CM-13-04-014ROUND ROCK TEXAS
MVOS, WWft IROSPrBRY
City of Round Rock
Agenda Item Summary
Agenda Number:
Title: Consider Executing renewal acquisition of CLEAR Plus Web Analytics.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 4/12/2013
Dept Director: Tim Ryle
Cost: $40,788.00
Indexes: General Fund
Attachments: doc02218320130327150215, doc02218420130327150225
Text of Legislative File CM -13-014
Consider executing a West Order Form for the renewal acquisition of CLEAR Plus Web Analytics for
a period of thrity-six (36) months. This contract will cover nine (9) users at a cost of $1,133.00. This
system is utilized to assist in criminal investigations with the identification, location and apprehension
of criminal suspects, vehicles, and associates.
City of Round Rock
Page 1
Printed on 4/11/2013
CITY OF ROUND ROCK
CONTRACT MANAGEMENT SECTION
CONTRACT APPROVAL FORM FOR CITY MANAGER ACTION
Required for Submission of Specific City Manager Items
Department Name: Police Department
Project Mgr/Resource: Rick White
iCity Manager Approval
CMA Wording
Consider executing a West Order Form for the acquisition of CLEAR Plus Web Analytics for a period of Thirty -Six (36) months.
Project Name: West Order Form - Clear Services
Contractor/Vendor: WEST, A Thompson Reuters Business
Approval
XDEmployee EE Bowden
Notes/Comments
Date February 20, 2013
WEST ORDER FORM - CLEAR® SERVICES
TEXAS CALIR SERVICES CONTRACT 82010001
610 Opperman Drive, P.O. Box 64833
St. Paul, MN 55164-1803
Tel: 651/687-8000
WEST.
A Thomson Reuters business
Check West occomet status below as bk:
New _ (NAQ Form attached)
Existing with no changes X Fasting with changes _ (Permanent name change must attach a Customer Name Change Form)
Rep Name &Number Gregory Dunn -104798
Does Subscrllbes have an existing West account?
® Yes If yes, please provide West acootmt number 100/43304
❑ No
..
Acct # PO # Date 0327/2013 .4
Namne/Subsaiber Round Rock Police Department Sill To Asx # 10039443304
Order Confirmation Contact Name Rick White
E.blail rwhiteeroundroc Ictexes.gov
CLEAR Contact Name (for delivery of Registration Keys. Individual users
will also receive their Registration Keys if their e-mail addresses are provided)
PI
E -Mail rwhitetaroundrocktexas.gov
CLEAR Primary Account Contact Name (general business contact)
E -Mail
Te
Pennant Address Change One -Trane Skip To Additional Ship To
Attn:
Name
Address
City
Telephone
Additional BM To
Fall Svc #
41011056
State
Suite/Floor
County Zip
CLEAR Products
N of Users
Moat
Banded
Toth Monthly
Other CLEAR Charges
CLEAR Plus Web Analytics 9
1,133 1,133
Notes:
Total Monthly CLEAR Charges S $1,133
O TEXAS CALIR SERVICES defined ands the TEXAS CALM Contract The annual period, for
Monddy charges, mud increases, and tam dates for the Law Enforcement Options are specifically
purposes of price increases and renewal dates, nms Som February 1 through January 31 of each year for the temp of the TEXAS CALIR Contract.
O TERMS BELOW APPLICABLE ONLY FOR SPECIAL/CUSTOMIZABLE OFFERS UNDER TEXAS CALIR #2810411
CLEAR Charges are billed on the date West precasts Subscriber's orda and continue for a minimum of 12 complete calendar manna ("Minimum Tam"). Upon conclusion
of the Minimum Tenn, CLEAR Charges are bailed thereafter at up to t en- urrcat rates. If Subscriber elects a longer Minimum Term the Monthly CLEAR Charges will be
billed as set forth herein. Upon conclusion of the CLEAR Minimum Tam, Maddy CLEAR Charges are balled thereafter at up to then -current rates. Excluded Charges and
Monthly CLEAR Charges (atter the Minimum Tam) may be modified as set forth in the Subacxiber Agreement (aa defined herein). Subscriber is responsible for all Excluded
Charges aSabsa ibex's !nicht for 24 Month CLEAR Minimum Term Subacnber agrees to commit to a Minimum Tam of 24 months and the Moritdy CLEAR Charges
for 12 months not to increase by more than % over the Monthly CLEAR Charges for the initial 12 months.
