SUBJECT
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Authorizing the City Manager to execute an amendment to the contract with LexisNexis, that provides an online police report distribution system. This system allows police reports to be secured via the internet. The amendment to the existing agreement makes available an online citizen reporting system called Desk Officer Reporting System (“DORS”) enabling individuals, retail companies and other organizations to file reports, crime tips and other forms online. For all request by an authorized requestor, Provider may charge a convenience fee plus a fee in the amount of six dollars ($6.00) on behalf of the Police Department for each copy requested through the online system. The term of this agreement shall commence upon the effective date and shall continue until terminated in accordance with this agreement. All revenues generated from this service contract will be deposited to the General Fund and allotted to the Police Department to offset technology fees.
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PREVIOUS COUNCIL ACTION
Motion authorized by City Council on 05/16/2024 and amendment to contract approved by City Council on 09/19/2016 and 09/20/2021.
Public Hearing and Introduction of Ordinance was approved by City Council on December 04, 2023.
BACKGROUND
In 2006 the City received a sole proposal for providing an online report distribution system. PoliceReport.US, LLC supplied the Laredo Police Department with their online report distribution system with no upfront cost to this City. This company also provided all software and hardware necessary for the implementation of this system. The fee for the service is obtained through fees collected during the distribution process and paid by the end user or purchaser of reports.
Police Reports US, LLC was later acquired by LexisNexis, therefore a new contract was executed in 2016. The amendment to the existing agreement makes available an online citizen reporting system called Desk Officer Reporting System (“DORS”) enabling individuals, retail companies and other organizations to file reports, crime tips and other forms online. Either Party may elect to terminate this agreement by providing written notice to the other of such intent, at least ninety (90) days prior to the expiration of the Initial Term of the applicable Renewal term. For all request by an authorized requestor, Provider at its discretion may charge a convenience fee plus a fee in the amount of six dollars ($6.00) on behalf of the Police Department for each copy requested through the online system.
This Contract amendment includes Order No #2 Desk Officer Reporting System (DORS). Provider, as part of its business, has developed and makes available to law enforcement entities an online citizen reporting system called LexisNexis Desk Reporting System (“DORS”) enabling individuals, trail companies and other organizations to file reports, crime tips and other forms online to law enforcement.
COMMITTEE RECOMMENDATION
N/A
STAFF RECOMMENDATION
recommendation
Staff recommends that this contract amendment be approved.
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Fiscal Impact
Fiscal Year: 2024
Budgeted Y/N?: N/A
Source of Funds: General Fund
Account #: 101-000-332.10-10
Change Order: Exceeds 25% Y/N: N/A
FINANCIAL IMPACT:
All revenues generated from this service contract will be deposited in the following revenue account: 101-000-332.10-10, Project No. PDLEXI.
Monies collected for this fee shall be allotted into the Police General Fund to offset technology fees.