Department: Purchasing
Department Head/Elected Official: Paige McInnis
Regular or Supplemental RCA: Regular RCA
Type of Request: Contract - Amendment
Project ID (if applicable): 220355
Vendor/Entity Legal Name (if applicable): Synaptec Software, Inc. dba LawBase
MWDBE Contracted Goal (if applicable): 0%
MWDBE Current Participation (if applicable): N/A
Justification for 0% MWDBE Participation Goal: 0% - Non-Divisible
Request Summary (Agenda Caption):
title
Request that the County Judge execute an amendment to an agreement with Synaptec Software, Inc. dba LawBase in the additional amount of $58,000 to update the statement of work for additional services for Matter Management System (MMS) for the County Attorney’s Office for the period of January 9, 2024 - Final System Acceptance (FSA) issued by Harris County (HC) (220355), Justification for 0% MWDBE Participation Goal: 0% - Non-Divisible.
end
Background and Discussion:
On January 9, 2024 Commissioners Court approved a subscription-based turnkey matter management solution for the County Attorney’s Office (CAO), replacing an outdated and ineffective system in place for almost two (2) decades. The new solution offers upgrades in the following areas:
• Improve the CAO’s attorneys and support staff’s overall office productivity by becoming more efficient in matter management allowing the department to handle a greater workload without increasing staff.
• Streamline the management of documents, emails and other information related to the CAO’s business activities through the use of integrated workflows, document sharing, document assembly, electronic document management, calendaring and scheduling functionality.
• Improve the CAO’s capability to better communicate with clients and vendors (including outside counsel) and provide immediate information on matter management status resulting in a quicker turn around on work product delivery.
• Provide a more effective means for the CAO to manage all aspects of the agency’s legal matters including the ability to track and report on numerous types of legal matter assignments, outside legal expenses, in-house and outside counsel effectiveness, key dates, matter status and historical matter outcomes.
Expected Impact:
The impact will allow the CAO to manage matters more efficiently, keep better data, and to continue to implement the in-house ad-valorem tax collection.
Alternative Options:
No other recommended solution for this identified need.
Alignment with Goal(s):
_ Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
_ Governance and Customer Service
Prior Court Action (if any):
|
Date |
Agenda Item # |
Action Taken |
|
4/19/2023 |
356 |
Stopgap agreement approved |
|
1/9/2024 |
273 |
Award |
|
6/4/2024 |
336 |
Amendment No. 1 |
Location:
Address (if applicable):
Precinct(s): Choose an item.
|
Fiscal and Personnel Summary |
|
Service Name |
Matter Management System |
|
|
|
Current Fiscal Year Cost |
Annual Fiscal Cost |
|
|
Labor |
Non-Labor |
Total |
Recurring Expenses |
|
Funding Sources |
|
|
Existing Budget |
|
|
|
|
|
1000 - General Fund |
$ |
$ |
$ |
$ |
|
Commercial Paper |
$ |
$58,000 |
$58,000 |
$0 |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Current Budget |
$ |
$ |
$ |
$ |
|
Additional Budget Request (Requires Fiscal Review Request Form) |
|
|
Commercial Paper |
$0 |
$0 |
$0 |
$0 |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Additional Budget Request |
$ |
$ |
$ |
$ |
|
Total Funding Request |
$ |
$ |
$ |
$ |
|
Personnel (Fill out section only if requesting new PCNs) |
|
|
Current Position Count for Service |
0 |
0 |
0 |
0 |
|
Additional Positions Request |
0 |
0 |
0 |
0 |
|
Total Personnel |
- |
- |
- |
- |
Anticipated Court Date: October 29, 2024
Anticipated Implementation Date (if different from Court date):
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Contact(s) name, title, department: Mimi Han, Division Director - CAO; Margaret Obot, Sourcing Manager, Purchasing
Attachments (if applicable): Letter, Order