TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve the Encoretech Change Order 1 By and Between the City of North Port, Florida, and Encoretech Global, Inc. for Additional ndMAX Professional Service Hours in the Amount of $2,500.00.
Recommended Action
Option 1: Approve the Encoretech Change Order 1 by and between the City of North Port, Florida, and Encoretech Global, Inc. for additional ndMAX Professional Service hours in the amount of $2,500.00.
City Commission Options
Option 1: Approve the Encoretech Change Order 1 by and between the City of North Port, Florida, and Encoretech Global, Inc. for additional ndMAX Professional Service hours in the amount of $2,500.00.
• Pros: Staff in the City Attorney’s Office will receive in depth training on how to use the upgraded features on their NetDocuments software, allowing for maximum efficiency.
• Cons: Uses funds that could possibly be utilized elsewhere.
Option 2: Deny the Encoretech Change Order 1 by and between the City of North Port, Florida, and Encoretech Global, Inc. for additional ndMAX Professional Service hours in the amount of $2,500.00.
• Pros: Funding will be available to be utilized elsewhere.
• Cons: Staff will only receive 4 hours of valuable training, which limits their ability to fully utilize the upgraded software features.
Background Information
NetDocuments released an upgrade to their document management software that allows for artificial intelligence add-on features to be utilized by customers. Staff in the City Attorney’s Office will be utilizing the upgraded features. Encoretech is an implementation partner for NetDocuments and offers training to NetDocuments customers on the upgraded features.
During the City Commission Regular Meeting held on September 9, 2025, the Commission approved the Statement of Work with Encoretech for four (4) hours of ndMAX Professional Services Training at no cost to the City of North Port.
Upon review of the final selection of NetDocuments products and number of users, it was determined that additional hours would be required for the level of training desired by the City Attorney’s Office. Change Order 1 allows the City to purchase 10 additional training hours, for a total of $2,500.00, that can be used over the course of 12 months.
This training will allow staff to understand the capabilities of the software, and the best way to utilize it to get maximum efficiency from it.
The Encoretech Change Order 1 has been reviewed by the City Attorney and is legally correct as to form.
The Encoretech Change Order 1 was submitted to the City Clerk’s Office on February 2, 2026, for signature, subject to City Commission approval.
Strategic Plan Pillar
Good Governance
Financial Impact
Funding in the amount of $2,500.00 for additional ndMAX Professional Service hours has been allocated in the Fiscal Year 2026 Budget, account number 001-0200-514.31-05.
Procurement
Encoretech Change Order 1 is being procured in accordance with the City Manager’s Procurement Administrative Policy.
Attachments:
1. Encoretech Change Order 1
2. Encoretech Statement of Work
3. September 9, 2025 Minutes
4. Laserfiche Request
5. Encoretech Florida Division of Corporations
Prepared by: Rachel Cigich, Business Services Coordinator
Department Director: Michael Fuino, B.C.S., City Attorney