Legal Contract Automation

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IT Governance Business Case Faster Legal Contract Reviews through Automation City Attorney's Office

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Background The City Attorney's Office (CAO) reviews, redlines and approves business contracts for all departments. This work represents much of the CAO's workload and is managed by all of the CAO staff in some capacity.

Currently: -

CAO provides Microsoft Word contract templates with inline instructions

-

Departments draft their own contracts

-

CAO provides legal review and vendor negotiation

-

Departments execute and maintain final contracts

The CAO is currently implementing LawVu Workspace Matters to better manage their legal matters, including contracts.

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Current Business Problem Current contract review timelines are causing delays in departmental operations and vendor agreements. These delays increase administrative burden across departments and reduce overall organizational agility in a resource-constrained environment.

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Current Pain Points • First drafts contain many basic errors, requiring extensive corrections • Template instructions are not consistently followed • Legal entity names often incorrect, risking contract validity • Lack of legally sufficient details can require multiple rounds of review/comments • Frustration from departmental staff in drafting process

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Future State Benefits • First drafts with minimal errors, for much faster turnaround times • Template instructions enforced through built-in guardrails • Legal entity names automatically validated • Single round of review due to complete first draft • Better user experience for departmental staff

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Strategic Alignment

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Analysis and Recommended Solution

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Solution Analysis Feature

Copilot for Legal

Oracle Contracts + Leggitt AI

Streamlined contract drafting

LawVu Draft & LawVu Essentials ✅

✅

✅

AI-assisted attorney review

✅

✅

✅

Flag changes in negotiation review

✅

✅

✅

Clause & library control

✅

⚠️

✅

Drafting guardrails / submission gates

✅

❌

✅

Approval Workflows

✅

❌

✅

Minimal Change Management

✅

✅

❌

$46,684

$13,267

Annual Cost

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Recommended Solution: implement LawVu Draft & LawVu Essentials

Description

Implement LawVu Draft to improve first draft quality, and LawVu Essentials to streamline attorney review & negotiation

Pros

• • •

Faster contract finalization Less corrections for attorneys to make Streamlined negotiations

•

N/A

Cons

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TS Architecture Review The recommended solution meets the architectural standards for the City of Durham.

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Cybersecurity Review The recommended solution meets the cybersecurity standards for the City of Durham.

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Recommended Solution - Project Financial Estimate COST ESTIMATES

FUNDING

Implementation Costs (Hours)

Post Implementation Run Costs (Hours)/ KTLO

Internal TS Department:

136 Hours

0 hours

Business Analysis

8 hours

Internal Labor New FTE – Year 1 Costs

$0.00

Architecture Office

3 hours

Project One Time Costs (External)

$0.00

Cybersecurity

5 hours

*Total Project Funding Requested for Year 1

$46,684.00

Project Management Office

120 hours

*Total Project Funding Requested for Years 2+

$46,684.00

Description

Departmental Funding Amount:

$0

Labor $ (Hours)

City Attorney's Office

Funding Requested (Y/N):

30 hours

External Labor (professional services)

$

Non-Labor $ Software – LawVu Essentials (+10% inflation)

$28,138

$28,138

Software – LawVu Draft (+10% inflation)

$18,546

$18,546

* Total Project Funding Requested Year 1 includes New FTE Labor, External Labor and Non Labor

Budget Analyst confirmed funding is NOT available

Y

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Risk Identification Description of Risk

Risk Impact (High/Medium/Low)

Vendor performance

Low

Y

N

Cyber Security

Low

Y

N

Project Team Turnover

Low

Y

N

Poor Execution

Low

Y

N

Mitigated (Y/N) Contingency(Y/N)

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Mitigation Risk (Costs) •

N/A

Contingency Risk (Costs) •

N/A

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Our ask We are asking the IT Governance Steering Committee to approve and score the business case to implement LawVu Draft & LawVu Essentials to improve CAO's legal contract review. If approved, the business case will be scored, ranked and submitted to the City Manager for final approval.