TO:Andrew P. Powers, City Manager
FROM:Tracy M. Noonan, City Attorney
DATE:September 9, 2025
SUBJECT: E-Discovery Software Contract Amendment
RECOMMENDATION:
1. Approve First Amendment to Contract No. 13274-2023 with Logik Systems, Inc. (San Francisco, CA) to increase data storage fees by $9,000 for FY 2025-26, and to extend the term of the contract for an additional two years to June 30, 2028, for $46,800 per year, for a new total not-to-exceed amount of $210,600.
2. Approve additional budget appropriation in the amount of $8,000 for FY 2025- 26 and $8,800 for FY 2026-27, from A/C #001-0000-311-1000 (General Fund - Fund Balance) to A/C #001-1610-611-6210 (General Fund - Software Licensing).
3. Authorize expenditure in the amount of $45,000 in FY 2025-26 and $46,800 in FY 2026-27 from A/C #001-1610-611-6210 (General Fund - Software Licensing).
4. Find that this action does not constitute a project as identified in the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
$8,000 Increase to FY 2025-26 General Fund Budget and $8,800 Increase to FY 2026-27 General Fund Budget. $8,000 increase to the Adopted FY 2025-26 and $8,800 increase to the Adopted FY 2026-27 General Fund Budget is requested for E-Discovery software additional data storage. Additional funds for FY 2027-28 will be requested during the next biennial budget process.
BACKGROUND:
On June 20, 2023, City Council approved a three-year contract with Logik Systems, Inc. for its Logikcull E-Discovery Software. This software provides data and storage support to the City Attorney’s Office for Public Records Act (PRA) requests and litigation matters.
E-Discovery Software Contract Amendment
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The number of PRA requests and litigation matters has increased significantly in recent years. Moreover, the scope/breadth of PRA requests and the use of email as a method of communication have expanded exponentially, resulting in an increase in the number of records that require review by the City Attorney’s Office, and a significant amount of time is spent reviewing these records. Litigation document demands have likewise become increasingly voluminous and time- consuming.
Logikcull is designed specifically for large-scale document review, common in PRA requests and other litigation discovery reviews. The system is set up to easily remove duplicate and non-responsive documents through sorting features, allowing the user to identify and cull non-responsive documents with one click.
Logikcull also allows for bulk tagging and redacting to alleviate the need to review each document more than once. The advanced functionality of Logikcull improves review efficiency and reduces attorney staff time allocated to document review.
Logikcull’s upload and production feature also reduces support staff time dedicated to document review.
DISCUSSION/ANALYSIS:
The original contract with Logikcull has a capacity of 120 GB of reusable data storage. Additional data storage beyond the plan is charged at $40 per GB per month. As PRA requests and litigation matters have increased, the City regularly exceeds the 120 GB capacity and must purchase additional capacity. Rather than pay for extra storage at the higher rate, staff determined it would be financially more prudent to upgrade to a plan with more capacity, which is less expensive than the pay-as-you-go option. Therefore, staff is requesting additional budget of $8,000 for FY 2025-26 and $8,800 for FY 2026-27 to increase the data storage capacity from 120 GB to 150 GB to allow for the storage of voluminous PRAs and to alleviate the overage charges. The archive storage capacity will also increase from 50 GB to 100 GB to allow for additional data storage.
Staff also recommend amending the existing contract with Logikcull to extend the contract an additional two years to June 30, 2028, at a not-to-exceed amount of $46,800 per year, for a total contract amount not to exceed $210,600 for a five- year term (Attachment #1).
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 E-Discovery Software Contract Amendment
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days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Melissa Popham, Senior Legal Office Assistant Attachment:
Attachment #1 – Amendment to Logikcull Contract No. 13274-2023 CAO:650-10\mlp\LegalFiles\Administration\StaffReport\Logikcull Agreement.docx