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CM-05-12-220Request for City Council/City Manager Action City Council uibmit complete Department Name: Contact Person: Project Manager/Resource: Project Coordinator: Assigned Attorney: or a1 Round Rock Police Department Rick White/Brenda Craytor Rick White/Brenda Craytor City Manager Jim Stuart Council or City Manager Agenda Date: 12/30/2005 Blue Sheet Wording Project Name: West Law Database Contract Agreement Contractor/Vendor: Westlaw Pro/CD-ROM Products Funding Source: 54U-100-21006 Amount: $222.30 monthly / $2,667.60 yearly/$8,002.80 term Purchase of the West Law Database and Reference will allow personnel within the Police Department to research current law as well as research information which wit assist with the identification of suspects and suspect vehicles during criminal investigations. The locator portion of the system allows for 5 users and passwords at a base cost of $190.00 per month. The Credit Header DL information will also be made available through this system at a base cost of $32.30 per month. A contract agreement for a period of 36 months (3 years) must be entered into prior to January 1, 2006 in order to receive the above mentioned monthly price of $222.30 per month for a total of $2,667.60 per year to be charged to the Department's Criminal Investigation Division account #5414-100-21006. The contract is automatically renewed at the end of the 36 -month term unless written notification of non -renewal is submitted by the Department. The quoted monthly charge is at a 40% discounted rate. As of January 1, 2006, the discounted rate will be lost plus there will be a base cost increase of 6% to 15%. The total 36 -month term cost is $8,002.80. Finance Information Is Funding Required? Finance Approval Finance EJFinance ElPurchasing Budget For Submission to Ci Project Mgr. Signature: Dept. Director Signature: City Attorney Signature*: City Manager Signature: Yes No Initial Construction Contract Construction Contract Amendment Change Order Change in Quantity Unforeseen Circumstances Initial Professional Services Agreement Supplemental Professional Svcs. Agr. # Purchasing/Service Agreement Purchase Order Item(s) to be purchased: Amount $8,002.80 Other (Please clearly identify action on lines below) Date Date Date Date Date: ru/77105' Date: 1,24/ fjor Date:V ����qq �i Date: ! 30—C6 proval is required for all items requesting City Manager's approval. Updated 3-9-05 CITY MANAGER BLUE SHEET FORMAT DATE: December 22, 2005 SUBJECT: City Manager Approval ITEM: West Law Database Resource Contract Agreement Department: Police Department Staff Person: Jim Stuart/Brenda Craytor Justification: This is a database which commissioned officers can research suspect and suspect vehicle information as well as current state and federal laws and penalties to enhance investigative efforts. Funding: Cost: $222.30 monthly/$2667.60 yearly/$8002.80 term base price Source of funds: Account #5414-100-21006 Background Information: Purchase of the West Law Database and Reference will allow personnel within the Police Department to research current law as well as information which will assist with the identification of suspects and suspect vehicles during criminal investigations. A contract agreement for a period of 36 -months (3 years) must be entered into prior to January 1, 2006 in order to receive the above mentioned price. The contract is automatically renewed at the end of the 36 -month term unless written notification of non -renewal is submitted by the Department. The total 36 -month term cost is $8,002.80. Updated 3-10-05 found Kock Police Department Staff Summary Sheet TO ACTION SIGNATURE (Last Name and Date) TO ACTION SIGNATURE (Last Name and Date) 1 Jim Approval 6 Stuart, Sgt. 2 Dean Approval 7 Friedrich, Lt. thiles' 3 Rick Approval '` r 8 White 12.4,'7/ 4 Bryan Williams, Approval `-0 9 Chief 1 4227M4 5 Jim Nuse, City Approval10 Manager ti U11)11 Title & Name: Analyst Brenda Craytor Division: Office of the Chief, Planning & Research Phone: 512/218-6677 Nextel: Return Date: 12-27-2005 Subject PURCHASE AND CONTRACT AGREEMENT FOR WEST LAW DATABASE AND LAW REFERENCE Date 12-22-2005 Summary: 1. Purchase of the West Law Database and Reference will allow personnel within the Police Department to research current law as well as research information which will assist with the identification of suspects and suspect vehicles during criminal investigations. 