Subscriber's Initials for 36 Moat CLEAR Maims Term Subscriber agrees to commit to a Minimum Tam of 36 months and the Monthly CLEAR Charges
for the second 12 months not to induce more than _ % over the Monthly CLEAR Charges for the initial 12 months and Monthly CLEAR Charges lbr the third 12
media not to increase by more then M % over the Monthly CLEAR Charges for the second 12 months.
Subscriber's Initials a CLEAR users are employed by Subscriber et the location identified above. If West loans that the number of Subscriber's
affiliated CLEAR uses exceeds this molter West reserves the right to urease Subsalber's Monthly CLEAR Charges as applicable.
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CLEAR Batch Transactional Products Section
Full Svc #
CLEAR Batch Products of Users
Other
Total Monthly
CLEAR Batch Charges
Notes:
Total Monthly Batch CLEAR Charges S
Access to CLEAR Batch shall begin on the date West processes Subscriber's Order and shall continue for a minimum of 12 complete calendar months thereafter ("Minimum
Term"). Subscriber may elect a longer Minimum Tem: by her/her initials below. CLEAR Charges for Subscriber's access to and use of CLEAR Batch shall begin when
Subscriber first accesses CLEAR Batch and are subject to change as set forth in the "Subscriber Agreement" (as defined herein). At the end of the Minimum Term Subscriber;
access to CLEAR Batch shall terminate unless Subscriber and West enter into a superseding agreement.
Subscriber's Initials for 24 Month CLEAR Batch Minimum Term Subscriber agrees to commit to a Minimum Term of 24 months and the Monthly CLEAR
Batch Charges
Subscriber's Initials for 36 Month CLEAR Batch Minimum Term Subscriber agrees to commit to a Minimum Term of 36 months and the Monthly CLEAR
Batch Charges
Subscriber's loidals CLEAR uscrs arc employed by Subscriber at the location identified above. If West teams that the number of Subscriber's
affiliated CLEAR users exceeds this number, West reserves the right to increase Subscriber Monthly CLEAR Charges as applicable.
OF instruct: Enter a discount of 100% - in the Condition Group 1 field on Additional Data A tab,
Full Svc II
CLEAR Batch Products
CLEAR Batch Window Products Section
Per month
Window rate of Users Monthly
Other
Total Monthly
CLEAR Batch
Charges
Notes:
Total Monthly Batch CLEAR Charges S
Access to CLEAR Batch shall begin on the date West processes Subscriber's Order and shall continue for a minimum of 12 complete calendar months thereafter ("Minimum
Term"). Subscriber may elect a longer Minimum Tenn by her/her initials below. CLEAR Charges for Subscriber's access to and use of CLEAR Window Batch shall begin
on the date West processes Subscriber's order. During the Minimum Term, Subscriber shall guarantee minimum monthly CLEAR Window Batch CLEAR Charges as set
forth above ("Monthly Guarantee") regardless of Subscriber's actual usage. All CLEAR Window Batch CLEAR Charges shall be waived for Subscriber's actual usage in
excess of the Monthly Guarantee through the amount of the Window, as set forth above. Subscriber shall pay alt CLEAR Window Batch CLEAR Charges in excess of the
amount of the Window as incurred, as well as any other applicable CLEAR Charges. CLEAR Batch requests must be sulanittcd at least five (5) business days prior to the end
of a billing month in order to apply against the Monthly Guarantee or Window for such month. CLEAR Charges are subject to change as set for the in the "Subscriber
Agreement" (as defined herein). At the end of the Minimum Term Subscriber's access to CLEAR Batch shall terminate unless Subscriber and West enter into a superseding
agreement.
Subscriber's Initials for 24 Month CLEAR Batch Window Minimum Term Subscriber agrees to commit to a Minimum Tenn of 24 months and the Monthly
CLEAR Batch Charges
Subscriber's Initials for 36 Month CLEAR Batch Window Minimum Term Subscriber agrees to commit to a Minimum Tenn of 36 months and the Monthly
CLEAR Batch Charges
Subscriber's Initials CLEAR users are employed by Subscribcr at the location identified above. If West teams that the number of Subscriber's
affiliated CLEAR users exceeds this number, West reserves the right to increase Subscriber Monthly CLEAR Charges as applicable.
All subscribers will be restricted to "standard logging"; provided, however. authorized law enforcement agencies with arrest powers may request that user input values entered
in a search or report be "blind logged". Authorized law enforcement agencies choosing Blind Logging must initial below.
