City Council
Report
City Council Meeting: July 9, 2024
Agenda Item: 5.H
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To: Mayor and City Council
From: Douglas Sloan, City Attorney, City Attorney's Office, Administration Subject: Award Contract to Thompson Reuters for Subscriber Agreement for Purchase of and Access to Online Legal Research Subscription
Recommended Action
Staff recommends that the City Council:
1. Award RFP #409 to Thomson Reuters for access to online legal research materials for the City Attorney’s Office;
2. Authorize the City Manager to negotiate and execute an agreement with Thomson Reuters, a Minnesota–based company, in an amount not to exceed $495,000 for three years with two one-year renewal options; and
3. Adopt a finding of Categorical Exemptions pursuant to Section15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
Summary
The Santa Monica City Attorney’s Office (CAO) relies on online research materials to provide a full range of legal services, including legal research, to meet the City's diverse legal needs. Each of the CAO’s four units - Advisory, Litigation, Criminal Prosecution, and Consumer Protection - use online databases to conduct legal research. Thompson Reuters’ Westlaw online legal research product provides the necessary tools and databases of information for the CAO to provide necessary legal services on behalf of all City departments and City officials. Staff seeks the authority to negotiate and execute an online legal research subscription agreement for three years with two one-year renewal options.
Discussion
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On June 25, 2019, the City Council approved a five-year subscription (three-year initial term with two one-year renewal options) with Thompson Reuters for their Westlaw online legal research service. The current subscription agreement expires on July 31, 2024. The CAO submitted a Request for Proposal via the City’s online system, OpenGov Procurement. Thompson Reuters was the only vendor to submit a proposal for the online legal research subscription service by the specified deadline. Since CAO staff is already familiar and proficient with the Westlaw legal research product, the continued use of Westlaw provides the City with a streamlined and efficient service continuation for CAO’s online legal research needs.
Vendor Selection
Bidder Recommendation
Best Qualified Person/Firm Thompson Reuters - Westlaw
Evaluation Criteria Experience, references, project team, cost, value added/breadth of service, quality of
work/technical capabilities, submission
materials
Municipal Code SMMC 2.24.190
RFPs Received
Thompson Reuters - Westlaw
RFP Data
Posted On Posted On Advertise In Vendors
Downloaded
Date Publicly
Opened
04/10/2024 City’s Online
Bidding Site
Santa Monica
Daily Press 2 5/1/2024
Justification to Award
From May 1, 2024 to May 13, 2024, the City Attorney’s Office selection group reviewed and evaluated the online legal research subscription proposal. The single proposal was evaluated based upon the following selection criteria: experience, references, project team, cost, value 3 of 4
added/breadth of service, quality of work/technical capabilities, and submission materials. Based on these criteria and criteria in SMMC 2.24.190, staff recommends Thompson Reuters – Westlaw as the best and only qualified firm to provide an online legal research subscription based on pricing, expertise, ability to provide quality services, and compliance with City specifications.
Environmental Review
This action is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines. The action is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The action will provide for an online research subscription contract, and therefore, it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to award a contract with Thomson Reuters for an online legal research subscription service. Future year funding is contingent on Council budget approval.
Contract Request
FY2024-2025
Request Amount
Future Years
Amount
Account # Total Contract
Amount
$95,040 $399,960 01120001.529230 $495,000
Future year funding is contingent on Council budget approval. 4 of 4
Prepared By: Bradley Michaud, Principal Legal Analyst
Approved Forwarded to Council
Attachments:
A. Oaks Initiative Form-Thomson Reuters
B. Levine Act Disclosure
C. Westlaw Staff Report-June 25, 2019