A motion for spending authority for the purchase of various litigation support services for the Legal Department in the following amounts: Carol Davis Reporting for court reporting services in the amount of $100,000; Carol Davis Reporting for record retrieval and videography in the amount of $100,000; Court Record Research, Inc. for process serving and subpoena services in the amount of $75,000; Discovery Resource for record retrieval in the amount of $75,000; and Discovery Services of Texas for record retrieval in the amount of $85,000.
Background:
The City Attorney recommends City Council approve spending authority in the maximum amounts below and authorize the City Attorney to issue purchase orders to the identified vendors, as necessary, for the purchase of the services described below for the Legal Department. The spending authority is expected to fund the City’s litigation support needs for three years.
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Vendor
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Service
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Maximum Amount
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Carol Davis Reporting
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Court Reporting
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$100,000
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Carol Davis Reporting
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Record Retrieval and Videography
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$100,000
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Court Record Research, Inc.
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Process Serving and Subpoena Services
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$75,000
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Discovery Resource
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Record Retrieval
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$75,000
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Discovery Services of Texas
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Record Retrieval
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$85,000
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The court reporting services include but are not limited to attending and preparing stenographic, video, or audio records of depositions, hearings, or trials; collecting and organizing exhibits for deposition transcripts; providing originals and copies of transcripts to parties in accordance with the Texas Rules of Civil Procedure; assisting in preparing exhibits for hearings and trials; and any other related service that is requested by the City Attorney.
The record retrieval services include but are not limited to drafting and serving subpoenas, notices, or other documents; requesting and obtaining records pertaining to medical, employment, or payroll; organizing and Bates-stamping records for preparation and submission to the City Attorney; filing certifications to the court; serving as a liaison between the requester and the records holder; and any other related service that is requested by the City Attorney.
The process serving and subpoena services include but are not limited to drafting and serving subpoenas, notices, and other documents; requesting and obtaining, via authorization, subpoenas, summonses, or other documents required for service of process or subpoenas for service of lawsuits, administrative or other proceedings; preparing affidavits or statements that subpoenas, summonses, or other documents have been served or reflecting unsuccessful attempts to serve process, subpoenas, summonses or other documents; filing affidavits, notices, subpoenas, or other documents with courts; serving as a liaison between the requestor and individuals to be served by passing communications between individuals to be served and requestor so that each request can be completed, cancelled, modified, or otherwise handled; and any other related service that is requested by the City Attorney.
Hire Houston First: The purchases are 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.
Pay or Play: For purchase orders where the total expenditure equals at least $100,000, the vendor will comply with the City’s Pay or Play ordinance regarding health benefits for employees of City contractors.
M/WBE Information: These expenditures are exempt from the City’s M/WBE subcontracting goals as each expenditure does not exceed the $100,000.00 threshold.
Fiscal Note: Funding for this item is included in the FY2024 Adopted Budget. Therefore, no Fiscal Note is required as stated in the Financial Policies.
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Arturo G. Michel, City Attorney
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Estimated Spending Authority
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DEPARTMENT
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FY2024
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OUT YEARS
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TOTAL
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Legal Department
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$145,000.00
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$290,000.00
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$435,000.00
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