Title
Legal Document Retrieval Services - Legal Document Retrieval Services Agreement for Litigation and Claims with DocuTraK, LLC (Ordinance S-50735)
Description
Request to authorize the City Attorney, through the City Manager or his designee, to enter into an agreement with DocuTrak, LLC (DocuTraK), to provide legal document retrieval services, such as medical bills and other records related to litigation or notice of claims for the Law Department. The aggregate amount will not exceed $225,000 for a five year agreement. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The purpose of this agreement is for document retrieval related to litigation or notice of claims to pull all relevant documents such as medical, hospital, billing, payroll, personnel, insurance claims, Medicare, the United States Department of Veterans Affairs (VA), Social Security, police departments, fire departments, the 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.
Procurement Information
Legal services are exempt from the Procurement Code. Nevertheless, the Law Department sought quotes from multiple vendors. DocuTraK was the only responsive offeror and was selected. Moreover, in accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved determination memo where there was insufficient time for competition as a result of only one responsive offer being received and the critical need for these contracted services to be in place for the Law Department.
Contract Term
The term of the Legal Services Agreement will begin on or about March 20, 2024, for five years.
Financial Impact
Funds are not anticipated to exceed $225,000 for the five-year term.
Department
Responsible Department
This item is submitted by City Manager Jeffrey Barton and the Law Department.