DATE: February 6, 2018
SUBJECT:
Title
RESOLUTION AUTHORIZING PROCUREMENT OF FIVE YEARS OF ANNUAL SUBSCRIPTION SERVICES AND SUPPORT FROM LOGIKCULL INC. FOR ELECTRONIC DISCOVERY SYSTEM AND SERVICES FOR USE IN HANDLING PUBLIC RECORDS REQUESTS, LITIGATION DISCOVERY, AND INVESTIGATIONS NOT TO EXCEED $744,000, FOR A 5-YEAR TOTAL COST OF OWNERSHIP NOT TO EXCEED $744,000 AND AUTHORIZING ADDITIONAL SUBSCRIPTION AND SUPPORT RENEWAL FOR FUTURE YEARS AT THE EXECUTIVE DIRECTOR'S DISCRETION WITH ANNUAL COSTS NOT TO EXCEED 10% MORE THAN PREVIOUS YEAR COSTS PURSUANT TO BOARD POLICY NO. 110 SECTIONS II.F AND II.U; FY 2018 EXPENDITURES ARE BUDGETED
Body
EXECUTIVE SUMMARY:
In April of 2015, the District issued a Request for Proposals (RFP 15-17) for eDiscovery software, at the request of the Office of the District Clerk, Office of the General Counsel, and Human Resources Department, to assist with management of public records requests, litigation discovery requests, and employee investigations. The responses to this RFP were all deemed unacceptable due to cost. The RFP was cancelled and a search for an adequate cost-effective system was conducted. The result was Logikcull, a Software as a Service (SaaS) provider which meets most of the eDiscovery requirements for a reasonable cost. Since 2015, the District has been using Logikcull primarily to mitigate the costs of reproducing documents for public records requests and discovery for litigation. The District cost for printing, finding and removing duplicates and redacting documents, and the number of hours spent in these activities has been greatly reduced by employing this service.
To ensure continued functionality for the Office of the District Clerk (ODC) and the Office of the General Counsel (OGC), as well as general overhead efficiency gains, staff recommends the Board authorize, consistent with BPC Policy No. 110 section II.F, procurement of 5 years of continued licensing, maintenance, and support for the Logikcull...
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