Title
Document Retrieval Services - Letter of Agreement to Extend Requirements Contract for Litigation and Claims with Compex Legal Services, Inc. (Ordinance S-50080)
Description
Request to authorize the City Manager, or his designee, to enter into a Letter of Agreement with Compex Legal Services, Inc., (Compex) to continue to provide document retrieval services, such as medical bills and other records related to litigation or notice of claims for the Law Department. No additional funds are needed beyond the aggregate amount of $98,000 previously approved via Ordinance S-47400. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The purpose of this Letter of Agreement is to continue document retrieval services with Compex, that pull all relevant documents for litigation and notice of claims such as medical, hospital, billing, payroll, personnel, insurance claims, Medicare, Veterans Affairs, Social Security, police departments, fire departments, Occupational Safety and Health Administration (OSHA), employment and educational records. Those records are provided to the Law Department as related to cases in litigation, or where the City has received a Notice of Claim, to assist in evaluation of the case and for discovery purposes.
The Letter of Agreement is required to provide the Law Department these services until December 31, 2023, and allow for a new procurement for these services to occur.
Procurement Information
Legal services are exempt from the Procurement Code. Nevertheless, the Law Department originally obtained four quotes, and Compex was selected. This Letter of Agreement is required to continue document retrieval services critical to the Law Department while a new procurement can occur.
Contract Term
The term of the Letter of Agreement will begin on or about Aug. 28, 2023, and expire on Dec. 31, 2023.
Financial Impact
The aggregate amount of the Letter of Agreement will not exceed $98,000. No additional funds are needed.
Concurrence/Previous Council Action
The City Council previously approved these services with Compex:
- Document Retrieval Services - Contract 153673 (Ordinance S-47400) on March 17, 2021.
Department
Responsible Department
This item is submitted by City Manager Jeffrey Barton and the Law Department.