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Brentwood City Commission Agenda
Meeting Date: 11/12/2018  
Resolution 2018-93 - Agreement with West Publishing Corp for CLEAR Intelligence Software, LPR Commercial Data, and Arrest Gateway Pro Databases
Submitted by: Jeff Hughes, Police
Department: Police  
Information
Subject
Resolution 2018-93 - Authorizing an Agreement with West Publishing Corporation for CLEAR Intelligence Software, LPR Commercial Data, and Arrest Gateway Pro Databases
Background
The City is a subscriber to services provided by Thomson Reuters including a legal publication and online databases that provide a multitude of legal resources, including statutory material, case law, legal forms, treatises and other research materials. Thomas Reuters is recognized as the premier source for online legal publications and legal databases, and its products and services are essential for conducting expeditious and accurate legal research. The City of Brentwood is currently under a 60-month contract with Thomson Reuters for these services that is shared across departments.

The Brentwood Police Department also utilizes a Thomas Reuters software database "CLEAR", which is an Intelligence database that Investigators use for backgrounds, investigations, and incarceration information. This service is used exclusively by the Police Department and paid for separately. With the implementation of the License Plate Recognition (LPR) project, the Police Department will have the ability to access commercial license plate data for an additional cost to the services already received through the "CLEAR" subscription.  

With the new cost for access to commercial license plate data and recent pricing changes resulting in a reduced monthly subscription for existing "CLEAR" services, it is necessary to enter into a new contract with Thomson Reuters. Under this new contract, the monthly subscription for the Police related products will be reduced from $764.03 to $469.00. The cost for commercial license plate data access will then be an additional $834.60 a month. The new total monthly subscription for these Thomson Reuters services utilized by the Police Department will be $1,303.60 (see attached contract). The term of this contract is 3 years and allows for a year over year increase during minimum terms of 3%. Since no other publisher offers the same range of databases and research flexibility,Thomas Reuters is effectively a sole source provider.

If you have additional questions about these services, please contact the Chief of Police. 

 
Staff Recommendation
Staff recommends approval of the contract with West Publishing Corporation.
Previous Commission Action

The Board of Commissioners approved Resolution 2014-37 on May 27, 2014, authorizing a three-year subscription agreement with West.  Previous agreements were approved in 2009 and 2012.

The Board of Commissioners also approved Resolution 2017-11 in 2017.

 
Fiscal Impact
Amount : $15,643.20
Source of Funds: General Fund - Police Dept.
Account Number: 110-4211-82599
Fiscal Impact:
In anticipation of adding the commercial license plate reader data services, sufficient funds were budgeted in the Police Department's FY 2019 budget to cover the additional costs.
Attachments
Resolution 2018-93
West Publishing Contract
Signed Resolution

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