Title
District Attorney’s Office recommending the Board:
1) Make findings in accordance with Procurement Policy C-17, Section 3.4.2(a) to exempt Agreement 10107 from the competitive bidding process because the procurement can only be sourced from a single vendor due to the technological, specialized, or unique character of the procurement, as well as Section 3.4.3, because competitive bidding would produce no economic benefit to the County;
2) Approve and authorize the Chair to sign Agreement 10107 with West Publishing Corporation, dba Thomson Reuters West, to provide public and commercial database searches and on-line jury instructions for a term of April 1, 2026 through April 30, 2029, in the amount of $207,666.32; and
3) Authorize the Purchasing Agent to execute any future amendments relating to Agreement 10107, that do not alter the amount nor the term, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
Since April 2023 under Agreement 7455, West Coast Publishing Corporation (dba Thomson Reuters West) has been providing a legal database product (Westlaw) for the District Attorney’s Office (DA) that allows prosecutors to conduct in-depth case law research, including case histories, rulings and statutes with relevant case law and on-line jury instructions with a Karpel case management system interface component. This Karpel interface feature allows prosecutors to view all case-related information in one screen, enabling them to build the strongest possible arguments.
Proposed Agreement 10107 will allow West Publishing Corporation to continue providing public and commercial database searches and on-line jury instructions for a term of April 1, 2026 through April 30, 2029, in the total amount of $207,666.32 for the three-year and one-month period.
A waiver to the requirement for competitive bidding is being requested in accordance with Procurement Policy C-17, Sections 3.4.2 and 3.4.3, as the provider processes specialized skills and knowledge to provide necessary services and there would be no economic value in initiating a bid as West Coast Publishing Corporation provides a legal database product that integrates with the DA’s existing case management system, Karpel. This Karpel interface allows for prosecutors to efficiently view all case-related information in one screen, enabling them to build the strongest possible arguments.
ALTERNATIVES
The Board could choose not to approve Agreement 10107; however, disapproval of this Agreement would result in the District Attorney’s office having to find a new provider for existing public and commercial database searches.
PRIOR BOARD ACTION
3/21/2023 Legistar file 23-0423: The Board approved and authorized the Board Chair to sign Agreement 7455 with West Publishing Corporation, dba Thomson Reuters West, to provide public and commercial database searches and on-line jury instructions for a term of April 1, 2023 through March 31, 2026, in the amount of $138,581 for the three-year period.
5/2/2023 Legistar file 23-0776: The Board approved and authorized the Board Chair to sign Amendment I to Agreement 7455 with West Publishing Corporation, dba Thomson Reuters West, to increase the number of licenses from 21 to 26, increasing the not-to-exceed amount by $22,636.16, making the new not-to-exceed $161,217.08.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
This item has been included in the Department’s Fiscal Year 2026-27 recommended budget. There is adequate funding in the current fiscal year to cover renewal costs. The following is a breakdown of the one-month bridge period and the annual costs, which includes an approximate 6% annual increase for services:
April 1, 2026 - April 30, 2026: $4,698.44
May 1, 2026 - April 30, 2027: $63,754.20
May 1, 2027 - April 30, 2028: $67,579.44
May 1, 2028 - April 30, 2029: $71,634.24
Total: $207,666.32
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain Board Chair’s signature on Agreement 10107 and forward a copy to CAO Fiscal, attention Kelley Lawrie.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Vern Pierson, District Attorney