TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 19, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 24-RFP-15, E-Discovery and Trial Support Services for a three (3) year period, with Cimplifi, LLC in an amount not to exceed $390,000.00, Account 101-30000-612430, Requisition 1623109
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Cimplifi, LLC for E-Discovery and Trial Support Services for a three (3) year period in an amount not to exceed $390,000.00.
The scope of work as set forth in the Request for Proposal (“RFP”) is to provide e-discovery and trial support services to the District’s Law Department. This includes e-discovery as a service including project management, processing, hosting, analysis and production of litigation case documents including electronically stored information, and paper documents requiring electronic conversion.
The District’s need for these services arises from the increased use of electronic means of communication and the transition from traditional paper to electronic documents. In the past, the District was ordered to use a hosted e-discovery service in litigation matters and anticipates that this will now be a standard court imposed requirement.
The RFP was advertised on October 9, 2024. Two Hundred and Fifty-Six (256) firms were notified, and twenty-nine (29) firms requested proposal documents. The District received proposals from the following two (2) firms: Modus E-Discovery, Inc. and Cimplifi, LLC.
The proposals were evaluated by a review team consisting of District staff from the Law and Procurement and Materials Management Departments. Following the preliminary evaluation of proposals, Modus E-Discovery, Inc. and Cimplifi, LLC were invited to interview on Wednesday, November 13, 2024. On November 18, 2024, a solicitation was sent to both proposers requesting an unqualified “best and final” offer. The “best and final” offers were returned to the Director of Procurement and Materials Management on November 22, 2024.
Based on the evaluation of the proposal, interview, and pricing, Cimplifi, LLC was determined to be suited to provide the required e-discovery and trial support services. The qualifications and experience of the firm was of considerable importance in the evaluation. The firm has the overall capability and individuals on staff that appear to be well suited to meet the District’s e-discovery and trial support service needs.
The estimated cost for the RFP is $130,000.00 for 2025, $130,000.00 for 2026, and $130,000.00 for 2027. The contract term for the e-discovery and trial support services will begin January 1, 2025, upon the award of the contract by the Board of Commissioners and execution of an agreement.
Affirmative Action Appendix A was not included in this RFP because the specialized nature of the services did not allow for direct or indirect subcontracting opportunities.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement with Cimplifi, LLC in an amount not to exceed $390,000.00. Funds for the 2025, 2026, and 2027 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Susan T. Morakalis, General Counsel, STM:EMA:nl
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management,
Respectfully Submitted, Marcelino Garcia, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for December 19, 2024
Attachment