Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Five-Year Service Subscription with Upgrade for Existing Thompson Reuters Software known as Westlaw CoCounsel
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Submitted By: Bryan Pankhurst, Legal Operations Administrator, City Attorney’s Office
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Bryan Pankhurst, City Attorney’s Office.
2. Parties: City of Port St. Lucie, and West Publishing Corporation and Thomson Reuters Enterprise Centre GmbH (collectively, “Thompson Reuters”).
3. Purpose: Provide subscription service for legal research.
4. New/Renewal/Modified: New five-year agreement and modification of existing subscription to include increased functionality for entire department.
5. Duration: Five-year initial term with automatic renewal periods of twelve months each unless/until one party gives notice of cancellation prior to the start of a new period.
6. Benefits to Port St. Lucie: Will increase efficiency with regard to legal research to enhance the department’s ability to provide timely legal advice.
7. Cost to Port St. Lucie (Annual and Potential): Upgrade will consist of an additional $17,667.14 on top of existing subscription for the total first-year cost of $79,344. There will be built-in two percent annual increases each year. Total five-year total cost, with the two percent annual increases, is $412,909.08. Amount for each renewal period will be as approved for each year’s budget.
Presentation Information: Staff and company representative are available to answer any questions.
Staff Recommendation: Move that the Council approve the Service Subscription Agreement (“Agreement”) between the City and Thomson Reuters, and waive formal bidding pursuant to City Code of Ordinances, Sections 35.08(a)(11) (academic and educational programs); 35.08(a)(16) (Magazine subscriptions, periodicals, and publications); and 35.08(c) (good cause shown).
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve the Agreement.
2. Move that the Council not approve the Agreement and provide staff with direction.
Background: Since 1997, the City of Port St. Lucie and its City Attorney’s Office has utilized Thompson Reuters for various legal services, most recently a web-based application known as Westlaw. Westlaw is a vital tool for the City Attorney’s Office to conduct legal research, gain access to laws, rules, and secondary sources, and use tools to help provide legal advisory services to the City on a day-to-day basis. Approval of the Agreement will allow legal staff to utilize a wide-range of tools to provide legal guidance more quickly so as to increase work product output and efficiency. As technology is advancing, the added tools that will be provided under the Agreement will allow the City’s attorneys to remain on the cutting edge of legal research, knowledge, advice, and education.
Issues/Analysis: Staff is asking Council to waive formal bidding under City Code of Ordinances, Sections 35.08(a)(11) (academic and educational programs); 35.08(a)(16) (Magazine subscriptions, periodicals, and publications); and 35.08(c) (good cause shown). Based on the City’s history with Westlaw, the attorneys’ familiarity with the products, and the innovative products Thomson Reuters will provide the City, staff recommends Council’s approval of the Agreement. Additionally, staff requests Council approve the Agreement’s renewals, which will be appropriated in each year’s budget.
Financial Information: Funds are appropriated in City Attorney’s Books, Publications, Subscriptions, & Memberships account (001-1400-55400-00000).
Special Consideration: N/A
Location of Project: City Attorney’s Office
Attachments:
1. Thompson Reuters’s Order Form.
2. Memo to City Council.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 24317-06
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.