Subscriber initials if Subscriber is an authorized law enforcement agency with arrest powers and requests Blind Logging
Required for, and applicable to, only accounts with arrest powers.
West reserves the right to change the logging type based on credentialing and account validation.
4115/11
IP Address Section
Only External IP Address(es) or Range(s) Must Be Provided
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Valid External IP Addresses or IP Ranges belonging to your organization and meeting the following requirements must be provided for
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all CLEAR orders:
• IP Addresses assigned to Jurisdictions outside the United States or Nesta roved U.S. Territories are prohibited.
• IP Addresses will not be accepted from the following ranges which are reserved by the Internet Assigned Numbers
Authority for special use or private networks: 10.0.0.0 - 10.255.255.255, 127.0.0.0-127.255.255.255, 172.16.0.0 -
172.31.255.255, 192.168.0.0 - 192.168.255.255, 169.254.0.0 -169.254.255.255.
• All IP addresses must be IPv4 addresses.
Permissible IP Address(es) will be those provided below as well as any previously provided IP Address(es) for this Subscriber
Subscriber's Internet Service Provider Name same as current
Provide IP Address(es) or IP Address Range(s) below
Additional page(s) array be attached if needed
Beginning IP Address same as current Ending IP Address
Beginning IP Address Ending IP Address
Beginning IP Address Ending IP Address
Beginning IP Address Ending IP Address
Subscriber initials if roaming access to CLEAR, permitting user access outside of Subscriber's designated IP Address/range, should
be prohibited. Please note that if this is requested Subscriber's users will be required to access CLEAR only through Subscriber's designated
entity (Ps on tile with West.
If you do not know your company's external IP address(s), try the following:
1. Contact your network administration, firewall or security team
2. Contact your Internet Service Provider, ISP (i.e. Cable, DSL, Satellite, etc.)
3. Go to the following URL in your browser: httn://tools.whois.net/vourip/ orhttp:/iwww.whatistnvin.cont to identify your
;..._
external IP address (NOTE: If you have multiple IP addresses, this tool will only detect one IP address)
Technical Contact for CLEAR Products (if applicable) (Contact for IP Address Issues)
nt) Rick White
Name (please print
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p e roundrocktexas. ov
Telephone rwhit� 9
E -Mail 512-218-5500
CLEAR Users, My Account Administrator and Authorized QuickVicw+ User
Last Name
First Name. K1.
Email Address
Phone Number
IN AD AN SV TC
If there are additional CLEAR users additional page(s) must be submitted with the order
User Type Key
IN = Investigator
AD = Administrator
AN = Analyst
SV = Supervisor
TC = Technical
Subscriber shall authorize which user shall be named as the My Account Administrator. Access to My Account will allow CLEAR user management, general account
information and granting access to other My Account users.
Authorized My Account Administrator for CLEAR
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Last Name mite
First Name, M.I. Rick
E -Mail rwhite@roundrocktexas.gov
(Required)
Subscriber shall authorize which CLEAR users(s) shall have access to QuickView+. 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 infonnation on QuickView+.
Authorized CLEAR Password Holder for CLEAR QuickView+
Last Name mite First Name, M.I. Rick Authorized Aect k rwhite@roundrocktexas.gov
CLEAR Renewals
Subscriber Certification Section must also be completed for all Subscribers that interact with. manage, or
house inmates or detainees.
*Current Monthly CLEAR Charges is/are ratc(s) in effect as of the date of this Order Form and may not be the
rates) in effect when rate(s) for the Renewal Term is/are calculated, depending on the length of the current
Minimum Term or current Renewal Term.
Sub Mat! #
CLEAR Products
Current Monthly CLEAR Charges*
Notes
Subscriber's Initials for 12 Month Renewal Term** Subscriber agrees to commit to an additional 12 months and the Monthly CLEAR Charges for the such
additional 12 months shall be % more than the current Monthly CLEAR Charges in effect at the end of the current Minimum Term and/or current Renewal Terms.
Subscriber's Initials for 24 Month Renewal Term** Subscriber agrees to commit to an additional 24 months. The Monthly CLEAR Charges for the first
additional 12 months shall be % more than the Monthly CLEAR Charges in effect at the end of the current Minimum Term and/or current Renewal Terms and the
Monthly CLEAR Charges for the second additional 12 months shall be % more than the Monthly CLEAR Charges for the first additional 12 months.
