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Home My WebLink About08/18/2026 07.K. Resolution authorizing Westlaw_Contract_Renewal r 'V ii _�ii •• i i t, gin.;—* _1a _- '^ BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 7.K. For Meeting of: August 18, 2026 ITEM TITLE: Resolution authorizing a contract with Thomson Reuters for legal research database usage SUBMITTED BY: Sara Watkins, City Attorney SUMMARY EXPLANATION: The City Legal department utilizes a legal database provided by Thomson Reuters (called "Westlaw") to search and review federal and state (all states) case law, as well as treatises, law review articles and other practice-based publications when evaluating questions from City departments, the City Manager, and the City Council. A quote was provided for the next 36 months with monthly charges of$4,041.00 per month, with a percentage increase for each additional 12-month period. Access to this database is integral to the Legal department's ability to provide the best advice possible to the City. ITEM BUDGETED: Yes STRATEGIC PRIORITY 24-25: N/A RECOMMENDATION: Adopt Resolution ATTACHMENTS: Res-Westlaw Contract Renewal.docx Yakima City Attorney_Westlaw Renewal_Option Two.pdf 108 RESOLUTION NO. R-2026- A RESOLUTION authorizing a contract with Thomson Reuters for legal research database usage. WHEREAS, the City of Yakima (City) includes a Legal department that provides legal advice and information to internal departments, the City Manager and the City Council; and WHEREAS, the City Legal department, in formulating and providing advice, often needs to consult case law, and other legal treatises and documents; and WHEREAS, Thomson Reuters provides a database service wherein all case law (all states and all federal cases) can be searched, as well as treatises, law review articles, and other relevant documents which the Legal department can use to evaluate issues and formulate opinions and advice; and WHEREAS, the City Council of the City of Yakima finds that it is in the best interests of the City to enter into an agreement with Thomson Reuters to provide research database usage to the City's Legal department; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to execute the Thomson Reuters Order ID: Q- 11848198, and all other necessary documents for utilization of the legal database during the next thirty-six months. ADOPTED BY THE CITY COUNCIL this 11th day of August, 2026. Matt Brown, Mayor ATTEST: Rosalinda Ibarra, CMC, City Clerk 109 Order Form Order ID: Q-11848198 • ••• •••••• • Thomson Contact your representative dan.nagan@thomsonreuters.com with any questions.Thank you. • ; : • •..•••.• Reuters-M •• • Sold To Account Address Shipping Address Billing Address Account#: 1000238159 Account#:1000238159 Account#: 1000238159 YAKIMA CITY ATTORNEY YAKIMA CITY ATTORNEY YAKIMA CITY ATTORNEY 200 S 3RD ST 200 S 3RD ST 200 S 3RD ST YAKIMA WA 98901-2830 US YAKIMA WA 98901-2830 US YAKIMA,WA 98901-2830 "Customer" US This Order Form is a legal document between Customer and A. West Publishing Corporation to the extent that products or services will be provided by West Publishing Corporation,and/or B. Thomson Reuters Enterprise Centre GmbH to the extent that products or services will be provided by Thomson Reuters Enterprise Centre GmbH. A detailed list of products and services that are provided by Thomson Reuters Enterprise Centre GmbH and current applicable IRS Certification forms are available at:https://www.tr.com/trorderinginfo West Publishing Corporation may also act as an agent on behalf of Thomson Reuters Enterprise Centre GmbH solely with respect to billing and collecting payment from Customer.Thomson Reuters Enterprise Centre GmbH and West Publishing Corporation will be referred to as "Thomson Reuters","we"or"our,"in each case with respect to the products and services it is providing,and Customer will be referred to as "you",or"your"or"Client". For Federal Customers the following shall apply: Thomson Reuters General Terms and Conditions (available here: http://tr.com/federal-general-terms-and-conditions apply to the purchase and use of all products, except print, and together with any applicable Product Specific Terms (set forth below) are incorporated into this Order Form by this reference. In the event that there is a