title
PROPOSED CONTRACT
Department(s): Legal Department
Vendor: Abacus Data Systems d/b/a AbacusNext, San Diego, California
Request: Authorization for the Forest Preserves of Cook County (the “Forest Preserves”) to enter into and execute
Good(s) or Service(s): Legal database and case management system
Contract Value: $45,000.00
Contract Period: 8/1/2021 - 7/31/2022 with two (2) optional one-year extensions to be exercised at the discretion of the General Superintendent.
Estimated Fiscal Impact: FY 2021 $7,500.00; FY 2022 $7,500.00; FY 2022 $7,500.00 (optional from 7/31/2022); FY 2023 $15,000.00 (optional); and FY 2024 $7,500.00 (optional)
Accounts: Professional/Technical Membership Fees 51001.501790
Contract Number(s): N/A
Concurrences:
The Chief Financial Officer has approved this item. Final contract is subject to legal review and approval.
The Minority- and Women-Owned Business Enterprise Ordinance is not applicable due to the contract value per year being equal to or less than $25,000.00.
District(s): N/A
Summary: In 2016, the Forest Preserves of Cook County Board of Commissioners approved the Forest Preserves entering a contract with Abacus (Board No. 16-0117). Attorneys and other Legal Department staff utilize Abacus for case management services. The database is used to track the status of requests and assignments in the Legal Department. It also creates customized workflows, data reports and case management to ensure legal services are handled efficiently and effectively.
In 2020, due to the COVID-19 pandemic, there was a need for Legal staff to access the Abacus system remotely for operational continuity. The Forest Preserves entered a one (1) year sole source contract for Abacus cloud-based services which allowed Legal staff to track and access matters remotely. The Forest Preserves now seeks authorization to enter a new sole source contract to continue using the Abacus software. The agreement is a form software agreement that includes non-standard provisions for the Forest Preserves, including with respect to disclaimers, limitations on liability, warranties, and indemnification. The Legal Department is exploring in-house options for case management and intends to either discontinue use of third-party legal software or bid for a subsequent contract by late 2023/early 2024. end