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AGENDA ITEM REVIEW FORM |
- Meeting Date:
- 09/06/2017
- Department Head:
- Kay Macuil
- Submitted By:
- Kay Macuil, City Attorney, Attorney's Office
ITEM:
SUMMARY:
The City Attorney’s and Prosecutor's Offices share a subscription to Westlaw and wish to renew the subscription which expired in August.
Background
Westlaw is a web-based service tool providing searchable access to the laws and other legal resources. Westlaw's databases include constitutions, statutes, regulations, cases, legal encyclopedias, scholarly articles on the law, legal practice guides, forms, legal news and more.
Renewal
We spent about $9,850.00 per year for two (2) attorneys. For $1,784.00 more per year, the renewal subscription will cover three (3) attorneys (City Attorney, Assistant City Attorney and Prosecutor) and an upgrade to over 2,000 more databases for a total of $11,634.00 per year. The contract is for five (5) years, and there will be a three percent (3%) increase each year.
Compliance with San Luis Code - Purchasing
Under the San Luis City Code - Purchasing Section 36.02, where there is only one service provider, other quotes or bidding is not required. Here, Westlaw has copyrights to its service and therefore is the only service provider. So, only one quote was provided. We were able to negotiate a lower price than what was originally quoted to add a third attorney.
Staff Request
Staff is requesting that City Council approve the continuation of this essential service for the functioning of the City Attorney's and Prosecutor's Offices.
RECOMMENDATION / SUGGESTED MOTION:
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $6,140.00
- BUDGETED AMOUNT:
- City Attorney $15,000.00
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- Dues & Subscriptions GL #100-117-60020 $14,453.12
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Total for the nine and a half (9-1/2) months is $969.50 per month x 9.5 months = $9,210.25
Two-thirds (2/3) portion for the City Attorney's Office is ($9,210.25 x 2) / 3
$18,420.50 / 3 = $6,140.17 Round off to $6,140.00
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $3,070.00
- BUDGETED AMOUNT:
- Prosecutor $10,000.00
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- Dues & Subscriptions GL #100-118-60020 $9,698.56
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Total for the nine and a half (9-1/2) months is $969.50 per month x 9.5 months = $9,210.25
One-third (1/3) portion for the Prosecutor's Office is $9,210.25 / 3 = $ 3,070.08 Round off to $3,070.00