conflict of terms among the General Terms and Conditions,the Product Specific Terms and this Order Form, the order of precedence shall be Order Form, the Product Specific Terms, and last the General Terms and Conditions. For non-federal customers the following shall apply: Thomson Reuters General Terms and Conditions (http://tr.com/us-general-terms-and-conditions) apply to the purchase and use of all products, except print, and together with any applicable Product Specific Terms (set forth below) are incorporated into this Order Form by this reference. In the event that there is a conflict of terms among the General Terms and Conditions,the Product Specific Terms and this Order Form, the order of precedence shall be Order Form, the Product Specific Terms, and last the General Terms and Conditions. ProFlex Products See Attachment for details Material# Product Monthly Charges Minimum Terms (Months) 40757482 West Proflex $4,041.00 36 Bridge Products Material# Product Quantity Unit Bridge Monthly Bridge Term Charges (Months) 40757482 West Proflex 1 Each $3,367.33 1 Bridge Terms Bridge Monthly Charges begin on the date we process your order and will be prorated for the number of days remaining in the calendar month,if any.The Bridge Monthly charges will continue for the number of complete calendar months listed in the Bridge Term column above and will be in addition to the Monthly Charges and Minimum Term outlined above.At the end of the Bridge Term,your Monthly Charges and the Minimum term will begin on the first full calendar month following the Bridge Term as described in the Product grid above.All other terms and conditions of the Order Form remain unchanged. For purposes of clarification,your total Term will be the Bridge Term plus the Minimum Term. Minimum Terms Your subscription is effective upon the date we process your order("Effective Date")and Monthly Charges will be prorated for the number of days remaining in that month, if any.Your subscription will continue for the number of months listed in the Minimum Term column abov- Page 1 of 4 110 plus any Bridge Term that may be outlined above counting from the first day of the month following the Effective Date. Your Monthly Charges during the first twelve(12) months of the Minimum Term are as set forth above. If your Minimum Term is longer than 12 months, then your Monthly Charges for each year of the Minimum Term are displayed in the Attachment to the Order Form. Post Minimum Terms 1 Your subscription will automatically renew at the end of the Minimum Term for successive 12-month renewal terms (each, an "Automatic Renewal Term"),unless either party provides written notice of its intent to not renew at least 30 days prior to the beginning of an Automatic Renewal Term.We will notify you of any change in the Annual Charges at least 60 days before each Automatic Renewal Term begins. Submit your notice of nonrenewal to:https://www.thomsonreuters.com/en-us/help/account-management/legal/orders/request-a-subscription- cancellation.html or via postal mail to Customer Service,2900 Ames Crossing Rd,Eagan,MN 55121. For Federal government subscribers that chose a multi-year Minimum Term, those additional years will be implemented at your option pursuant to federal law. Banded Product Subscriptions. You certify your total number of attorneys (full-time and part-time partners, shareholders, associates, contract or staff attorneys, of counsel, and the like), corporate users, personnel or full-time-equivalent students is indicated in this Order Form.Our pricing for banded products is made in reliance upon your certification.If we learn that the actual number is greater or increases at any time,we reserve the right to increase your charges to the market rate for all of your attorneys. Miscellaneous Material Change.If,at any time during the Minimum Term or the Renewal Term,there is a material change in your organizational structure including,but not limited to merger,acquisitions,combination,significant increase in the number of attorneys at a location covered by the agreement,divestitures,downsizing or dissolution,we will modify your rates proportionally.If you acquire the assets of,or attorneys from, another entity that is a current subscriber,you assume all obligations under the agreements that apply to