Agenda Item
City Council
Item #: 3.4. 10/10/2023 File #: 23-0657
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Mike Vigliotta, City Attorney
1. SUBJECT
Agreement with West Publishing Corporation for acquisition and maintenance of ProLaw comprehensive legal case management system.
2. SUMMARY
The agreement with West Publishing Corporation, for an amount not to exceed $60,000, is for the acquisition of ProLaw software, a comprehensive legal case management solution that will greatly enhance the efficiency and effectiveness of the City Attorney’soffice in handling legal matters. This software is designed to streamline case management and document handling, ultimately leading to improved service delivery.
3. RECOMMENDED ACTION
1. Authorize the appropriation of $25,000 from the Liability fund (740) unreserved fund balance to expenditure account 740.0301.51600.00000 - Legal Services.
2. Approve the Agreement with West Publishing Corporation in the amount of $60,000 for acquisition and maintenance of ProLaw comprehensive legal case management system and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this agreement will be funded by the General Fund (100) for $10,000 in account number 100.0301.53301.00000 and $50,000 by the Liability Fund (740) in account 740.0301.51600.00000. Funding from the General Fund (100) was included in the FY24 budget adoption. Upon approval of the additional appropriation in the Liability Fund (740), the estimated fund balance on June 30, 2024, will be $1,092,354.
5. STRATEGIC PLAN GOALS
Goal 2: Be a Fiscally Healthy Community
d. Effectively manage and develop City assets.
e. Create an environment to attract, retain and expand economic opportunities.
Goal 4: Provide outstanding public service
c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
The City Attorney’soffice is currently utilizing a make-shift file sharing process with the only tools currently available via Microsoft Office. Legal filings require a large volume on interdependent data such as case files, photographs, videos, legal research and depositions. As the volume of cases, City of Orange Printed on 10/5/2023Page 1 of 2
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Item #: 3.4. 10/10/2023 File #: 23-0657
such as case files, photographs, videos, legal research and depositions. As the volume of cases, and therefore connected documents, has grown, the improvised system has become unwieldy and increasingly inefficient. If the office is to effectively advise, protect and defend the City in legal matters, it is imperative to have a dedicated software system, specifically designed to manage the complexities of legal filings and enables standard tracking, secure file searches and seamless electronic information sharing.
ProLaw is a comprehensive, all-in-one legal management solution that seamlessly integrates case and matter management. The software offers features unmatched by any other case management software in the market. Some of its key advantages encompass case management, compliance and reporting, document automation, and integration capabilities. ProLaw establishes a centralized platform for case tracking, document management, and communication, fostering collaborative work environments. It equips staff with tools to ensure compliance with legal requirements and reporting obligations, while its document automation features significantly expedite the creation of routine legal documents. The system also integrates with Microsoft Outlook, which is already in use Citywide.
ProLaw assumes a pivotal role in litigation in that it enables efficient creation, editing, and sharing of litigation documents, including pleadings, answers, disclosures, and settlement agreements.
Additionally, it facilitates secure access and maintenance of records, safeguarding the City through proper file management. ProLaw's records management capabilities mitigate legal, regulatory, and compliance risks. Its robust legal calendaring solution empowers staff to consolidate all dates, events, and documents related to a matter in one organized platform.
It's important to note that ProLaw is exclusively provided by Elite, a Thomson Reuters business, operating under the entity West Publishing Corporation. As a sole source vendor, ProLaw's Government Enterprise application is available exclusively through West Publishing Corporation.
There are no resellers involved in the acquisition process.
The implementation of the ProLaw software management system will empower the City to meet current compliance requirements and enhance operational efficiency. Under the West Publishing Corporation agreement, ProLaw will be acquired, providing a robust document management system capable of storing electronic case data, enabling easy internal access. All records will be searchable and readily shareable. West Publishing Corporation will oversee the installation, implementation, and staff training on the software.
Upon approval, the initial investment for ProLaw will cover licensing, implementation, training, and support resources, ensuring staff can fully leverage the software's benefits. Subsequent maintenance and support costs are estimated at approximately $1,800 annually and will be included in the annual budget process.
Given these compelling advantages, staff strongly recommends acquiring ProLaw and authorizing the agreement with West Publishing Corporation.
7. ATTACHMENTS
· Agreement with West Publishing Corporation
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