Title
Authorization to Enter into Agreement with Element Technologies, LLC (Ordinance S-50000)
Description
Request to authorize the City Manager through the City Attorney, or his designee, to enter into an agreement with Element Technologies, LLC, as a technology consultant to assist with the onboarding of NetDocuments, a cloud-based technology solution procured by the Law Department to serve as a Document Management System (DMS). Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Law Department has an on-premise DMS that is being replaced by a user-friendly cloud based system, NetDocuments. NetDocuments works with an implementation partner, Element Technologies, to merge the data from the existing DMS into the new platform, assisting with the implementation and configuration of the documents. Element Technologies will review the data, work with staff to design the migration strategy, build the repository, test the import, execute the migration and provide training to the employees on the new system.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, the City completed a cooperative procurement of NetDocuments. NetDocuments provided the option of two consultants it works with to onboard their technology solution. The proper implementation of NetDocuments as a document management system capable of integrating with other technology solutions is critical to the operation of the Law Department. Element Technologies submitted a more cost-effective proposal and has the required experience to integrate NetDocuments with ProLaw, which is the Law Department’s case management system that must also be integrated with NetDocuments.
Contract Term
The contract term will be a two year term from June 30, 2023, through June 29, 2025.
Financial Impact
The contract value will not exceed $200,000 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.