8890) on August 6, 2026; Innovation and Technology Division (Don Le, Chief Information Officer, 388-5501) on July 28, 2026; Auditor-Controller/Treasurer/Tax Collector (Charlene Huang, Auditor-Controller Manager, 382-7022) on August 18, 2026; and County Finance and Administration (Penelope Chang, Principal Administrative Analyst, 387-4886) on August 7, 2026.