9.A.
City Council Meeting - FINAL
- Meeting Date:
- 09/01/2015
- From:
- Ladd Vagen, Information Technology Director
Information
TITLE:
Consideration and Approval of Payment/Contract Renewal: Annual Computer Software Maintenance
RECOMMENDED ACTION:
Approve payment of annual software maintenance costs in a budgeted amount not to exceed $583,784.00 pursuant to contracts with:
- Harris Enterprise (City Contract No. A2012-0619.1), draft invoice for $133,402.50;
- SHI (reseller for Microsoft) (Arizona Procurement Office Contract No. ADSPO11-007500), draft invoice for $137,947.86;
- SirsiDynix (Library) (City Contract No. A2000-1023.1, as amended 10/23/2000), draft invoice for $74,577.44;
- Intergraph Corp. (Public Safety) for $210,085.00 plus any applicable taxes, and approve its contract renewal.
Executive Summary:
Policy Decision or Reason for Action:
- Annual Payments are issued to provide ongoing software licensing support and maintenance as necessary.
- The attached schedule outlines the anticipated expenditures for fiscal year 2016.
- Actual costs may vary from attached draft invoices and therefore approval is sought for "amount not to exceed."
Decision Points:
- Annual purchase orders pursuant to contracts provide for the means to conduct day-to-day activities of the City without delay.
Financial Impact:
Purchases are budgeted in the department divisions software maintenance. The overall cost for FY16 is expected to increase by approximately $31,000.00 due to increased CPI.
Connection to Council Goal and/or Regional Plan:
COUNCIL GOALS:
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
Has There Been Previous Council Decision on This:
Yes.
Options and Alternatives:
1) Approve the recommended action as submitted;
2) Present to Council the software maintenance support services exceeding the bid threshold on an individual basis.
Background/History:
For the past six years, Purchasing has presented a comprehensive master list outlining most computer software maintenance and support services. City staff’s recommendation is to receive payment authorization as one action item at the onset of the fiscal year. During the current fiscal year we have expended to date $552,435.15 to the various vendors as outlined in the attached schedule.
City has existing contracts with all vendors. Intergraph requires a new contract on an annual basis, with its current terms (attached).
City has existing contracts with all vendors. Intergraph requires a new contract on an annual basis, with its current terms (attached).
Key Considerations:
Software maintenance and support services are being acquired from designated vendors from whom we purchased the computer software.
Expanded Financial Considerations:
Ongoing maintenance and support services assure the City the latest products enhancements and technical support that is critical in support of the City’s computer infrastructure.
Community Benefits and Considerations:
None.
Community Involvement:
Inform.