2. The locator portion of the system allows for 5 users and passwords ata base cost of $190.00 per month. The Credit Header DL information will also be made available through this system at a base cost of $32.30 per month. As a bonus, this system will allow commissioned officers to research current state and federal laws and penalties. 3. A contract agreement for a period of 36 months (3 years) must be entered into prior to January 1, 2006 in order to receive the above mentioned monthly price of $222.30 per month for a total of $2,667.60 per year to be charged to the Department's Criminal Investigation Division account # 5414-100-21006. The contract is automatically renewed at the end of the 36 -month term unless written notification of non -renewal is submitted by the Department. 4. The quoted monthly charge is at a 40% discounted rate. As of January 1, 2006, the discounted rate will be lost plus there will be a base cost increase of 6% to 15%. 5. The total 36 -month term cost is $8,002.80. Tab 1: Contract Agreement - outline the cost and subscription details. Tab 2: Information about West Law as provided through the internet Tab 3: Legal Approval Notification b 05 -12,-Z;10 PD -031-04 (08/04) rrr,oi vnv�nrunvt 610 Opperman Drive, P.O. Box 64833 St. Paul, MN 55164-1803 Tel: 651/687-8000 Check West account status below as applicable: Rep Name & Number Corey McKizzie 0042222 c ✓ (NACI Form attached) Existing with Increase Credit Limit (NACI Form attached) Existing with no changes Existing with changes (Permanent name change must attach a Customer Name Change Form) Date 12-27-2005 Acct # Unknown New Account Name/Subscriber City of Round Rock Police Department PO # Order Confirmation Contact Name Srgt Jim Stuart E -Mail Westlaw Password Contact Name (for password delivery) Srgt. Jim Stuart E -Mail Bill To Acct # 5414-100-21006 Permanent Address Change One -Time Ship To Name NA Address Additional Ship To Additional Bill To Attn: Suite Floor City State Zip WestlawPROTM/CD-ROM Products WestlawPRO/ Full Svc # # of Passwords/ FTEs/Students/ Monthly Banded/Base Per User/Conc. Total Monthly WestlawPRO/ 40274717 - - -- ----.- Locator �.,..... �,..,>« 3 5 pare 40 user mate 30 Other CD Charges 190.00 40330717 Credit Header DL'2 38 15% 32.30 Notes (including KeyCite) Total Monthly Charges $ 222.30 Monthly WestlawPRO Charges and Monthly CD-ROM Charges, are billed on the date West processes Subscriber's order and continue far 12 months thereafter. Upon conclusion of such 12 months, CD-ROM Charges are billed thereafter at then -current rates. If Subscriber elects below to commit to a longer term the Monthly WestlawPRO Charges will be billed as set forth herein. Upon conclusion of the WestlawPRO term elected below, Monthly WestlawPRO Charges are billed thereafter at then -current rates. Excluded Charges and Monthly WestlawPRO Charges (after the Term) may be modified as set forth in the "Subscriber Agreement" (as defined herein). Subscriber's Initials for 24 Month WestlawPRO Term Notwithstanding anything in the "Subscriber Agreement", Subscriber agrees to commit to a total of 24 on s and the Monthly WestlawPRO Charges for the second 12 months not to increase by more than % over the Monthly WestlawPRO Charges for the initial 12 Subscriber's Initials for 36 Month WestlawPRO Term Notwithstanding anything contained in the "Subscriber Agreement", Subscriber agrees to commit to a months and the Monthly WestlawPRO Charges for the second 12 months not to increase by more than 4 % over the Monthly WestlawPRO Charges for the 2 months and the Monthly WestlawPRO Charges for the third 12 months not to increase by more than 4 % over the Monthly WestlawPRO Charges for the second 12 months. Westlaw passwords may only be used by the person to whom the password is issued and sharing of Westlaw passwords is STRICTLY PROHIBITED. Subscriber is ;ble for all excluded/ancillary charges as incurred_ Subscriber's Initials 0 attorneys or corporate users are employed by Subscriber at the location identified