those assets and attorneys,and you will pay the invoiced charges on both those agreements as they become due,until a superseding agreement is negotiated in good faith. Charges,Payments&Taxes.You agree to pay all charges in full within 30 days of the date of invoice.You are responsible for any applicable sales, use, value added tax (VAT), etc. unless you are tax exempt. If you are a non-government customer and fail to pay your invoiced charges,you are responsible for collection costs including attorneys'fees. Excluded Charges And Schedule A Rates.If you access products or services that are not included in your subscription you will be charged our then-current rate ("Excluded Charges"). Excluded Charges will be invoiced and due with your next payment. For your reference, the current Excluded Charges schedules are located in the below link. Excluded Charges may change from time-to-time upon 30 days written or online notice. We may, at our option, make certain products and services Excluded Charges if we are contractually bound or otherwise required to do so by a third party provider or if products or services are enhanced or if new products or services are released after the effective date of this ordering document. Modification of Excluded Charges or Schedule A rates is not a basis for termination under paragraph 9 the General Terms and Conditions. https://lega l.thomsonreuters.com/content/dam/ewp-m/documents/legal/en/pdf/other/p la n-2-pro-gout-agencies.pdf http://static.legalsolutions.thomsonreuters.com/static/agreement/plan-2-pro-govt-agencies.pdf eBilling Contact.All invoices for this account will be emailed to your e-Billing Contact(s) unless you have notified us that you would like to be exempt from e-Billing. Product Specific Terms Document Intelligence Product Specific Terms:The following product specific terms shall apply to the Document Intelligence products on this order form,and are incorporated by reference:http://www.thomsonreuters.com/document-intelligence-PST. Additional Terms for Services with Generative Al Skills: The following additional terms shall apply to Thomson Reuters Products with Generative Al Skills (including but not limited to all CoCounsel branded Products; all Products with Al Assisted Research;Contract Express,CLEAR Investigate,Westlaw Advantage;Practical Law or Practical Law Connect,with Dynamic Tool Set;Practical Law UK Premium; Practical Law Global Premium; HighQ), listed on this order form, and are incorporated into this order form by reference:https://www.tr.com/legal-services-ai-terms. CoCounsel Core and CoCounsel Drafting Product Specific Terms:The following product specific terms shall apply to CoCounsel Core and CoCounsel Drafting and are incorporated into this order form by reference: http://tr.com/cocounselcore-and-drafting-product-specific- terms. Product Specific Terms and Service Levels:The following product specific terms and service levels shall apply to the HighQ products on this order form,and are incorporated by reference: • HighQ Product Specific Terms http://tr.com/HighQ-PST • HighQ Service Levels: Thomson Reuters shall provide service availability, maintenance and support for the term of the Agreement. Details are available at:http://tr.com/HighQ-SLA.Note that Sections 3.3 of the SLA does not apply to any H ighQ Light packages The Federal Product Specific Terms can be found here:http://tr.com/federal-product-specific-terms Product Specific Terms.The following products have specific terms which are incorporated by reference and made part of this Order Form if they apply to your order.They can be found at https://static.legalsolutions.thomsonreuters.com/static/ThomsonReuters-General-Terms- Conditions-PST.pdf.If the product is not part of your order,the product specific terms do not apply. • Campus Research • Hosted Practice Solutions • ProView eBooks • Time and Billing • West km Software 111 Page 2 of 4 • West LegalEdcenter • Westlaw • Westlaw Doc&Form Builder • Westlaw Paralegal • Westlaw Patron Access • Westlaw Public Records Drafting Tools Product Specific Terms:The following product specific terms shall apply to the Drafting Tools products(Drafting Assistant, Clause Finder, Clause Finder: Internal Agreements) on this order form, and are incorporated by