TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve the Second Amendment to the NetDocuments Software as a Service Agreement By and Between the City of North Port, Florida, and NetDocuments for AI300 - ndMax Enterprise Services in the Initial Amount of $8,100.48.
Recommended Action
Option 1: Approve the Second Amendment to the NetDocuments Software as a Service Agreement by and between the City of North Port, Florida, and NetDocuments for AI300 - ndMax Enterprise Services in the initial amount of $8,100.48.
City Commission Options
Option 1: Approve the Second Amendment to the NetDocuments Software as a Service Agreement.
• Pros: Allow staff to utilize artificial intelligence (A.I.) features of the existing NetDocuments Software.
• Cons: Uses funds that could otherwise be utilized elsewhere.
Option 2: Deny the Second Amendment to the NetDocuments Software as a Service Agreement.
• Pros: Funds could be allocated elsewhere.
• Cons: Staff will not be able to utilize the A.I. features of the existing NetDocuments software.
Background Information
During the City Commission Regular Meeting on July 28, 2020, the Commission approved NetDocuments Order Form and Software as a Service Agreement in the amount of $4,500.00 for Document Management Services for the City Attorney's Office and approved the Service Level Agreement with Mainbrace Consulting, LLC in the amount of $3,672.00 for Implementation and Conversion of Files for NetDocuments Document Management Services for the City Attorney's Office.
During the City Commission Regular Meeting on April 26, 2022, the Commission approved the First Amendment to the NetDocuments Software as a Service Agreement, Amending the date of the renewal term to coincide with the start of the City’s Fiscal Year at no additional cost to the City.
This Second Amendment will amend the agreement to include AI300 - ndMAX Enterprise Services with an annual cost for 8 users of $8,100.48. Billing for these services will be pro-rated for the time of purchase. Additional users can be added at the then-current price of Customer’s existing Internal Users of each of the applicable Add-On Services. NetDocuments may increase subscription fees by up to 7% once per renewal term.
NetDocuments is Cloud based document management software. This is independent document management software for creating, editing, viewing, storing, accessing and sharing documents under secure data protection. The Second Amendment will allow staff the use of the AI-powered, legal-specific technology integrated directly into the NetDocuments cloud document management system. It is designed to bring artificial intelligence to legal content, allowing lawyers to automate, summarize, review, and draft documents without moving sensitive data outside of the secure NetDocuments environment. NetDocuments A.I. automates routine, time-consuming tasks such as contract analysis, document summarization, and data extraction, allowing legal professionals to focus on high-value work. The use of these features will increase efficiency of the City Attorney’s Office by assisting with the automation of tasks.
The Second Amendment to the NetDocuments Software as a Service Agreement by and between the City of North Port, Florida, and NetDocuments for AI300 - ndMax Enterprise Services in the initial amount of $8,100.48 has been reviewed by the City Attorney and is legally correct as to form.
The Second Amendment to the NetDocuments Software as a Service Agreement by and between the City of North Port, Florida, and NetDocuments for AI300 - ndMax Enterprise Services 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
Funds for the annual subscription fee are budgeted in the Fiscal Year 2026 budget, account no. 001-0200-514.54-00.
Procurement
These services were procured pursuant to the Code of the City of North Port, Florida, Chapter 2 Administrative, Article VII Procurement, Section 2-407, Sole Source guidelines and Administrative Best Practices.
Attachments:
1. Second Amendment
2. First Amendment
3. Software as a Service Agreement
4. Procurement Request
Prepared by: Rachel Cigich, Business Services Coordinator
Department Director: Michael Fuino, B.C.S., City Attorney