Explanation
On January 1, 2024, the City Attorney’s Office entered into a contract with LexisNexis, a division of RELX Inc. (referred to as “LexisNexis”) for Lexis Advance subscription for online legal research services, amounting to $30,300.24. Currently, this contract serves three departments: the City Attorney with 67 users, requiring an additional 5 to cover all attorney positions; Council with 2 users; and Human Resources with 3 users. Additionally, the Department of Development needs online legal research services for one employee. This legislation authorizes the City Attorney to modify (Modification No. 1) said subscription contract with LexisNexis, incorporating an extra user from the Department of Development and 5 more users for the City Attorney; and to declare an emergency.
Emergency Designation: Emergency action is requested to allow the City Attorney’s Office to modify the existing subscription contract with LexisNexis, to add 5 additional users from the City Attorney and 1 additional user from the Department of Development ensuring access to up-to-date legal data.
FISCAL IMPACT: The amount of the contract modification is $1,890.00, and the total amount of this contract, as modified, is $32,190.24. This contract modification is funded by the General Fund and Land Acquisition Fund.
Original contract amount: $30,300.24 PO428079 (Term 1/1/2024-12/31/2024, $2,525.02/month)
Modification No. 1 amount: $1,890.00 (6 users at $35/month to begin 4/1/2024, new payment $2,735.02/month)
Total contract amount: $32,190.24
COMPANY: LexisNexis, a division of RELX Inc., FID: 52-1471842, CC009054, expires 05/19/2025
Title
To authorize the City Attorney to modify an existing contract with LexisNexis; to authorize the expenditure of up to $1,890.00 from the General Operating Fund and Land Acquisition Fund; and to declare an emergency. ($1,890.00)
Body
WHEREAS, the City Attorney entered into a contract with LexisNexis, for Lexis Advance subscription for online legal research services; and
WHEREAS, the maximum amount of the original contract was $30,300.24; and
WHEREAS, the City Attorney has identified the need to modify an existing contract with LexisNexis, for Lexis Advanced subscription, to add 2 additional users from the City Attorney Division, 3 from the City Attorney’s Real Estate Division, and 1 additional user from the Department of Development; and
WHEREAS, the additional cost is $35 per user per month for a total of $1,890.00 for 9 months; and
WHEREAS, it has become necessary in the usual daily operations of the Columbus City Attorney’s Office and the Department of Development to authorize the City Attorney to expend these funds; and
WHEREAS, an emergency exists in the usual daily operation of the City Attorney’s Office in that it is in the best interest of the City to authorize the City Attorney to modify the existing subscription contract with LexisNexis, to add 5 additional users from the City Attorney and 1 additional user from the Department of Development ensuring access to up-to-date legal data, subscription access is scheduled to begin April 1, 2024 thereby preserving the public health, peace, property, safety, and welfare; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the City Attorney be and is hereby authorized to modify an existing subscription contract with LexisNexis, in the amount of $1,890.00. Bringing the contract total to $32,190.24.
Section 2. That for the purposes stated in Section 1, the amount of $630.00 or so much thereof as may be necessary, be and is hereby authorized in Fund 1000 (General Fund), 24-2401 (City Attorney), in object class 03 (Purchased services) per the accounting codes in the attachment to this ordinance.
Section 3. That for the purposes stated in Section 1, the amount of $945.00 or so much thereof as may be necessary, be and is hereby authorized in Fund 5525 (Land Acquisition Fund), 24-2404 (City Attorney, Real Estate), in object class 03 (Purchased services) per the accounting codes in the attachment to this ordinance.
Section 4. That for the purposes stated in Section 1, the amount of $315.00 or so much thereof as may be necessary, be and is hereby authorized in Fund 1000 (General Fund), 44-4401 (Department of Development), in object class 03 (Purchased services) per the accounting codes in the attachment to this ordinance.
Section 5. Funds are hereby deemed appropriated and expenditures authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
Section 6. This modification is made in accordance with the relevant provisions of the City Code Chapter 329 relating to contract modifications.
Section 7. The City Auditor is authorized to establish such accounting codes as necessary, to make any accounting changes to revise the funding source for all agreements, contracts, or modifications associated with this ordinance.
Section 8. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency. An emergency action is requested the need for additional users which was discovered after the contract and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.