Fiscal Note
The proposed resolution authorizes a sole source contract with West Publishing Corporation for online legal research services through 2020. Funding for online legal research services is included in the City Attorney's 2018 Executive Operating Budget and will be requested in the City Attorney’s Executive Operating Budget in future years.
Title
Authorizing the Mayor and City Clerk to execute a sole source contract with West Publishing Corporation, a Thomson Reuters business (West) for online legal research services through 2020.
Body
WHEREAS, the Office of the City Attorney (OCA) has a contract with West Publishing Corporation, a Thomson Reuters business (West) for the provision of online legal research services (“Westlaw”) used by attorneys, paralegals and law clerks as well as attorneys in other City departments; and
WHEREAS this contract expires on January 31, 2018; and
WHEREAS, the OCA desires to renew its contract with West beginning February 1, 2018 through January 31, 2021; and
WHEREAS, West has proposed a package of online legal research services the cost of which is described below; and
Year 1 - Feb 1, 2018 to Jan 31, 2019 - $23,796.00
Year 2 - Feb 1, 2019 to Jan 31, 2020 - $24,271.92
Year 3 - Feb 1, 2020 to Jan 31, 2021 - $24,757.36
WHEREAS, the provision of online legal research services are essential to the operation of the OCA and to the delivery of legal services to the City of Madison by other attorneys employed in other City departments; and
WHEREAS, under MGO 4.26(4)(b), if the total cost for services will exceed $25,000 over the lifetime of the contract and a competitive bidding process was not used, the Common Council must authorize the contract by resolution. A full “Request for Proposals” was not used to select West because there are only two viable online legal research services available, one which the OCA currently uses (West) and one the OCA used in the recent past. The OCA evaluated the two services including the value of both prior to selecting West and concluded West provides the better research services for the OCA’s needs.
NOW, THEREFORE, BE IT RESOLVED, that a contract with West Publishing Corporation, a Thomson Reuters business (West), for online legal research services for the duration and at the prices noted above is approved in such form as is agreed to by the City Attorney; and
BE IT FURTHER RESOLVED that the Mayor and City Clerk are authorized to sign the necessary contract document(s) with West.