above (for WestlawPRO & CD-ROM case CD-ROM annual billing (please check if requested) 7/1/05 SAMinet Internal Corporate Use Only BND &dot Technical Contact for Westlaw Patron Access, Westlaw Correctional Facilities and Campus Research Name (please print): Telephone: E -Mail Address: ''''''''Current Account #: Subscriber Initials terminals will be used for Patron Access/Correctional Facilities (not required for Campus Research) 1 WestlawPRO Renewals WestlawPRO Products Current Monthly WestlawPRO Charges Renewal Effective Date Subscriber's Initials for 12 Month Renewal Notwithstanding anything in the "Subscriber Agreement", Subscriber agrees to commit to an additional 12 months and the Monthly WestlawPRO , arges for the such additional 12 months shall be % more than the current WestlawPRO Charges. Subscriber's Initials for 24 Mr th Renewal Notwithstanding anything in the "Subscriber Agreement", Subscriber agrees to commit to an additional 24 months. The Monthly WestlawPRO Charges fi . e first additional 12 months shall be % more than the current Monthly WestlawPRO Charges and the Monthly WestlawPRO Charges for the second additional 12 onths shall be % more than the Monthly WestlawPRO Charges for the first additional 12 months. Subscriber's Initials for 36 Month Rene +1 Notwithstanding anything in the "Subscriber Agreement", Subscriber agrees to commit to an additional 36 months. The Monthly WestlawPRO Charges for the first a-+ tional 12 months shall be % more than the current Monthly WestlawPRO Charges and the Monthly WestlawPRO Charges for the second additional 12 months s : be % more than the Monthly WestlawPRO Charges for the first additional 12 months. The Monthly WestlawPRO Charges for the third additional 12 months .i all be % more than the Monthly WestlawPRO Charges for the second additional 12 months. Monthly WestlawPRO Charges are billed at then -current rates after`; e renewal period elected by Subscriber. In the event a promotion in the underlying Order Form required Subscriber to maintain a subscription to certain West productin order to be eligible for such promotion ("Dependency Subscriptions)"), Subscriber must also maintain such Dependency Subscription(s) during the Term of this Orde'`. orm so that Subscriber may be eligible for the pricing set forth herein. In the event Subscriber tinates any of the Dependency Subscription(s) during the Term of this 1 . -r Form, any promotions shall immediately terminate and Subscriber's Monthly WestlawPRO ages shall increase to then -current rates. The percent increase for the initial 12 months of the Term, as elected above, after the renewal effective date will apply unless then -current monthly WestlawPRO rates are less, in which case then then -current monthly WestlawPRO rates will apply. Westlaw Passwords and QuickView+ Name (last, first, middle initial au onze r *.s•g, ..,..o r,uy 14111 rara timer .Protluct(s) Subscriber shallth...4,4,...1-. UT- - passwords) shall have access to QutckView+ Actual charges billed by West may vary from charges reported on QuickView+. Subscriber shall pay charges as billed. West does not warrant and has no liability with respect to accuracy of charges or other information on QuickView+. Authorized QuickView+ Password Holder Password Authorized Acct. # 7/1/05 SAMInet 8,dot Print Products/Other Products Full Svc # Print Products and Other Products Q uantity List Charges Other Charges Total Charges $ Terms of Payment for Print Products. West's standard terms of payment for print products purchased are net 30 days_ West may elect to accept installment payments on the purchase price. Installment payment terms are $ per month plus tax for approximately months until the purchase price, plus any additional amounts under this Order Fonn, is paid in full. Interest is waived on all installments of 12 or 24 months. Subscription Service. Subscription services may consist of updates and supplements to the service, as follows: (a) CD-ROM Libraries: updated, replacement or supplemental CD-ROMs and online updates, and other related supplemental material; (b) Print Products: pocket parts, pamphlets, replacement or ancillary volumes; loose- leaf pages and other related supplemental materials; all of which