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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />MAY 15, 2018 <br />CLERK OF COUNCIL USE ONLY: <br />TITLE: <br />APPROVED <br />APPROVE AGREEMENT WITH BLUE <br />0❑ <br />TECHNOLOGIES SMART SOLUTIONS TO <br />INSTALL AND IMPLEMENT WANAGE <br />p <br />DOCUMENT MANAGEMENT SYSTEMS <br />0 <br />{STRATEGIC PLAN NO. 7,5} <br />RECOMMENDED ACTION <br />As Recommended <br />As Amended <br />Ordinance on 151 Reading <br />Ordinance on 2nd Reading <br />Implementing Resolution <br />Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and the Clerk of the Council to execute an agreement with Blue <br />Technologies Smart Solution (BTSS), upon approval by the City Council, to install and implement <br />iManage Document Management Systems, for a term beginning June 1, 2018 through July 31, <br />2021, subject to non -substantive changes approved by the City Manager and City Attorney. The <br />June 1, 2018, start date reflects the implementation period with a scheduled start date for the <br />iManage system to be functional by August 1, 2018. The effective period for the iManage <br />subscription will be a three (3) year period from August 1, 2018 until July 31, 2021. The total <br />amount to be expended for the term of the agreement shall not exceed $120,845, which includes <br />a contingency amount of $12,000 to pay for additional services related to the implementation costs. <br />DISCUSSION <br />In 2016, the City Attorney's Office renewed its agreement with Thompson Reuters, a subsidiary of <br />West Publishing Corporation, for its legal management and research software services known as <br />Concourse and Westlaw Next. Concourse has provided to the City Attorney's Office ("CAO") a <br />legal and document management system to maintain its case files, legal research and related <br />materials to allow the department a method to provide reliable and efficient methods to locate case <br />materials: Unfortunately, the CAO has met with repeated and on-going technical difficulties in the <br />use of Concourse which were not able to be resolved with Thompson Reuters. <br />In early 2017, the CAO requested presentations and quotes from three different vendors in the <br />industry to replace Concourse as a legal management system. The CAO focused its search on <br />several factors including: Ease of Use; Innovation in the Industry; Mobile Capabilities and the broad <br />application of the management systems for use within the department for the various work handled <br />involving litigation and transactional law. <br />25A-1 <br />