Title
Electronic Invoice Auditing Contract - EXC 23-016 - Request for Award (Ordinance S-50047)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Mitratech Holding, Inc., to provide ongoing electronic billing system and ancillary services such as data storage, service and maintenance for the Law Department. Further request an exception to the indemnity and assumption of liability of provision Phoenix City Code 42-18. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contracts will not exceed $192,000.
Report
Summary
This contract will provide a web-based electronic billing and audit system that will assist in auditing invoices from outside law firms. In addition, it will integrate with the ProLaw case management system and Risk Management's STARS system. The outside counsel firms pay a yearly subscription fee to Mitratech in order to submit invoices electronically with the City. This electronic billing system allows the City to pay invoices within 10 days and receive a 2 percent discount on fees from the subscribing firms.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, a waiver was requested since the system was customized to be integrated with the Law Department's ProLaw case management solution software and Risk Management's STARS system. It is in the best interest of the City to continue services with Mitratech, as the investment in programming and interface has already been made. It would not be cost effective to change providers which would require all new programming and integration with existing systems.
Contract Term
The contract will begin on or about July 1, 2023, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value for will not exceed $192,000 for the five-year aggregate term. Funding is available from the Self-Insurance Retention Trust.
Department
Responsible Department
This item is submitted by City Manager Jeffrey Barton and the Law Department.