REPORT TO SHASTA COUNTY BOARD OF SUPERVISORS

BOARD MEETING DATE:  June  19, 2018
CATEGORY:  Consent - Law and Justice-9.

SUBJECT:

LexisNexis Amendments

Supervisorial District No. :  All

DEPARTMENT CONTACT:  William Bateman, Public Defender (530) 245-7598

STAFF REPORT APPROVED BY:  William Bateman, Public Defender

RECOMMENDATION

Approve and authorize: (1) The Chairman to sign the following documents with LexisNexis, a division of RELX, Inc. for the period July 1, 2018 through June 30, 2021: (a) an amendment to the Lexis Advance Subscription Agreement in an estimated total amount of $39,720 to provide online subscription services for legal research; (b) an amendment to the Lexis Advance Edition Order in an estimated total amount of $1,368 to provide Lexis for Microsoft Office features and content; (c) the Contract Addendum which includes additional conditions for access to the Online Services; and (d) the General Addendum to Amendment; (2) the Public Defender or his designee to approve changes to the list of users in the Public Defender’s Office; and (3) the County Executive Officer or his designee to sign future amendments, including retroactive, and including extending the term beyond June 30, 2021, to the Subscription Agreement, Lexis Advance Edition Order, Contract Addendum, General Addendum to Amendment, and related documents so long as the annual compensation to LexisNexis for these services does not exceed $20,000, the documents are in substantially similar form to these documents, and the documents are processed through County Counsel, Risk Management, and County Information Technology. 

SUMMARY

N/A

DISCUSSION

The Public Defender’s Office staff routinely needs to research legal information.  LexisNexis provides an online service for this research.  The initial Subscription Agreement, Lexis Advance Edition Order, Contract Addendum, and a General Addendum to Agreement, were within the signing authority of the County Executive Officer (CEO) and signed in 2015.  The proposed documents will extend the same services for another three years.  For flexibility, due to timeliness of receiving documents from the vendor, it is requested that limited signing authority for future amendments, including extending these services beyond June 30, 2021, be extended to the CEO or his designee. Since there may be staff changes during the term of these documents, it is recommended that authorization to change the list of users (listed in the Subscription Agreement) be extended to the Public Defender or his designee.

ALTERNATIVES

The Board may deny approval of the recommendation.

OTHER AGENCY INVOLVEMENT

County Counsel has approved the documents as to form.  Risk Management has approved the documents.  The Chief Information Officer has approved the documents.  The County Administrative Office has reviewed the recommendation.

FINANCING

The Public Defender has included costs for these services in the Fiscal Year 2018-19 Recommended Budget and will include applicable costs in future requested budgets.  There is no additional General Fund impact with approval of the recommendation.