may be billed separately at then -current rates. Subscriber hereby requests that West provide subscription services for the herein -described products at then -current rates until such subscription services are cancelled by West or cancelled upon written request by Subscriber (or as provided for in the Subscriber Agreement for CD-ROM products). General Provisions. This Order Form is subject to approval by West in St. Paul, Minnesota, and is governed by Minnesota law. The state and federal courts sitting in Minnesota will have exclusive jurisdiction over any claim arising from or related to this agreement. Applicable sales, use, personal property, value added tax (VAT) or equivalent, ad valorem and other taxes are payable by Subscriber. Subscriber may be charged interest for overdue installments and subscriptions and for other open account charges. If any installments, subscriptions, subscription services, Westlaw Charges or open account charges remain unpaid 30 days after becoming due, all unmatured installments, including all amounts that are or would become due and payable for the remaining term of Subscriber's Subscriber Agreement, shall become immediately due and payable at the sole option of West. Interest charged may be adjusted to the then -highest current rate allowable on Minnesota contracts. This Order Form is non- -'-msferable. All collection fees, including but not limited to attorneys fees, are payable by Subscriber. Transportation and handling charges will be added for print lucts. West may make credit investigations it deems appropriate including the request of a consumer credit report from a credit reporting agency on any individual ...entified in this Order Form. If Subscriber inquires whether a credit report was requested, West will provide information of such, if a report was received and the name, address and telephone number of the agency that supplied the report. Returns. If Subscriber is not completely satisfied with any product received from West, the product may be returned within 45 days of the invoice date for a full refund or credit, in accordance with West's then -current returns policies. Westlaw Charges are non-refundable. The Subscriber Agreement for Westlaw and CD-ROM Libraries, the applicable Schedule A price plan ("Subscriber Agreement"), for packaged Westlaw products and/or CD-ROM Libraries orders is hereby incorporated by reference and made part of this Order Form. In the event there is a conflict between the terms and conditions of the Subscriber Agreement and the terms and conditions of this Order Form, the terms and conditions of this Order Form shall control. Subscriber by his/her signature below, acknowledges his/her understanding and acceptance of the terms and conditions of th : ubs ' i her Agreement. SignaturX� AUTHORIZED REPRES "�i ATIVE FOR ORDER FORM �rintedNa Biyah-,_Williams, Chief Date 12-27-2005 Signature (x ') 13 Date / a -30 e25 For Credit Card Transactions only: Visa Master Card Ain Ex Card # Expir. Date Total Amt. to Charge 7/1/05 SAMinet 8.dot WESTLAWPRO BRIDGE AMENDMENT AVAILABLE ONLY TO NEW WESTLAW SUBSCRIBERS Amendment to Subscriber Agreement for Westlaw and CD-ROM Libraries between City of Round Rock Police Department ("Subscriber') and West, a Thomson business ("West") as follows: 1. Effect of Amendment. The underlying Subscriber Agreement WEST for Westlaw and CD-ROM Libraries, of even date herewith including all Schedules and Order Forms thereto ("Subscriber Agreement"), between Subscriber and West is amended as specifically set forth herein to incorporate the terms of this Title: Amendment. As amended, the Subscriber Agreement shall remain in full force and effect according to its terms and conditions. All Date: terms used in this Amendment shall have the meanings attributed to them in the Subscriber Agreement. This Amendment embodies SUBSCRIBER the entire understanding between the parties with respect to the subject matter of this Amendment and supersedes any and all prior By; j understandings and agreements, oral or written, relating to the subject matter. Namei'1'ease print): 2. Term and Termination. The Subscriber Agreement and this Title: Amendment shall become effective upon approval and acceptance by West in St. Paul, Minnesota and shall continue in force and Date: effect as set forth in 3.1 and 3.2 herein. 