Title
Software Services Agreement with Nextpoint (Ordinance S-48070)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Nextpoint LLC 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 $61,950. 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
Nextpoint 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 large volume document sorting and native file categorizing. The City currently does not have the capacity to process and redact this type of large volume document production without reverting all files into Adobe Acrobat which is time consuming and not conducive to quick redaction, indexing or sorting.
This is off the shelf software and Nextpoint is asking for limitation of liability and exceptions to the City's indemnification clauses, which requires a waiver of the City Code, section 42-18. The risk 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 Nextpoint was the best value. The cost of the software is based on up to 8 licensed users with 5 hours of support per month, for 24 months and one time $750 charge for training and implementation.
Contract Term
The contract term is 18 months with an option for a six month extension, starting on Oct. 28, 2021. If the project terminates prior to that time, then the contract will not incur charges.
Financial Impact
The contract value will not exceed $61,950 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.