July 28, 2026
City Clerk's Office
DATE: July 28, 2026
TO: Mayor Martinez and Members of the City Council
FROM:
Pamela Christian, City Clerk
Subject:
Sole-Source Contract with Logik Systems, Inc.
FINANCIAL IMPACT: The total proposed expenditure is $144,000 ($48,000 annually for a three-year term). The proposed $48,000
expenditure for the first year of the contract is included within the City Clerk’s Fiscal Year 2026-2027 budget
(Account String: 01141013–400209).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The City is experiencing high volumes of requests for
records in the form of California Public Records Act
(PRA) requests, subpoenas, etc. Many of the documents
responsive to requests require review prior to release.
Document review has become increasingly difficult due to limited staff and the inability of current software systems to meet the demand. The City Clerk’s Office is seeking
approval of a sole-source contract with Logik Systems,
Inc. to implement an E-Discovery software system which
offers features that would improve the current document review process.
RECOMMENDED ACTION:
APPROVE a sole-source contract with Logik Systems,
Inc., for subscription services to Logikcull E-Discovery software to support management and review of
documents related to California Public Records Act
(PRA) requests, subpoenas, and other regulatory
matters, in an amount not to exceed $144,000 for a three- year term of July 29, 2026, through July 28, 2029, subject AGENDA
REPORT
July 28, 2026
to final review and approval of all terms by the city
attorney – City Clerk’s Office (Pamela Christian 510-620- 6513).
DISCUSSION:
In recent years there has been a high increase in the number of requests for records the City receives. Additionally, the complexity of requests along with the volume of documents in need of review have also grown. City staff that assist with reviewing records responsive to California Public Records Act (PRA) requests, subpoenas, etc. are facing significant challenges as the current software systems in place are not effective in handling the growing number of requests.
Tables 1 and 2 below illustrate the number of PRA requests received and files uploaded to NextRequest by City staff in response over the last few years. Of note is that some files uploaded contain multiple documents within a single file (i.e. zip files, pst. files, emails with attachments, etc.). Furthermore, the page numbers of documents range anywhere from single digits to thousands.
Table 1: California Public Records Act Requests (PRA) Received 2023-2026
DATE RANGE TOTAL NUMBER OF NEW PRA REQUESTS RECEIVED
January 1, 2023-December 31, 2023 843
January 1, 2024-December 31, 2024 1,105
January 1, 2025-December 31, 2025 1,605
January 1, 2026-July 21, 2026 1,123
TOTAL = 4,676
Table 2: Files Uploaded to NextRequest by Staff in Response to PRA Requests 2023-2026
DATE RANGE TOTAL NUMBER OF FILES UPLOADED TO
NEXTREQUEST IN RESPONSE TO PRA REQUESTS
January 1, 2023-December 31, 2023 24,216
January 1, 2024-December 31, 2024 14,691
January 1, 2025-December 31, 2025 8,083
January 1, 2026-July 21, 2026 13,807
TOTAL = 60,797
The City’s existing software systems exhibit slow processing speeds, an inability to efficiently process different types of document formats and are lacking duplicate document detection in addition to filtering/organizational features. City staff time spent reviewing/redacting records has become excessive since many of these functions are
July 28, 2026
being performed manually for each file. As a result, response times and staff workload have been heavily impacted, making the current process unsustainable.
The City Clerk’s Office in collaboration with the City Attorney’s Office has determined that the Logikcull platform meets the operational requirements for collecting, processing, searching, reviewing, redacting and producing electronically stored records. Logikcull offers features that would expand the City’s ability to handle review of voluminous records such as bulk redaction, document indexing/filtering, deduplication, personally identifiable information (PII) detection, and semi-automated PII redaction.
Implementation of Logikcull would assist the City in streamlining the current document review process, improving response times and compliance with statutory deadlines.
Other companies offer similar software; however, the Logikcull platform is best suited for the City’s current needs due to its capability for quick implementation, integrated workflows, hosted environment and proprietary functionality. Logikcull offers its platform directly to public agencies and also through Carahsoft Technology Corporation under a cooperative purchasing agreement. Purchasing through Carahsoft would provide the same underlying Logikcull software through an intermediary but is expected to add approximately 5% to 10% to the direct subscription price without providing additional required functionality or services. A direct agreement would establish responsibility for implementation, licensing, hosting, security, technical support and account administration directly with the software provider.
Contracting directly with Logikcull is therefore in the City’s best interest because it provides the required proprietary platform through the company responsible for developing and supporting the service, avoids unnecessary intermediary costs and establishes direct accountability for system performance, data security, and customer support.
DOCUMENTS ATTACHED:
Attachment 1 – Proposed Contract
Attachment 2 – Sole Source Justification
Attachment 3 – IT Authorization Form