3. WestlawPRO Products 3.1 From the effective date of this Amendment and continuing for a minimum of 30 days thereafter ("Period 1"), Subscriber shall receive access, at no charge, to the WestlawPRO product(s) elected by Subscriber on the Order Form. Access to and use of all other Westlaw databases, Features and services shall be billed to Subscriber at then -current Schedule A Plan 1 WestlawPRO rates. 3.2 From the end of Period 1 and continuing 36 months thereafter ("Period 2"), Subscriber shall receive access to the WestlawPRO product(s) elected by Subscriber on the Order Form, at the rates set forth therein. All access to and use of all other Westlaw databases, Features and services will be billed at the then - current Schedule A Plan 1 WestlawPRO rates and/or Schedule A Plan 1 WestlawPRO rates. 3.3 All other terms and conditions of the Subscriber Agreement shall remain unchanged. 7/1/05-1 Jim Nuse City Manager 12-27-2005 Subscriber's Address: 615 E Palm Valley Round Rock, TX 78664 SAMInet 267.clot Social Security Number Access Authorization Form for Government Users WEST, A THOMSON BUSINESS - SOCIAL SECURITY NUMBER DISPLAY POLICY: West, a Thomson business, sr-' s to balance overall individual privacy needs and concerns with the legitimate information needs of specific ert,,des as allowed within the provisions of the Gramm -Leach -Bliley Act (GLB). As a general rule, the display of Social Security Numbers on Westlaw Public Record databases are truncated with the last four digits blocked. In order to help ensure that access to full Social Security Numbers are warranted, West requires that each government account annually request access to full Social Security Numbers, certify that the Social Security Numbers are needed, and will only be used in connection with legitimate government business. Please provide the following information and check the appropriate box: GOVERNMENT ACCOUNT NAME: L;ty,,.,dit.pck Police Department ❑ This Government Account does NOT need access to full Social Security Numbers. i This Government Account needs access to full Social Security Numbers. ❑ Add or remove current users' access to full Social Security Numbers. If you have requested access to full Social Security Numbers, please provide the following additional information about your use of the Social Security Number data. (Please note that GLB requires users to select a permissible purpose for access to such non-public information. Misrepresenting your permissible purpose to obtain this information is a violation of the GLB Act, other federal and state laws, and your Westlaw subscriber agreement. Any use of this information other than for the selected permissible purpose is grounds for account termination and may a1„--, result in federal or state prosecution.) West, in its sole discretion, reserves the right to discontinue access to S. „al Security Number data. Which Permissible Purposes under GLB for Government Access to full Social Security Number data applies to your use of this data? ® Law Enforcement Functions: use in civil or criminal investigations or other agency proceedings, as otherwise required or specifically permitted under federal or state law; use to detect or prevent actual or potential fraud, unauthorized transactions, claims or other liability. ❑ Court and Regulatory Agency Functions-- For use in connection with a civil, criminal, or regulatory investigation, subpoena, or summons by federal, state, or local authorities. Government Account Contact Name: Jim Stuart, Sergeant Address: V a1 'ctr,. + 942,...L, ix 7 c, q 512/218-5500 Phone Number: Account Number: Which specific government user passwords should have access to the full Social Security Number? (Attach a separate page if needed.) If you are modifying your original Social Security Access Authorization Form, please indicate which specific government user passwords you wish to have access to the full Social Security Number added and/or removed. (Attach a separate page if needed.) ADD REMOVE Please acknowledge that you and authorized persons under your government account agree to limit the use of this information, as