REPORT TO THE CITY COUNCIL September 27, 2018 FROM: JERRY P. DYER, Chief of Police Police Department BY: ANDREW HALL, Deputy Chief Support and Special Services Division SUBJECT ..Title Actions pertaining to the dissemination of traffic collision reports online: 1. Authorize the Chief of Police to amend an existing agreement with Crossroads Software Inc. to facilitate the dissemination of traffic collision reports online. 2. Authorize the Chief of Police to enter into and execute a reoccurring agreement with LexisNexis, through a partnership with Crossroads Software Inc., to disseminate traffic collision reports online. ..Body RECOMMENDATIONS It is recommended the City Council authorize the Chief of Police to amend an existing agreement with Crossroads Software Inc., allowing them to manage the police department's traffic collision report writing software and facilitate the dissemination of traffic collision reports online. It is also recommended that Council authorize the Chief of Police to enter into and execute a reoccurring agreement with LexisNexis, a partner of Crossroads Software Inc., to disseminate the Police Department's traffic collision reports online. EXECUTIVE SUMMARY The amended agreement with Crossroads Software Inc. allows for minor changes to the original agreement. The amended agreement allows Crossroads Software Inc., to increase the convenience fee for a copy of a police department traffic collision report from $12.00 to $15.00. The amended agreement also allows for Crossroads' Software Inc. partner, LexisNexis, to disseminate the police department's traffic collision reports online for consumers. The Police Department's collision reports will still be provided to Crossroads Software Inc., who will in turn, provide them to LexisNexis for online dissemination. The new agreement with LexisNexis allows for the online dissemination of the Police Department's traffic collision reports, which currently is handled exclusively by Crossroads Software Inc. LexisNexis works in a partnership with Crossroads Software Inc. by managing the online dissemination of traffic collision reports provided to them by Crossroads Software Inc. The new agreement will allow LexisNexis to take over the dissemination of the police department's traffic collision reports online, with the same regulations and requirements as set forth by the Police Department under the current agreement with Crossroads Software Inc. Crossroads Software Inc. will act as a manager over the online dissemination of the Police Department's traffic collision reports online by LexisNexis and will also act as a liaison between the police department and LexisNexis. BACKGROUND In January of 2011, we entered into our current contract with Crossroads Software Inc. Under that contract, Crossroads Software Inc. provides the Police Department with traffic collision report writing and data gathering software, electronic citation writing software, and all technical support associated with these software packages. In exchange, the Police Department allows Crossroads Software Inc. to disseminate traffic collision reports online, to the involved parties, for a convenience fee of $12.00. This partnership has worked very well for both the Fresno Police Department and Crossroads Software Inc. In addition, this service has provided an added convenience for the citizens of Fresno and insurance company representatives, to which they had not had access before. Prior to the implementation of our partnership with Crossroads Software Inc., citizens and insurance company representatives could only obtain copies of their collisions reports by physically responding to the police department's headquarters lobby, or request a copy by mail. Once at headquarters these individuals would have to wait in line, sometimes for hours, before they could obtain their report, or wait several weeks before the reports were delivered by mail. Now, these same reports can be accessed online immediately, from almost anywhere. As Crossroads Software Inc. grew in size and took on additional clients, so did their need to franchise out some of their workload. Crossroads Software Inc. entered into a partnership with LexisNexis to manage the online dissemination of the traffic collision reports they collect from their clients. Despite this partnership, Crossroads Software Inc. still maintains overall control of the online dissemination process. LexisNexis only makes available online, those collision reports provided to them by Crossroads Software Inc. and complies with any and all rules and regulations regarding online dissemination set forth by Crossroads Software Inc. and the originating law enforcement agency. The convenience fee for obtaining an online Fresno Police Department collision report has remained constant at $12.00 per report since the inception of our current contract, which took effect in January of 2011. This proposed amended contract with Crossroads Software Inc. would allow for a $3.00 increase to the convenience fee raising it to $15.00 per report. This increase is necessary to cover the increased costs incurred by Crossroads Software Inc. for providing the online dissemination of the Fresno Police Department's collision reports to LexisNexis. The Fresno Police Department does not receive any portion of the convenience fee, but in turn receives all the associated software, collision analysis data, and technical support free of charge. Traffic collision reports are still available to the public, free of charge, at the department's Records counter. ENVIRONMENTAL FINDINGS This is not a "project" for the purposes of the California Environmental Quality Act (CEQA), pursuant to CEQA Guidelines Section 15378. LOCAL PREFERENCE Local preference was not considered because this does not include a bid or award of a construction or service contract. FISCAL IMPACT There is no impact to the General Fund as there are no costs related to both contracts. Attachments: Amendment No. 1 to the Crossroads Software Inc. contract LexisNexis contract 2