STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: December 11, 2024
COUNCIL DISTRICT(S): N/A
DEPARTMENT: City Attorney’s Office
EXECUTIVE: Tammy L. Palomino
______________________________________________________________________
SUBJECT
Title
Authorize a three-year cooperative purchasing service price agreement for litigation and pre-litigation support including legal document reproduction services, electronically stored information and electronic discovery services, and trial and pretrial support services for the City Attorney's Office with Delphi Legal Technologies, Inc. through the interlocal cooperative agreement with Dallas Area Rapid Transit - Estimated amount of $300,000.00 - Financing: Liability Reserve Fund (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement. This cooperative purchasing service price agreement will provide the City Attorney's Office with timely and high-quality electronic data discovery production, legal document reproduction, and copying services required to handle lawsuits and claims. Specific litigation support services that will be available include:
• Printing, binding
• Copying and finishing services
• Digitalization of paper documents
• Conversion of digital files into alternative formats
• Oversized maps, surveys, trial and hearing graphics and exhibits
• Media duplication
• Electronically stored information (ESI) and electronic discovery (e-discovery) services
o Data collection and preservation
o Data processing and culling
o Load file creation
o Database hosting, retrieval of ESI
o Document production management
o Training and licenses
o Privilege logs
• Coordination and knowledge of client processes
The agreement also allows for the hosting, storing, and accessing of electronically stored City files in e-discovery matters.
The Dallas Area Rapid Transit interlocal cooperative agreement is authorized by Chapter 791 of the Texas Government Code and Subchapter F, Chapter 271, Texas Local Government Code. Section 271.102 of the Texas Local Government Code which authorizes a local government to participate in a Cooperative Purchasing Program with another local government or a local cooperative organization.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On June 22, 2016, the City Council authorized a three-year service contract, with a two-year renewal option, for legal document reproduction services with Delphi Legal Technologies, Inc. by Resolution No. 16-1048.
On March 24, 2021, the City Council authorized Supplemental Agreement No. 2 to exercise the one two-year renewal option, to the service contract with Delphi Legal Technologies, Inc. for legal document reproduction services and to host and store city data for the City Attorney's Office by Resolution No. 21-0516.
The Government Performance and Financial Management Committee will be briefed by memorandum regarding this matter on December 10, 2024.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
Liability Reserve Fund |
$100,000.00 |
$100,000.00 |
$100,000.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$300,000.00 |
Professional Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Cooperative Purchasing Agreements. |
|
• Delphi Legal Technologies, Inc.- Local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Cooperative Purchasing Agreement |
• Cooperative purchasing agreements enable the City to associate with State agencies, other local governments, or local cooperative organizations comprised of other state and local governments, to leverage market buying power and enable the City to purchase goods or services at lower prices |
|
|
• The cooperative purchasing agreement is an alternative method of meeting the requirements for competitive bidding or competitive sealed proposals, not an exception from that requirement |
OWNER
Delphi Legal Technologies, Inc.
2001 Bryan St.
Suite 401
Dallas, TX 75201
Barry Bray, Owner