June 23, 2026
City Attorney's Office
DATE: June 23, 2026
TO: Mayor Martinez and Members of the City Council
FROM: Shannon Moore, Interim City Attorney
Christopher Dykzeul, Assistant City Attorney
Subject: Contract Amendment No. 2 with iManage LLC for Cloud- Based Document Management
FINANCIAL IMPACT: The proposed 15-month contract extension increases the total not-to-exceed contract amount to $73,680.01.
Funding is included within the approved Fiscal Year
2025–2026 City Attorney’s Office budget (Account String:
01151014-400209).
PREVIOUS COUNCIL
ACTION:
June 20, 2023
STATEMENT OF THE
ISSUE:
The City Attorney’s Office currently uses a cloud-based document management platform to store, retrieve, and
track its transactional, advisory, and litigation files. In reviewing the terms of the contract, we noticed the
contract term expires June 30, 2026, while the
subscription for services expires on September 30, 2026.
To harmonize the subscription term with the contract
term, the CAO seeks approval of a one-year contract
renewal to extend our contract with iManage by 15
months, from July 1, 2026, through September 30, 2027,
aligning the subscription term and contract term.
RECOMMENDED ACTION: APPROVE a second contract amendment with iManage, LLC, for cloud-based legal document management
services, to increase the total contract payment limit to $73,680.01 and extend the contract term from July 1,
2026, through September 30, 2027 - City Attorney’s
AGENDA
REPORT
June 23, 2026
Office (Chris Dykzeul 510-620-6509/Shannon Moore
510-620-6509).
DISCUSSION:
In June 2023, the City Council approved a contract with iManage, LLC, for the City Attorney’s Office to use a cloud-based document management platform. The platform is used to store, retrieve, search, and track the office’s transactional, advisory, and litigation files.
The City Attorney’s Office uses iManage to maintain legal documents in a centralized and secure electronic system. The platform allows scanned and electronically archived records to be imported, makes documents text searchable, and includes search filters that help users locate records more efficiently. iManage also integrates with Outlook, which allows emails and related documents to be stored with the appropriate matter files.
The platform supports the City Attorney’s Office’s day-to-day legal work by improving document organization, access, retention, and security. It also allows authorized users to access documents remotely, which supports timely review and collaboration with City departments, outside counsel, and other authorized parties.
The proposed second amendment would continue the City Attorney’s Office’s access to iManage through September 30, 2026, and increase the total contract payment limit to $73,680.01.
iManage Work Cloud functionality includes:
iManage
Microsoft Office & Adobe Integration
iManage Work Web Interface
Outlook Integration
Email Management for Outlook with suggestive filing
Automatic Email Attachment Recognition
Offline access to documents and e-mails
iManage Control Center for administrative duties
Storage for all documents
High Availability, Backup and Disaster Recovery
24x7 support
The City entered into the original contract with iManage, LLC, for a two-year term from July 1, 2023, through June 30, 2025. In May 2025, the City Attorney’s Office and iManage executed a term extension through June 30, 2026.
June 23, 2026
The current contract term expires on June 30, 2026; however, the City Attorney’s Office recently determined that the related iManage subscription period extends through September 30, 2026. As a result, the contract term and subscription term are not aligned.
The City Attorney’s Office seeks to align the contract term with the subscription term while remaining within the City’s Municipal Code limit for service contracts. Because the original contract began on July 1, 2023, the maximum allowable five-year contract term would end on June 30, 2028.
From 2023 through 2026, the City Attorney’s Office paid $24,000 per year for iManage services. The proposed subscription extension would increase the annual cost to $25,680.01.
To align the subscription term and contract term, the City Attorney’s Office requests City Council approval of a second amendment to extend the contract for a 15-month term beginning July 1, 2026, and ending September 30, 2027. The amendment would also increase the total contract payment limit to $73,680.01, including an additional appropriation of $1,680.01 for FY 2026-27, for a total not-to-exceed amount of $25,680.01 for that fiscal year.
DOCUMENTS ATTACHED:
Attachment 1 – Amendment 2 to the Original Contract (proposed) Attachment 2 – Amendment 1 to the Original Contract
Attachment 3 – Original iManage Contract