June 20, 2023
City Attorney's Office
DATE: June 20, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Dave Aleshire, City Attorney
Alan M. Cohen, Senior Assistant City Attorney
Subject:
Agreements with iManage, LLC and O2 Cloudworks
Company for Cloud-based Document Management
FINANCIAL IMPACT: The City Attorney’s Office will incur approximately $38,000 in costs for licensing and data migration during the first year of implementation with additional annual costs of $24,000 for years two and three, for a total three- year contract amount not to exceed $86,100 (01151014-
400201).
PREVIOUS COUNCIL
ACTION:
Not Applicable
STATEMENT OF THE
ISSUE:
The City Attorney’s Office is seeking authority to procure a cloud-based document management platform to store,
retrieve, catalog, and track its transactional, advisory, and litigation portfolios using iManage Work 10 with O2 Cloudworks installing and maintaining the system.
RECOMMENDED ACTION:
APPROVE agreements with (1) iManage, LLC. in an
amount not to exceed $72,000, and (2) O2 Cloudworks
Company in an amount not to exceed $14,100, for the
purchase, installation, and maintenance of the cloud-
based iManage Work 10 document management
platform, with terms commencing July 1, 2023, and
ending June 30, 2025, for a total project amount not to exceed $86,100 – City Attorney’s Office (Dave Aleshire
510-620-6509).
AGENDA
REPORT
June 20, 2023
DISCUSSION:
The City Attorney’s Office currently uses paper copies, electronic Word templates, Excel spreadsheets, and Outlook for document management and assignment tracking. The City Attorney’s Office has been evaluating software solutions designed to modernize and more efficiently manage the large number of documents created or processed by its staff. Over the course of the last six months, City staff researched a variety of solutions to more expeditiously store, retrieve, catalog, and track its transactional, advisory, and litigation portfolios. The proposed system will be used to transition the bulk of the City Attorney’s Office workflow to a digital platform allowing it to more efficiently manage its workflow.
As part of its evaluation of various document management systems, the City Attorney’s Office obtained recommendations from several public agency law practices. After additional research, City staff then selected several vendors and participated in detailed product demonstrations.
Among the factors evaluated were ease of implementation and use, compatibility with existing systems, start up and subscription costs, and optical character recognition capabilities. Both administrative and attorney staff members participated in the software demonstrations, evaluating the following proficiencies:
User-friendly, responsive and intuitive, and graphical interface. Application, technical, and administration training.
Ongoing, 24x7 support and maintenance.
The ability to categorize, search, and preview a variety of digital document formats (PDF, Doc, JPEG, TXT).
Ability to redact, version, and save originals.
Ability to generate batch letters, forms, and other documents, and populate forms with appropriate data from within the file management system. Ability to perform optical character recognition (OCR) all document formats saved in the file system.
Ability to limit and preferably eliminate redundant data entry. Ability to access and utilize new file management system remotely on mobile or other wireless device at any location. Users must have the ability to work “offline” to not only read files but update and complete tasks remotely. Contract Management: the ability to track City contract end dates, renewal dates, and end dates with task and calendar reminders.
Email Management: Ability to sort and link emails to the file, sync calendars and tasks, pull and update court dates from and integrate with Outlook.
After evaluating the software of four document management service (“DMS”) vendors, the iManage Work 10 platform was selected as the preferred choice both because of its wide implementation in the legal field and the familiarity of its interface.
June 20, 2023
A document management service (“DMS”) like iManage, creates a database with information about the documents (called “metadata”) where details such as key words, dates, document types, and other information are all recorded.
iManage is a popular vehicle for electronic document management and has multiple add-on modules including workflow business process automation and electronic forms.
It is compatible with the City’s existing enterprise technology solutions, and its use will improve the retention and security of important documents and records. Records that have already been scanned or electronically archived can be directly imported into iManage. The software contains a natural language-based search capability to find content quickly and refine using filters. iManage integrates with Outlook to increase efficiency. All documents contained in iManage are text searchable. The software contains intuitive tools for internal or external collaboration, allowing the City Attorney’s Office to more efficiently collaborate with both internal clients and outside stakeholders.
The software is entirely cloud based and contains robust security tools. Lastly, it allows. for full mobile access enabling users to work when and where they need to.
iManage Work Cloud functionality includes:
iManage
Microsoft Office & Adobe Integration
iManage Work Web Interface
Outlook Integration
Email Management for Outlook with suggestive filing
Automatic Email Attachment Recognition
Offline access to documents and e-mails
iManage Control Center for administrative duties
Storage for all documents
High Availability, Backup and Disaster Recovery
24x7 support
The contract term desired is for the initial implementation and system maintenance would be supported for a period of three (3) years. The City Attorney’s Office will incur approximately $38,000 in costs for licensing and data migration during the first year of implementation with additional annual costs of $24,000 for years two and three for a total three-year contract amount not to exceed $86,000.
O2 Cloudworks Company, which is a boutique woman-owned technology company, has helped law firms and legal departments transition from a legacy Server-based system to a next-generation iManage Cloud-based Document system. O2’s proposal includes a fixed fee for migrating existing data into iManage, and a training component for a one- time total implementation cost of $14,100. Thereafter, the monthly subscription cost will be $2,000 per month which is billed annually. iManage has provided a quote for a 36mo/3yr term. The total cost for the project including implementation is $86,100.
PROCUREMENT PROCESS:
June 20, 2023
In addition to iManage, the City Attorney’s Office also reached out to and received demonstrations and quotes from three other vendors, NetDocs, ProLaw, and CityLaw.
Of the three other vendors, NetDocs was the most similar to iManage, but its storage options were somewhat limited. ProLaw and CityLaw provided a suite of tools but lacked certain OCR capabilities. None of the other three vendors could offer the integration and natural language information retrieval systems that iManage offers.
Additionally, iManage’s wide adoption at both private law firms and in-house City Attorney’s Offices such as Alameda County Counsel, City of Oakland, City of Fresno, City of Santa Ana, and the City of Newport Beach also convinced City staff that it would be a good fit.
DOCUMENTS ATTACHED:
Attachment 1 – [Proposed] iManage Original Contract
Attachment 2 – [Proposed] O2 Cloudworks Contract