Title
Possible Approval of Contract for General Services, Agreement No. AGR27-805 with Complete Discovery Source, Inc. (CDS), for a Term of Five (5) Years, in the Amount Not to Exceed $3,405,000 plus Applicable Gross Receipts Tax, for Subscription to Relativity aiR and CDS’ Proprietary Tools for eDiscovery Services
Recommended Action
I move that Council approve agreement no. AGR27-805 with Complete Discovery Source, Inc. (CDS), for a term of five (5) years, in the amount not to exceed $3,405,000.00 plus applicable gross receipts tax, for the subscription to Relativity aiR and CDS’ proprietary tools for eDiscovery services.
County Manager's Recommendation
The County Manager recommends that Council approve AGR27-805 with Complete Discovery Source Inc. as requested.
Body
The County’s Records Information Management (RIM) division requires an expedient and accurate solution for Inspection of Public Records Act (IPRA) requests in accordance with the New Mexico Inspection of Public Records Act, the New Mexico Attorney General’s Office, and Los Alamos County Policy #310 - RIM Governance Policy.
AGR27-805 (attachment A) enables CDS to deliver Los Alamos County a comprehensive, end-to-end eDiscovery solution by deploying Relativity aiR. This platform offers robust features designed to streamline electronic discovery processes, ensuring efficiency and compliance with legal and regulatory requirements. In addition to Relativity aiR’s core capabilities, the County will have access to CDS’s proprietary tools, which are engineered to further enhance user experience and optimize workflow management.
By utilizing Relativity aiR and CDS’s specialized tools, the County will gain a secure, scalable, and compliant eDiscovery platform that streamlines workflows and boosts efficiency. The County will also benefit from expert guidance, industry’s best practices, and improved legal and regulatory outcomes to meet current and future e-Discovery challenges by ensuring the County’s Legal and RIM teams are equipped with state-of-the-art technology and support.
The initial term of this agreement is five years, subject to a not-to-exceed amount. The agreement includes two optional five-year extensions. Costs for the extensions are not included in the current not-to-exceed amount because GSA pricing may change. If the County determines that an extension is beneficial, then a proposed amendment will be brought to the County Council for review and possible approval.
Attachment B is the presentation slide deck.
Alternatives
Continue to utilize current software and outsource contractual document review services
Fiscal and Staff Impact/Planned Item
Year-one cost of AGR27-805 is included in Information Management’s adopted FY27 budget. Subsequent annual costs will be proposed per fiscal year for review and approval.
Attachments
A - AGR27-805 Complete Discovery Source, Inc.
B - AGR27-805 CDS Presentation Slides