Subscriber's Initials for 36 Month Renewal Term** Subscriber agrees to commit to an additional 36 months. The Monthly CLEAR Charges for the first
additional 12 months shall be % more than the Monthly CLEAR Charges in effect at the end of the current Minimum Tenn and/or current Renewal Terms and the
Monthly CLEAR Charges for the second additional 12 months shall be % more than the Monthly CLEAR Charges for the first additional 12 months. The Monthly
CLEAR Charges for the third additional 12 months shall be % more than the Monthly CLEAR Charges for the second additional 12 months.
•• Effective at the end of the current Minimum Term ("Renewal Term"). Upon conclusion of the Renewal Term, Monthly CLEAR Charges are billed thereafter at up to then -
current rates. Excluded Charges and Monthly CLEAR Charges (after the Renewal Term) may be modified as set forth in the Subscriber Agreement. Subscriber is responsible
for all Excluded Charges as incurred. During the Renewal Term and thereafter, Subscriber's access to and use of CLEAR shall be governed by the Subscriber Agreement.
1
Subscriber Certification Section
Required for all accounts that interact with, manage or house inmates or detainees.
1
Subscriber Certifications must be completed for every order, including renewals.
Subscriber by his/her initials below certifies and acknowledges understanding and acceptance of the security limits of CLEAR and Subscriber's
responsibility for controlling product, Int and network access:
Subscriber's Initials. Functionality of CLEAR cannot and does not limit access to non -West Internet sites. It is the responsibility of Subscriber to control
access to the IntemeL By his/her initials, Subscriber acknowledges its understanding and acceptance of the security limits of CLEAR and Subscriber's
responsibility for controlling Internet access.
'"� Subscriber's Initials. Subscriber certifies that ft shall be responsible for controlling network access to the Internet or internal Subscriber sites. Subscriber
/ agrees to provide its own firewall, proxy servers or other security technologies as well as desktop security to limit access to the CLEAR URL and West
�°A� software. Subscriber must design, configure and implement its own security configuration.
ubseriber's Initials. Subscriber shall not use any Data, and shall not distribute any Data to a third party for use, in a manner contrary to or in violation of
any applicable federal, state, or local law, rule or regulation or in any manner inconsistent with the Subscriber Agreement.
Subscriber's initials. CLEAR will be accessed by Subscriber employees only for administrative or internal business purposes. All such access use will
r1 i fully comply with the following restrictions:
• In no event shall anyone other than approved Subscriber employees be provided access to or control of any terminal with access to CLEAR
or CLEAR data.
• Terminals with CLEAR access, access credentials. and CLEAR data will be in secured locations that do not provide inmate/detainee access.
• No access shall be outsourced or otherwise provided to third parties.
• Subscriber shall be solely responsible for ensuring that no sensitive information is made available beyond its stated permissible use.
Print Products/Other Products
4115/11
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Full Svc # Print Products and Other Products
Q
naafi
ty
List Charges Other Charges
Total Charges S
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 S per month plus tax for approximately months until the purchase price, plus any
additional amounts under this Order Form, is paid in full.
This Order Form will become effective upon verification by West of Subscriber's credentials in accordance with this Order Form and upon approval and acceptance by West
in St. Paul, Minnesota
Subscription Service and Passwords. Subscription services may consist of updates and/or supplements to the service, including but not limited 10 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 up to then -current rates.
Subscriber hereby requests that West provide subscription services for the herein -described products at up to then -current rates until such subscription services arc cancelled
by West or cancelled upon written request by Subscriber. Any passwords issued herein may only be used by the person to whom the password is issued and sharing of
passwords is STRICTLY PROHIBITED.
General Provisions. This Order Form is subject to approval by West Publishing Corporation, ("West") in St. Paul. Minnesota, and is governed by Texas law. The state and
federal courts sitting in Texas 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, CLEAR Charges or open account charges remain unpaid 30 days after becoming dueincluding
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 Texas contracts. This Order Form is non -transferable. All collection fees.
including but not limited 10 attorneys fees, are payable by Subscriber. Transportation and handling (FOB origin) charges will be added for print products.
Returns. If Subscriber is nes completely satisfied with any print 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 up to then -current returns policies. CLEAR Charges are non-refundable.
CLEAR Products to be Lapsed
Full Svc
CLEAR Products
The Texas CALIR Services Contract #2010-001, CLEAR Services Subscriber Agreement and the applicable Schedule A price plan("Subscriber
Agreement") are 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
Ss/her signature bbl j d _ es his/her un' • nding and ace; y nee of the terms and conditions of the Subscr r Agre meat
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