BOARD MEETING DATE: July 11, 2008
AGENDA NO. 13
PROPOSAL:
Execute Sole Source Contract for Three-Year Service Agreement for AQMD Access to On-line Legal Research Libraries
SYNOPSIS:
The current service agreement with LexisNexis to provide AQMD with on-line legal research libraries ends July 31, 2008. This action is to enter a new three-year agreement. A sole source contract is necessary since AQMD secures such services under the State of California’s Master Service Agreement with LexisNexis at substantially lower rates.
COMMITTEE:
Administrative, June 13, 2008, Recommended for Approval
RECOMMENDED ACTIONS:
Authorize the Executive Officer to enter into a three-year sole source contract under the State of California’s Master Service Agreement to provide access to on-line legal research libraries in an amount not to exceed $74,000 for a three-year period.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
The District’s Legal Office utilizes electronic legal databases in its course of work on the AQMD’s behalf. LexisNexis, through its Master Services Agreement with the California Department of General Services, has presented an offer for access to its electronic legal library at a rate of less than half the cost charged to subscribers who are not part of the Master Service Agreement. In addition, the new contract provides for access to an increased number of electronic legal libraries.
Proposal
AQMD staff seeks to enter into a three-year agreement with LexisNexis with rates established under the State of California’s Master Services Agreement. The three-year contract will be funded in the current fiscal year beginning August 1, 2008 –June 30 2009, and subsequent funding will be requested in the budget process on July 1, 2009 and July 1, 2010. The three-year contract price shall not exceed $74,000, which is a slight increase from the previous contract’s cost but still represents a substantial savings through use of the service agreement.
Sole Source Justification
AQMD’s Procurement Policy, Section VIII (B) (2), provides for a waiver of formal bid processes under certain circumstances based upon documentation justifying a sole-source award. The award to LexisNexis is justified pursuant to Procurement Policy Sections VIII(B)(2)(a): The Cost of labor for preparing a bid solicitation package is in excess of the savings that would be derived from competitive proposals; and VIII(b)(2)(c)(2): the project involves the use of proprietary technology.
Resource Impacts
Sufficient funds have been budgeted in the Legal Office’s Subscription Services Account for FY 2008-09, and subsequent funding to support this contract will be requested in future budgets.