Report Prepared by: Marvin Dillsaver, Communications Systems Supervisor, Police Department
Title
SUBJECT: Approval of Contract Renewal for Subscription Services not to Exceed 5 Years for an Online Citizen Reporting System Through LexisNexis for an Amount Not to Exceed $86,291.50
REPORT IN BRIEF
Considers approving the renewal of the LexisNexis software subscription, which enables community members to file certain police reports online.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving a Software Subscription Agreement with LexisNexis; and,
B. Approving Law Enforcement Agreement with LexisNexis; and,
C. Authorizing the City Manager to execute necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Refer back to staff for reconsideration of specific items as requested by Council; or,
3. Take no action.
AUTHORITY
Charter of the City of Merced, Section 200 et seq.
Chapter 3.04, Section 3.14.110B, of the Merced Municipal Code requiring council approval for contracts involving professional services exceeding $38,000 dollars.
CITY COUNCIL PRIORITIES
Enhance the efficiency and productivity of public safety staff by using technology to operate in a more resourceful manner.
DISCUSSION
In February 2019, the City Council approved the initial subscription agreement with LexisNexis to provide an online reporting system for the Police Department. This agreement has since expired. The department now seeks to renew the subscription to continue offering this valuable service to the community.
The LexisNexis online reporting platform allows community members to submit specific types of police reports via a secure online portal. Once submitted, reports are reviewed and, upon approval, automatically uploaded into the department's Records Management System (RMS).
This process improves efficiency by reducing manual data entry, expediting report turnaround times, and enhancing service delivery to the public. Reports can be securely accessed by the reporting party or relevant insurance companies; in the same way accident reports are currently managed. Faster report processing assists insurance companies in starting claims sooner, benefiting residents who are seeking timely resolutions.
Continuing this subscription supports the Police Department’s goals of modernizing services, improving public accessibility, and reducing administrative workload.
The LexisNexis Software subscription and maintenance will be billed as followed:
|
Year |
Monthly Payment |
Annual Amount |
|
Current Year |
7/1/2025 - 6/30/2026 @ $1,354.45 per month |
$16,253.40 |
|
Full Year 1 |
7/1/2026 - 6/30/2027 @ $1,395.08 per month |
$16,741.00 |
|
Full Year 2 |
7/1/2027 - 6/30/2028 @ $1,436.94 per month |
$17,243.23 |
|
Full Year 3 |
7/1/2028 - 6/30/2029 @ $1,480.04 per month |
$17,760.53 |
|
Full Year 4 |
7/1/2029 - 6/30/2030 @ $1,524.45 per month |
$18,293.34 |
|
|
Total Contract Cost |
$86,291.50 |
IMPACT ON CITY RESOURCES
No appropriation of funds is necessary. The renewal cost for the 2025/2026 fiscal year is available in the approved Police Department Budget. Future renewal costs will be added to the Police Department Budget through the city’s normal budgeting process.
ATTACHMENTS
1. LexisNexis Subscription and Law Enforcement Agreements
2. Initial LexisNexis Subscription Agreement