TO: Honorable Mayor & Members of the North Port Commission
FROM: Peter D. Lear, CPA, CGMA, City Manager
TITLE: Approve 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 Approve 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
Recommended Action
Approve 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 Approve 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
Background Information
The City Attorney’s Office operates as a paperless office, utilizing electronic resources to store and manage its files and documents. The office has used LegalFiles for this purpose since 2015; however, the City Attorney’s Office requires more functionality and abilities than LegalFiles is able to provide. The City Attorney’s Office has chosen Xakia case management software through the procurement process. It is more user friendly and will enable statistical and data retrieval not available with other software providers. Xakia has a monthly user fee but requires no contract. However, there is no document management component with Xakia, requiring a separate service for document management. The City Attorney’s office has procured NetDocuments for this purpose, through procurement. A component of NetDocuments is the migration of documents currently stored in Legalfiles and implementation of the NetDocuments software, both of which will be carried out by Mainbrace Consultants. Attached is an implementation clarification which justifies why no Request for Quote was issued for the migration of existing documents portion which is the additional agreement for review attached to this Agenda item.
The City Attorney’s Office has reviewed this contract for form and correctness.
Strategic Plan
Efficient & Effective Government
Financial Impact
$4,500.00 annual subscription fee to NetDocuments for five users, and a one-time fee to Mainbrace Consultants of $1,836.00 due upon ratification of contract, and a one-time fee to Mainbrace of $1,836.00 due upon completion of data conversion, totaling $3,672.00 to Mainbrace. This procurement will be paid out of the professional services account # 001-0200-514.31-05.
Procurement
NetDocuments was procured by issuing a Request for Quote to three Document Management vendors including NetDocuments, Fyler, and iManage.
Attachments:
1. NetDocuments and Mainbrace Contracts
2. NetDocuments and Mainbrace Procurement Form Quotes - Informal
3. Tabulation and Quotes
4. Implementation Clarification - NetDocuments
5. Sunbiz.org Division of Corporations - Mainbrace
Prepared by: Michael Golen, Assistant City Attorney
Department Director: Amber L. Slayton, City Attorney