Title
Chief Administrative Office, Procurement and Contracts Division, recommending the Board:
1) Approve and authorize the Purchasing Agent to process a change order to increase the not-to-exceed amount of the County-wide Agreement 2754 with RELX, Inc. (dba LexisNexis) by $12,300 for a total not-to-exceed amount of $78,075 to cover monthly charges, based on departments’ use, through the end of the term of the Agreement on December 31, 2020 for the provision of web based electronic information library services; and
2) Authorize the Purchasing Agent to increase the contract on an “as-needed” basis during the term of the Agreement as long as funding is available within the requesting department’s budget.
FUNDING: General and Non-General Funds.
Body
DISCUSSION / BACKGROUND
The County of El Dorado purchases electronic library services through the State of California Department of General Services, Procurement Division’s agreement with Lexis Nexis contract 5-17-70-12, with a contract term of December 13, 2017 through December 31, 2020, as approved by the Board with Legistar item 18-0421 on April 10, 2018.
The services are currently used by the Treasurer/Tax Collector, Health and Human Services (HHSA), and the Probation Department. Departments rely on these critical, accurate, and real-time content searches. LexisNexis provides a “one-stop shop” to access a variety of content which includes legal, financial, and in-depth public records. The initial contract amount was estimated at $65,775 for the three-year period.
Rates are customized and based on actual department usage. Departments sign a Customized Schedule A, outlining the services and related charges that is reviewed and approved by County Counsel. The total usage through December 31, 2020 is now estimated to exceed the Purchasing Agent's authority. The amount for intermittent services for the departments is estimated to increase based on use over the past several months. As a result, staff is requesting to increase the total not-to-exceed amount to $78,075 to cover the remaining monthly charges through to December 31, 2020.
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.
PRIOR BOARD ACTION
See above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for these services is available in each departments’ budget for FY 2020-21.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Michele Weimer, Procurement and Contracts Manager