Title
Software Services Agreement with Relativity - Amendment (Ordinance S-51456) - Citywide
Description
Request to authorize the City Manager, or his designee, to enter into a contract extension with Relativity ODA LLC (Relativity) for e-discovery software to assist the City in responding to the request for documents from the Department of Justice (DOJ), in an amount not to exceed $300,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
Relativity offers a cloud based e-discovery software tool. Many law firms and government organizations use e-discovery software to organize, sort, redact, label and categorize document production for litigation. The City has relied upon outside counsel and vendors for this function. The DOJ investigation will require a large volume of document sorting and native file categorizing. The City currently does not have the capacity to process and redact this type of volume document production without reverting all files into Adobe Acrobat, which is time consuming and not conducive to efficient redaction, indexing or sorting.
This software will save City staff hours in production time and will also assist the City to organize, index, redact and search documents. The Law Department has worked with the Information Technology Services Department on a Business Investment Request (4399), which has been approved.
This item has been reviewed and approved by the Information Technology Services Department.
Contract Term
The contract term is three years, starting on December 17, 2024.
Financial Impact
The new contract value will not exceed $300,000 and funds are available in the Law Department's budget.
Concurrence/Previous Council Action
The City Council previously approved these services with Relativity:
- Software Services Agreement - Contract 155584 (Ordinance S-48215) on December 15, 2021.
- Software Services Agreement - Amendment (Ordinance S-50377) on December 6, 2023.
Department
Responsible Department
This item is submitted by City Manager Jeffrey Barton and the Law Department.