HomeMy WebLinkAboutLEXISNEXIS COPLOGIC SOLUTIONS INC. (6)ram' N-2022-131-03
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WORK MAY PROCEED
CITY CLERK
DATE: FEB 2 71025 Order No. IC
LexisNexis® Desk Officer Reporting System (DORS)
This Order No. 1C ("Order") is entered into this 1 day of January 2025 ("Order Effective Date") between City of Santa
Ana ("Agency") and LexisNexis Coplogic Solutions Inc. ("Provider") and subject to the terms and conditions of the Law
Enforcement Agreement effective April 7, 2022 ("Agreement") between the Parties. This Order No. 1C supersedes DORS Order
No. 1B dated February 27, 2024 and with the execution of this Order (No 1C)
1. TERMS AND CONDITIONS. All of the terms and conditions contained in the Agreement shall remain in full force and
effect and shall apply to the extent applicable to this Order except as expressly modified herein. To the extent that
the terms and conditions of this Order are in conflict with the terms and conditions of the Agreement, or any other
incorporated item, this Order shall control. Capitalized terms used herein but not defined shall have the same meaning
as set forth in the Agreement.
2. DESCRIPTION OF SERVICES. Provider, as part of its business has developed and makes available to law enforcement
entities an online citizen reporting system called LexisNexis® Desk Officer Reporting System ("DORS") enabling
individuals, retail companies and other organizations to file reports, crime tips and other forms online to law
enforcement.
3. SCOPE OF SERVICES. Provider agrees to provide the following Services to Agency subject to the provisions of this
Order. Except as provided by Section 2.2. of the Agreement, any change to the Services as set forth in this Order that
occur after the Order Effective Date must be made by amendment to this Order or by Provider's Change Control
Process and signed by both Parties. Provider will provide the following Services described below subject to Agency's
technology capabilities, processes, and work -flow functionality:
3.1.Features and functionality that are not part of the DORS Standard Features which is available at
https:Hdocs.lexisnexisrisk.com/bundle/DORS Service Features/resource/DORS Service Features odf as updated
from time to time, are considered Enhancements ("Enhancements"). If requested by the Agency, Provider may
agree to Enhancements to the Agency's specific and reasonable requirements. Any Enhancements by Provider in
accordance with this clause will become part of the Services and will continue to be subject to all the terms of the
Agreement and this Order. Provider shall be entitled to charge a reasonable fee and schedule for such
Enhancement(s) which will be agreed upon by the Parties in writing as part of the Provider's Change Control Process
prior to any work being performed. Provider's reasonable fee for Enhancement(s) is pursuant to Section 6.3 of this
Order (below).
3.2. Setup and Access. Setup and access responsibilities are detailed in Exhibit 2
3.3.Support and Maintenance. Provider will provide Support and Maintenance Services in accordance with the
terms and conditions set forth in Section 3 of the Agreement.
3.4. Agency acknowledges that certain Services provided under this Order may include the provision of certain
personal information data obtained from the state Department of Motor Vehicles ("DMV Data") and that such
DMV Data may be governed by the Federal Driver's Privacy Protection Act, (18 U.S.C. § 2721 et seq.) and
related state laws (collectively, the "DPPA"), and that Agency is required to comply with the DPPA, as
applicable. Agency certifies it has a permissible use under the DPPA to use and/or obtain such information
and Agency further certifies it will use such information obtained from Services only for the permissible
purpose selected below or for the purpose indicated by Agency electronically while using the Services, which
purpose will apply to searches performed during such electronic session:
Please check one below (required):
Confidential and Proprietary Information of LexisNexis
DORS Order Annual Q1.24.V4 haw 12/18/24
IDS
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1. No permissible use.
X 2. Use by a government agency, but only in carrying out its functions.
4. TRAINING
4.1 Train -the -Trainer Training Sessions. At no additional cost to Agency, Provider will provide Agency users instructor -
led, online 'train -the -trainer' training sessions. Courses can cover new user training, refresher training for existing
users, system administration, or other Agency -requested topics. The 'train the trainer' approach aims to educate
Agency users with skills that are needed to train other users. Provider aims to train Agency users within 60 days of
go -live. Provider will offer Agency up to two (2) training sessions annually. Additional requests will be evaluated
based on available resources and may be subject to additional fees.
4.2. User Guides. Provider will provide Agency with user guides or training documentation appropriate for the Services.
4.3. On Site Training. In response to written Agency requests for Provider to provide on -site training, Provider shall
produce a written estimate of the time required to provide the requested training including any requirements, such
as the presence of Agency staff, other resources, or materials. The Agency shall reimburse Provider at the rate of
two thousand five hundred ($2,500.00) dollars per day for each Provider employee who provides any on -site training
(this daily fee includes all Provider travel time and expenses).
S. TERM AND TERMINATION. This Order shall commence upon the Order Effective Date and shall continue for a term
of twenty-four (24) months ("Initial Term"). Agency reserves the right to terminate this Order (No. 1C) without cause
by providing thirty (30) days written notice to Provider.
