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AGREEMENT WITH ASSEMBLY SOFTWARE LLC
FOR A LEGAL CASE MANAGEMENT SYSTEM
City Council
November 19, 2024
City Attorney’s Office
RiversideCA.gov
2 • For over 25 years, the City Attorney’s Office (CAO) has relied
on CityLaw as its Legal Case Management
System
(CMS), to manage all litigation, public safety,
and transactional assignments.
• The system has become obsolete and increasingly
problematic, hindering
our ability to manage service
requests, documents, calendars, and workflows
efficiently.
BACKGROUND
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CC Date: 11-19-24
Item No.: 22
11/15/2024
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3 • In January 2024, staff issued Request for Proposals 2238 to identify a comprehensive CMS to meet the CAO’s current needs.
• After a thorough evaluation, the panel unanimously selected JusticeNexus by Aeon Nexus Corporation as the preferred option. However, despite satisfying all technical requirements, the proposal’s annual cost of $327,658 significantly exceeded our budget for this project, and negotiations for a lower price were unsuccessful. • Bearing in mind fiscal responsibility, the decision was made to terminate RFP 2238 due to the remaining proposals' similarity to our current system. • In FY 23/24 Council approved $100,000 for year 1 implementation costs and $42,325 for yearly renewals. These funds were unused in FY 23/24 and were returned to the General Fund due to challenges faced with RFP 2238.
• The CAO budgeted $42,325 for subscription costs incurred in FY 2024/25 and these funds will be used to offset the implementation costs of this proposed system.
ADDITIONAL BACKGROUND
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4 • Upon termination of RFP 2238, staff from the City
Attorney’s Office conducted an extensive search for
alternative solutions and found Neos by Assembly
Software LLC.
• Following thorough software demonstrations and
reference checks, Assembly Software LLC offered the
best solution for the City Attorney’s Office, in terms of functionality and cost.
DISCUSSION
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5 NEOS BY ASSEMBLY SOFTWARE LLC
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6 WHY NEOS?
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7 AWARD-WINNING SOFTWARE SOLUTION
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8 NEOS OVERVIEW
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9 TRAINING AND SUPPORT
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10 TRANSITION TO NEOS
The CAO anticipates a 6-month transition. A
breakdown of project deliverables is shown above.
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11 ANTICIPATED COSTS
TotalFY 2025/26 through FY 2033/34FY 2024/25
$59,714.00-$59,714.00Implementation
$660,000.00$66,000.00(1) Annually$66,000.00Annual Subscription $719,714.00$66,000.00(1) Annually$125,714.00Total
Note: (1) Subject to not-to-exceed 2% annual increases, for the initial term and extensions. (Industry Standard Annual Increase is 5% )
Cost savings of over $2.5 Million over the
10-year term, compared to RFP 2238.
RiversideCA.gov
12 City of Riverside Strategic Priority No. 5
High Performing Government
Goal 5.2 - Utilize technology, data, and process improvement strategies to increase efficiencies, guide decision making, and ensure services are accessible and distributed equitably throughout all geographic areas of the City.
STRATEGIC PLAN ALIGNMENT
Community Trust
Equity
Fiscal Responsibility
Innovation
Sustainability & Resiliency
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13 That the City Council:
1. Approve the Professional Consultant Servi ces Agreement (Technology Services) with Assembly Software LLC, for a Case Management System, for a total amount of $719,714 over ten (10) fiscal years, with annual subscription renewals thereafter;
2. Approve annual subscription increases not-to-e xceed 2% per year for the initial 10-year term;
3. Authorize the City Manager, or his designee, to execute the Professional Consultant Services Agreement (Technology Services) with Assembly Software LLC, including annual subscription renewals and making minor and non-substantive changes; and
4. With at least five affirmative votes, authoriz e the Chief Financial Officer, or designee, to record a supplemental appropriation in the amount of $83,389 in the General Fund, City Attorney’s Office Software Purchase/Licensing account from available General Fund reserves.
RECOMMENDATIONS
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