Title
Software Services Agreement with Relativity (Ordinance S-48215)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Relativity ODA LLC (Relativity) for e-discovery software to assist the City in responding to the request for documents from the Department of Justice (DOJ), in an amount not to exceed $335,000. Also requesting a waiver of Phoenix City Code, section 42-18. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
Relativity offers a cloud based e-discovery software tool. Many law firms and government organizations use e-discovery software to organize, sort, redact, bates label and categorize document production for litigation. The City has relied upon outside counsel and vendors for this function. The DOJ investigation will require a large volume of document sorting and native file categorizing. The City currently does not have the capacity to process and redact this type of volume document production without reverting all files into Adobe Acrobat, which is time consuming and not conducive to efficient redaction, indexing or sorting.
Relativity is cloud-based software. Relativity is asking for limitation of liability and exceptions to the City's indemnification clauses, which requires a waiver of the Phoenix City Code, section 42-18. The risk to the City is low since the City controls the data and this software is not specific to the City.
This software will save City staff hours in production time and will also assist the City to organize, index, redact and search the documents. The Law Department has worked with the Information Technology Services Department on a Business Investment Request (#4399), which has been approved.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, seven quotes were obtained and Relativity was the best value to the City. The cloud provides unlimited data, with no restrictions and does not need City of Phoenix technology resources. The cost of the software is based on an average of five licensed users per month, with training and unlimited support for three years, and $15,000 one-time fee for initial training. The three year contract option saves the City approximately $60,000 from an annual contract and $100,000 over the monthly pay-as-you-go option. However, with data storage and processing as part of the charges the City will incur, the total cost is an estimate.
Contract Term
The contract term is three years, starting on Dec. 16, 2021.
Financial Impact
The contract value will not exceed $335,000 and funds are available in the Law Department's budget.
Department
Responsible Department
This item is submitted by City Manager Jeffrey Barton and the Law Department.