described above, and to comply with the provisions of the Gramm -Leach -Bliley Act and all other applicable federal, state, and local laws, rules, and regulations. Your signature below as "Contracting Officer" or as "Authorized signature" certifies that you are the authorized signatory for this Government Account. Signature of Contracting Officer (if applicable), o i Authorized signature of Government Account: Date: )c ? -30 - 05 Account Manager/Sales Representative: '7 'ax To: or Mail To: 651.848.3499 Westlaw Public Records Westlaw Public Records ATTN: D5 -S400, SSN Authorization Access Request ATTN: SSN Authorization Access Request 610 Opperman Drive Eagan, MN, 55123 Ayi G Date: *Please allow up to 30 days for the Authorization Form to be processed, approved, and access granted. For Office Use Only Date request submitted: Date request verified: Signature: Date of preliminary approval: Signature: Date of final approval: Signature: Vice President Date request denied Signature: Requested action: Signature: Date access granted: Signature: NACI (New account/Credit Increase) Form New Account ✓ Trent to Cr COMER I FORMATION: e o i ame/Business Eutitp Doing Business As (DBA) City of Round Rock Police Department Date If Appropriate: Attn:/Department Street Address :it✓' Round Rock Criminal Investigation Division Attn: Sgt. Jim Stuart 615 W. Palm Valley Blvd. Telephone 512/218-5500 State TX Suite/Floar 78664 Counry U.S., E -Mail Address j stuart@round—rock.tx.us ,hip to Name (f different from above) Attention Web Address fax 512/218-3267 Street Address Suite/Floor City State Zip Country Bill to Name (if different from above) Attreiltion Soret Address Suite/Floor City State Zip Country Tax Exempt Yes XX If yes; attach copy of tax exempt certificate. No ( inization Affiliation (please check if appli 'able) Division of Representative of Subsidiary of Branch of Type of Organization (select Single Best Option) Legal (specifji) Government (specify) Other (,specify) Solo Attorney XX Muniei_ al p Sale Proprietor/Commercial Solo Suite County Academic Law Firm (Number of attorneys) State Corporation Federal Reseller Tribal Non -Profit If Appropriate: List Primary Practice Areas: XX Check to receive important e-mail notifications and special promotions from West. We will not sell, rent or share your information with others. CONTACT INFORMATION: Active. Paltrier/Officers Names. &. £hies: (please attach separate sheet if needed{ Sgt. Jim Stuart Capt. Stan Simpson oun Payable Contact: Sgt. Jim Stuart Lt. Dean Friedrich Accounts Payable TeiephoneNutnber: 512/218-5500 Non -Availability of Funds. If the (city,county,state entity here) Legislature fails to appropriate or authorize the expenditure of sufficient funds to provide for the continuation of this Amendment or if a lawful order issued in or for any fiscal year during the Term of this Amendment reduces the funds appropriated or authorized in such amounts as to preclude making the payments set out herein, this Amendment shall terminate on the date said funds are no longer available without any termination charges or other liability incurring to the Subscriber. The Subscriber shall provide West with notice not less than thirty (30) days prior to the date of cancellation, if such time is available. Otherwise, prompt notice will suffice. 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West has powerful and flexik help. http://west.thomson.com/store/product.asp?product%5Fid=Westlaw&catalog%SFname=... 12/22/2005 West - Westlaw® Page 2 of 2 More Westlaw Resources >.> Research and Technical Support »> Password and Administrative Suppoi »3 Free Westlaw user guides » Free e-mail newsletters for Westlaw.. »» Sign on to Westlaw (opens new broth Questions? Call 1-800-344-5008 or click Live Web Help. Site Kap 1 Contact Us l Accessibility 1 Privacy 1 © 2005 West Thomson 1 Thomson - Legal http://west.thomson.com/store/product.asp?product%5Fid=Westlaw&catalog%SFname=... 12/22/2005 12/22/2005 10:56 FAX 5122187028 CORR PURCHASING Von 01 JSi '-cuJ►r MS_l ` Tkrl.?s '� k��' foC.! c..,.% - ._ Jl�v)>%17 1, 2.0Lx€ ?-o , fj iz c viCAS •..__ . E Sow -t V�l�►. i S Cu ...?-i_ fl.A� 1LS+°4_ �.G?" /l!�C 40.u.) J .l f 4oWritst-tJ ii 12/22/2005 THU 9:54 (JOB NO, 8498] a001