TO: Board of Supervisors
FROM: Sheryl L. Bratton, County Counsel
REPORT BY: Sheryl L. Bratton, County Counsel
SUBJECT: Approve and authorize Amendment No. 3 to Agreement 230362B with Logikcull Systems, Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 3 to Agreement No. 230362B with Logikcull Systems, Inc. for Logikcull Discovery Solution software and document hosting effective November 1, 2024 for a new maximum compensation of $112,800. (Fiscal Impact: $51,000 Expense; General Fund; Budgeted; Discretionary)
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BACKGROUND
Logikcull Systems, Inc. is the provider of Logikcull Discovery Solution software that the County has been using since it entered into Agreement No. 230362B on March 23, 2023. This software enables County staff to accurately and efficiently review and produce documents in response to public records act requests, requests for production of documents and for discovery purposes in litigation matters. The software has significantly reduced staff time spent reviewing documents. The estimated cost savings of using this software compared to using an outside vendor for document review is $250,000 per year.
The Agreement was first amended on October 16, 2023 to increase storage capacity, for an annual maximum compensation of $45,000, and subsequently amended on March 28, 2024 to increase storage capacity again, for an annual maximum compensation of $61,800.
The County has been receiving a substantial increase in public records act requests and requests for documents, along with several ongoing litigation matters that require storage and processing for electronic discovery. As a result, the County has been paying overage fees under this Agreement of approximately $7,500 per month. This amendment will further increase storage capacity to 425 GB of active storage data and 250 GB of archive storage data to eliminate the overage fees. The cost of this amendment is $4,250/month, which results in a savings of $3,250 per month in data overage fees.
Requested Action:
Approve and authorize Amendment No. 3 to Agreement 230362B with Logikcull Systems for $112,800 effective November 1, 2024.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
County Counsel 1200000 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
This software significantly reduces staff time spent on document review. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Funds will be appropriated in future fiscal years, as needed. |
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Consequences if not approved: |
Without this amendment, the County will continue to pay approximately $7,500 per month in data overage fees. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.