Title
Document Management System Contract - RFA 26-0040 Request for Award (Ordinance S-52512) - Citywide
Description
Request to authorize the City Manager, or his designee, to enter into a contract with NetDocuments Software, Inc. to provide document management system software for the Law Department. Further request exception to the indemnity and assumption of liability provisions of Phoenix City Code Section 42-18, pursuant to Phoenix City Code Section 42-20. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $1,500,000.
Report
Summary
This contract will provide Document Management System (DMS) software for the Law Department. NetDocuments is the Law Department's current DMS. It is integrated with the major electronic case management system for the Civil Division. The Law Department relies on a DMS to manage not only contracts, ordinances and other legal documents but also litigation and investigatory case related documents.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Without Competition.
NetDocuments is the Law Department's DMS. This DMS is integrated with the Civil Division electronic case management system. Entering this contract will benefit the Department by not changing its DMS after recent implementation.
Contract Term
The contract will begin on or about December 17, 2025, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value will not exceed $1,500,000 for the five-year maximum aggregate term. Funding is available in the Law Department's operating budget.
Department
Responsible Department
This item is submitted by City Manager Ed Zuercher and the Law Department.