6. FEES AND PRICE ADJUSTMENTS. The Fees for the Services shall be subject to the terms set forth in Section 4 of the
Agreement.
6.1.The Agency Fee is Zero Dollars ($0.00) for the individual filing the Report. For those Authorized Requestors
who are commercial entities the Agency will charge a fee of Twenty -Three Dollars ($23.00) for collision reports
and $.23 per page for incident reports.
6.1.1. For the avoidance of doubt, no Agency Fee will be paid with respect to the following:
6.1.1.1. When an Affiliate of Provider has paid an Agency Fee to acquire a Report for an
Authorized Requestor and such Affiliate later resells that Report from its inventory of
previously purchased Reports to another Authorized Requestor; or
6.1.1.2. When one or more components of a Report (e.g., VIN number) is provided to an
Authorized Requestor or an Affiliate of Provider by Provider rather than the entirety of
the Report being provided; or
6.1.1.3. When a Report is acquired by an Affiliate of Provider from a source other than the
eCommerce portal set forth on the applicable Order; or
6.1.1.4. When a fee is not charged to an Authorized Requestor for the Report.
Nothing in this Order shall require Provider or its Affiliate to pay an Agency Fee to the Agency when an
Authorized Requestor provides a Report and/or specific data extracted from the Report to a third party after
the Authorized Requestor has purchased such Report from the Affiliate's inventory of previously purchased
reports. Agency acknowledges that all reports requested by Agency Requestors shall be provided free of
charge.
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6.2.FEES.
For the term running January 1, 2025 through October 31, 2025, Agency shall pay a license Fee for the Services
which includes Support and Maintenance Services in the amount of Twenty Two Thousand Three Dollars and
26/100 ($22,003.26). Agency agrees to pay for services rendered since October 31, 2024."
For the term running November 1, 2025 through October 31, 2026 Agency shall pay a license Fee for the
Services which includes Support and Maintenance Services in the amount of Twenty Two Thousand Six
Hundred Sixty Three Dollars and 36/100 ($22,663.36).
6.3. ENHANCEMENTS. Provider will charge Agency an hourly rate of $250.00 for approved Enhancements. This
fee will be invoiced by Provider upon implementation of Enhancement(s).
SIGNATURES ON NEXT PAGE
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first
written above.
ATTEST:
Jennifer L. all
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
Tamara Bogosian
Senior Assistant City Attorney
RECOMMENDED FOR APPROVAL:
Robert Rodriguez
Chief of Police
Confidential and Proprietary Information of LexisNexis
DORS Order Annual Q1.24.V4 haw 12/18/24
CITY OF SANTA ANA
Alvaro Nunez
City Manager
PROVIDER: LexisNexis Coplogic Solutions Inc.
William S. Madison
Executive Vice President
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Exhibit 2: DORS Setup and Access
2-A. DORS SETUP
Agency Responsibilities
a) Coordinate with Provider to establish dates for deployment within the DORS implementation schedule tab;
b) Provide images for (i) website header image (ii) temporary citizen report image and (Ili) final printed PDF report
image;
c) Load provided HTML pages onto Agency website which links to Provider's servers for the Services;
d) Provide Provider with the schema for the desired file format and/or database schema;
e) Enable Provider read /write access and test environment with current configuration
f) Enable Provider VPN access to the exporter, RMS application(s), and other information required for report bridge
installation;
g) Provide timely responses to Provider's questions, which may arise during the setup and configuration process.
Provider Responsibilities
a) Coordinate with Agency to establish schedule for deployment within the DORS implementation schedule tab.
b) Register Agency within Provider's network and load Agency provided images into Agency's implementation of
DORS.
c) Provide Agency with administrator password and credentials for the Services.
d) Provide Agency with sample operational directives, deployment strategies and sample press release.
e) Provide Agency with suggestions for the successful deployment of the Services.
f) Provide Agency with instructions on the easy setup of a kiosk for Agency's headquarters lobby, etc.
Completion Criteria. This task is considered complete after Provider has delivered listed materials.
2-B. CONFIGURATION. Agency responsibilities and provider responsibilities are shown below.
Agency Responsibilities.
a) Coordinate with Provider for web training session on administering the program, using the dynamic creation tools,
"Triple Lock" login features, user account including deploying the "Secure side filing feature".
b) Using the administrator account, login in and configure the code tables, crime types, user account, and dynamic
content for Agency.
c) Test the optional interface with the RMS application.
d) Review resulting files with Provider, document any problems, and collaborate with Provider on a plan for
corrective action(s).
e) Provide necessary files for RMS integration.
Provider Responsibilities
a) Coordinate with Agency for web training session on administering the program, using the dynamic creation tools,
"Triple Lock" login features, user account including deploying the "Secure side filing feature".
b) Configure export routine for the optional RMS Interface with information provided.
c) Review resulting files with Agency, document any problems, and collaborate with Agency on a plan for corrective
action(s).
Completion Criteria. This task is considered complete when the DORS is accessible on Provider's web server and
reports can be filed and interfaced into the RMS (optional). This completion is the point at which the Provider sends
a DORS link to the Agency for access.
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