Title
Chief Administrative Office, Procurement and Contracts Division, recommending the Board:
1) Approve and authorize the Purchasing Agent to sign Agreement 2754 with RELX, Inc. (dba LexisNexis) in the amount of $65,775 with an effective date retroactive to January 1, 2018 through December 31, 2020 for the provision of web based electronic information library services;
2) Authorize the Purchasing Agent to sign Schedule A documents for additional services that do not increase the total not to exceed amount of the Agreement; and
3) Authorize the Purchasing Agent to further extend and increase the Agreement should the State of California Department of General Services (DGS) exercise its options to extend for two (2) additional one (1) year periods, provided that funding has been included in the County budget.
FUNDING: General and Non-General Funds.
Body
DEPARTMENT RECOMMENDATION
Chief Administrative Office, Procurement and Contracts Division recommending the Board:
1) Approve and authorize the Purchasing Agent to sign Agreement No. 2754 with RELX, Inc. (dba LexisNexis) in the amount of $65,775 with an effective date retroactive to January 1, 2018 through December 31, 2020 for the provision of web based electronic information library services; and
2) Authorize the Purchasing Agent to sign Schedule A documents for additional services that do not increase the total not to exceed amount of the Agreement; and
3) Authorize the Purchasing Agent to further extend and increase the Agreement should the State of California Department of General Services (DGS) exercise its options to extend for two (2) additional one (1) year periods, provided that funding has been included in the County budget.
DISCUSSION / BACKGROUND
The County previously piggybacked on DGS Contract 5-11-99-03 from July 1, 2011 through December 31, 2017 to utilize electronic library services currently used by the Treasurer/Tax Collector, Health and Human Services (HHSA), the Sheriff, and Probation. Departments rely on these critical, accurate, and real-time content searches, which have been available via the State’s on-going relationship with LexisNexis. LexisNexis provides a “one-stop shop” to a variety of content accessed by departments which ranges from legal, to financial, to in-depth public records. The total contract amount was $139,061 for the three-year period between July 1, 2014 and December 31, 2017.
The services are continuing under new DGS Agreement No. 5-17-70-12, and which has a term of December 12, 2017 through December 31, 2020 with the option to extend for two (2) additional one-year periods. As a result of the decision by the Superior Court of El Dorado to terminate court debt collection by the Child Support Services department, the County no longer has a revenue recovery function outside of the Treasurer-Tax Collector's office, therefore costs for that service area have been removed. In addition, service rates for Probation were added to the contract. Rates for HHSA and Treasurer-Tax Collector decreased due to changes in service needs and number of users. The amount for intermittent services for the departments was also decreased for this contract based on the use of these services in prior years. As a result of these changes, the not-to-exceed amount for the new contract has been reduced to $65,775 for the three-year period. Also under the new Agreement, the DGS fee has been reduced from 2% to 1%, resulting in a savings to the County. The following is a summary of the charges to each department:
|
|
Rev Recovery |
TTC |
HHSA |
SHERIFF |
PROBATION |
Intermittent Services |
Total NTE |
|
OLD |
$ 12,936 |
$ 8,625 |
$ 43,602 |
$ 10,395 |
$ - |
$ 63,503 |
$ 139,061 |
|
NEW |
$ - |
$ 6,750 |
$ 37,152 |
$ 10,395 |
$ 1,080 |
$ 10,398 |
$ 65,775 |
Regarding the retroactive nature of this agreement, the County was not able to obtain a copy of the new Agreement with the State in a timely manner due to the vendor changing its name. Staff had difficulty locating the Agreement on the State's website. The new Agreement was received just before FENIX Go Live on January 2, 2018. The renewal was further delayed due to the initial workload increase after Go Live and the time required to compile and finalize the necessary contract documents. Departments have been continuing to utilize this service in the interim while the contract was being finalized.
ALTERNATIVES
Departments could pay for several different services individually to cover all the content provided by LexisNexis; however, this approach could cost more in the long run.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Baseline costs for services are decreasing by approximately $20,000 over three years. Funding for these services is available in each department’s budget for FY 2017-18 and will be included for future fiscal years.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Alex Strudley, Procurement and Contracts Manager