25C - AGMT POLICE REPORT SYSTEM - Laserfiche WebLink

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 18, 2018 TITLE: APPROVE AN AGREEMENT WITH LEXISNEXIS COPLOGIC SOLUTIONS, INC. FOR ONLINE POLICE REPORT SYSTEM (STRATEGIC PLAN NO. 1, 3A)' RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1st Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute a three-year agreement with LexisNexis Coplogic Solutions, Inc. for the period of January 1, 2019 through October 31, 2021 to provide access to its Desk Officer Reporting System (Order 1), and provide Collision Report Distribution Services (Order 2) for the period of January 1, 2019 through December 31. 2021, in an amount not to exceed $56,435.85, subject to non -substantive changes by the City Manager and City Attorney. On June 20, 2012, Council approved an agreement with Coplogic to provide access to its online police report system,Desk Officer Reporting System (Order 1). The Coplogic system was subsequently acquired by LexisNexis Risk Solutions. This system enables the public to quickly and efficiently document crimes where they have been a victim. By using this tool, the community is given an additional method to create a police report that is available at all times without having to wait for assistance from Police Department personnel. It also enhances the Santa Ana Police Department's ability to respond to more urgent requests for service by freeing up officers who would otherwise be occupied writing these reports. In addition, LexisNexis will provide Collision Report Distribution Services (Order 2). This service allows community members and insurance companies to easily order copies of collision reports. The Santa Ana Police Department wishes to execute a three-year agreement with LexisNexis Coplogic Solutions at $18,811.95 per year, for a three-year total not to exceed $56,435.85. The current agreement with LexisNexis expired on October 31, 2018 and this new agreement will cover the period of January 1, 2019 through October 31, 2021. In addition, City will recognize and pay Contractor for services provided during the period from November 1, 2018 to the agreement effective date of January 1, 2019. The software is proprietary and owned by LexisNexis Coplogic Solutions and can only be serviced by this company. The recommended action will allow for continuous service to the community and the Santa Ana Police Department. 25C-1