Title
District Attorney’s Office recommending the Board:
1) Approve and authorize 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; and
2) Authorize the Purchasing Agent to execute any necessary amendments, including increases to the number of user licenses and related changes to the total compensation, but excluding extensions to the term, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
West Coast Publishing Corporation (dba Thomson Reuters West), provides a legal database product to allow prosecutors to conduct in-depth case law research, including case histories, rulings and statutes with relevant case law and on-line jury instructions with the option for Karpel interface components for a lower price than our existing contracted vendor, RELX Inc. This Karpel interface feature was requested by the District Attorney’s Office (DA) to allow for prosecutors to view all case-related information in one screen, enabling them to build the strongest possible arguments.
On March 21, 2023, the Board approved Agreement 7455 with West Coast Publishing Corporation 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 total amount of $138,581 for the three-year period.
After further analysis, the District Attorney’s Office requires additional licenses to accommodate all applicable staff. The proposed Amendment I to Agreement 7455 will increase the number of licenses from 21 to 26, increasing the total compensation amount by $22,636.16, making the total $161,217.08. The Board is asked to delegate authority to the Purchasing Agent to execute amendments to the Agreement that increase the number of user licenses and to increase the maximum compensation related to such increases, in order to make adding licenses more efficient.
ALTERNATIVES
The Board could choose to not approve Amendment I to Agreement 7455, however, disapproval of this Amendment would result in the District Attorney’s office not having enough licenses for public and commercial database searches for staff.
PRIOR BOARD ACTION
23-0423 - On March 21, 2023, the Board approved Agreement 7455 with West Coast Publishing Corporation 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 total amount of $138,581 for the three-year period.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
This item has been included in the Department’s Fiscal Year 2023/2024 recommended budget. There is adequate funding in the current fiscal year to cover renewal costs. The following is a breakdown of the annual costs, which includes an approximate 5% annual increase for services:
April 1, 2023 - March 31, 2024: $51,139.44
April 1, 2024 - March 31, 2025: $53,696.41
April 1, 2025 - March 31, 2026: $56,381.23
Total: $161,217.08
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain Board Chair’s signature on Amendment I to Agreement 7455 and forward a copy to CAO Fiscal, attention Kelley Lawrie.
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Vern Pierson, District Attorney