reference:https://www.thomsonreuters.com/draftingassistant-and-clausefinder-pst. Additional clauses applicable to: Westlaw Advantage, Practical Law Dynamic Tool Set,CoCounsel Essentials, Westlaw Advantage with CoCounsel Essentials,Practical Law with Dynamic Tool Set with CoCounsel Essentials,CoCounsel Legal Additional Features and Functionality: During the term of this Agreement, Thomson Reuters may in its sole discretion issue updates, upgrades, patches, enhancements, or improvements that it makes generally available to its customers at no additional charges (collectively "Upgrades")which may be subject to usage limits. For the avoidance of doubt, Upgrades do not include (i) new services that are developed or acquired by Thomson Reuters or(ii)services or functionalities for which there are royalty requirements or licensing restrictions.Where your Service includes Westlaw Advantage and/or Practical Law Dynamic Tool Set, these Upgrades do not include access to additional or new content sets beyond those you have subscribed to as part of the Service. Usage Limits:TR may,acting reasonably,at any time during the Term,impose or modify usage limits on any LLM Feature upon 60 days'prior written notice to Customer."LLM Feature"means any functionality of the Service that uses a large language model(LLM)whether the LLM is the whole or part of the Service. If TR imposes or modifies a usage limit under this clause,Customer may,within 30 days of TR's notice of the limit,provide written notice to TR requesting good faith negotiations.The parties shall explore commercially reasonable alternatives,which may include adjustments to usage limits or pricing. Amended Terms and Conditions Government Non-Availability of Funds for Online,Practice Solutions or Software Products You may cancel a product or service with at least 30 days written notice if you do not receive sufficient appropriation of funds. Your notice must include an official document, (e.g., executive order, an officially printed budget or other official government communication) certifying the non-availability of funds. You will be invoiced for all charges incurred up to the effective date of the cancellation. Acknowledgement:Order ID:Q-11848198 Signature of Authorized Representative for order Title Printed Name Date This Order Form will expire and will not be accepted after 11/19/2026. 112 Page 3 of 4 Attachment Order ID: Q-11848198 • •. 4..•'••••• Thomson •• •.. ReutersTM •� Contact your representative dan.nagan@thomsonreuters.com with any questions.Thank you. Payment,Shipping,and Contact Information Payment Method: Order Confirmation Contact(#28) Payment Method:Bill to Account Contact Name:WATKINS,SARA Account Number:1000238159 Email:sara.watkins@yakimawa.gov This order is made pursuant to: eBilling Contact Shipping Information: Contact Name SARA WATKINS Shipping Method:Ground Shipping-U.S.Only Email sara.watkins@yakimawa.gov ProFlex Multiple Location Details Account Number Account Name Account Address Action 200 S 3RD ST 1000238159 YAKIMA CITY ATTORNEY YAKIMA New WA 98901-2830 US ProFlex Product Details Quantity Unit Service Material# Description 1 Each 40757482 West Proflex 11 Attorneys 43483001 Westlaw Advantage,National(All States&Federal) 11 Attorneys 42077755 Westlaw All Analytical,Enterprise access,Government 11 Attorneys 41974282 Westlaw Drafting Assistant,Government,Enterprise access Account Contacts Account Contact Account Contact Account Contact Account Contact First Name Last Name Email Address Customer Type Description Patricia Martinez patricia.martinez@yakimawa.gov EML PSWD CONTACT Lapsed Products Sub Material Active Subscription to be Lapsed 40757481 West Proflex Charges During Minimum Term Year 1 Year 2 Year 3 oh oh 4 ohYear 5 Mate Product Charges %incr Charges %incr Charges incr Charges incr Charges Billing Yr 1- Yr 2- per per rial# Name per Billing per Billing per Billing Yr 3- Yr 4- Freq Freq 2* Freq 3* Freq 4* Billing5* Billing Freq Freq 40757 West Monthl $4,041.00 6.00% $4283.46 6.00% $4540.47 N/A N/A N/A N/A 482 Proflex y Charges During Minimum Term Pricing is displayed only for the years included in the Minimum Term.Years without pricing in above grid are not included in the Minimum Term.Refer to your Order Form for the Post Minimum Term pricing. Refer to Order Form for Billing Frequency Type. 113 Page 4 of 4