M 2020-0125 DISCOVERY RESOURCE - $50,000.00, NELL McCALLUM & ASSOCIATES, INC - $50,000.00 and CAROL DAVIS REPORTING, RECORDS & VIDEO, INC - $50,000.00 for purchase of Record Retrieval Services for the Legal Department - $150,000.00 - Property and Casualty Fund

The City Attorney recommends that City Council approve spending authority in the amount not to exceed $150,000.00 for the purchase of record retrieval services for the Legal Department. Additionally, the City Attorney recommends City Council authorize purchase orders to be issued, as necessary, to Discovery Resource in the amount not to exceed $50,000.00, Nell McCallum & Associates, Inc., in the amount not to exceed $50,000.00 and Carol Davis Reporting, Records & Video, Inc., in the amount not to exceed $50,000.00 for the Legal Department. The spending authority is expected to support the City’s record retrieval services while the pending solicitation process for these services is concluded and an award recommendation is presented to City Council.

The record retrieval services include, but are not limited to, the following services related to various litigation or administrative matters: draft and serve subpoenas, notices, and/or other documents; request and obtain, via authorization, subpoena, or certificate of assurance, records pertaining to medical, employment, payroll, or any other records from third parties as requested; provide obtained records to the City Attorney with a completed deposition on written questions and/or business records affidavit; organize and Bates stamp records for preparation and submission to the City Attorney; file certifications to the court; serve as a liaison between the requester and the records holder; and any other related service that is requested by the City Attorney.

During FY2020, the Legal Department previously issued payments to Carol Davis Reporting, Records & Video, Inc., for $49,333.75, Nell McCallum & Associates, Inc., for $12,269.31, and Discovery Resource for $25,610.03. With the issuance of these purchase orders, the aggregate total spend for each vendor will exceed $50,000, and therefore requires City Council approval.

MWBE Information:
M/WBE Zero Percentage Goal document approved by the Office of Business Opportunity.

HIRE HOUSTON FIRST:
This procurement is exempt from the City’s Hire Houston First Ordinance based on the department’s determination that compliance with the ordinance would unduly interfere with contract needs.

FISCAL NOTE:
Funding for this item is included in the FY20 Adopted Budget. Therefore, no Fiscal Note is required as stated in the Financial Policies.




REQUIRED AUTHORIZATION:


______________________________________
Ronald C. Lewis, City Attorney