S21-N29232 - Approve the sole source purchase from Aderant North America, Inc. for the Aderant Total Office software upgrade in the total amount of $19,050.00 for the Legal Department.
Specific Explanation:
The City Attorney and the Chief Procurement Officer recommend that City Council approve the purchase for the Aderant Total Office software upgrade from Aderant North America, Inc. in the total amount of $19,050.00 for the Legal Department, and that authorization be given to issue a purchase order.
In 2006, the Legal Department purchased perpetual software licenses for an integrated records/claims management database system referred to as "Client Profiles" from the software publisher Aderant North America, Inc. Currently, the Legal Department uses version 8.5 of Client Profiles. This agreement is for an upgrade of version 8.5 of Client Profiles to a new product, “Aderant Total Office v. 9.1” (ATO) that is designed also to work with current versions of Microsoft technologies.
Version 8.5 of Client Profiles operates on an outdated server operating system, database server, and end user operating system that will no longer be supported by Microsoft beyond January 14, 2020. It also is not compatible with newer supported versions of server and PC operating systems. Further, Houston IT Services (HITS) is requiring all departments to migrate to supported versions of server, database, and end user operating systems to remain in compliance with the City’s IT security policies. To do so, version 8.5 of Client Profiles must be updated to ATO, Aderant’s latest software and one which is integrated with current versions of Microsoft technologies. Accordingly, this agreement governs the software upgrade from version 8.5 of Client Profiles to ATO.
The ATO upgrade is built on the Microsoft technologies framework, which permits the users to function both within the case management environment and Microsoft Office Suite. The ATO upgrade includes a document management system that provides for all case related documents to be attached to an electronic case file, organized by document type, sub-type, version and user or practice group. It includes numerous features such as document view, full-text searching, conversion of Word and WordPerfect documents to PDF, as well as conversion of scanned documents to TIFF, PDF, Word, or plain text. It also provides functionality to define document types and sub-types permitting further customization within the litigation and transactions sections of the Legal Department.
During FY2020 the Legal Department previously issued a manual payment voucher for support from Aderant North America, Inc. totaling $42,105.00. With the issuance of this purchase order for $19,050.00, the aggregate total spend will be $61,155.00, and therefore requires City Council approval.
This recommendation was made pursuant to Chapter 252, Section 252.022 (a) (7) (A) a procurement of items that are available form only one source because of patents, copyrights, secret processes, or natural monopolies of the Texas Local Government Code for exempted procurements.
MWBE
This procurement is exempt from the City's M/WBE subcontracting goals as the total expenditure amount does not exceed the $100,000.00 threshold.
Hire Houston First:
This procurement is exempt from City’s Hire Houston First Ordinance. Bid/proposal were not solicited because the department is utilizing a sole source contractor for this purchase.
Fiscal Note:
Funding for this item is included in the FY2020 Adopted Budget. Therefore, No Fiscal Note is required as stated in the Financial Policies.
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Jerry Adams, Chief Procurement Officer Department Approval Authority Signature
Finance/Strategic Procurement Division
Estimated Spending Authority
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Department
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FY19
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Out Years
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Total
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Legal
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$ 19,050.00
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$ 0.00
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$19,050.00
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