8.A.
City Council Meeting - FINAL
- Meeting Date:
- 06/18/2019
- From:
- CJ Perry, Information Technology Director
Information
TITLE:
Consideration and Approval of Contracts: Annual Software Maintenance Contracts
STAFF RECOMMENDED ACTION:
Approve contracts for annual software maintenance in an amount not to exceed $436,015.25 plus applicable taxes with:
- CDW/Microsoft Enterprise Agreement: Cooperative pursuant to Arizona State Contract No. ADSPO17-149774, $191,602.56
- Hexagon (Formerly Intergraph) $244,412.69
Executive Summary:
Staff is requesting approval of two annual software maintenance contracts. The contracts are for our Police Division and Information Technology Section. Annual contracts are issued to provide ongoing software licensing support and maintenance as necessary. The attached quotes outline the anticipated expenditures for the fiscal year 2020. Annual purchase orders pursuant to contracts provide the means to conduct day-to-day activities of the City without delay. Each contract has been listed with the possibility of adding any applicable sales taxes to be added at a later time.
Financial Impact:
Software maintenance is budgeted in the Police Division, account number 001-04-061-0221-2-4231, and Information Technology Section 001-02-014-0047-1-4343. The Microsoft Enterprise Agreement applications cost has increased in order to cover the City's increased user base and to provide additional security features to the City.
Policy Impact:
None
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan:
Regional Plan:
Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
Team Flagstaff Strategic Plan:
Provide exceptional service.
Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
Team Flagstaff Strategic Plan:
Provide exceptional service.
Previous Council Decision on This:
None
Options and Alternatives:
- Approve the annual maintenance software contracts as submitted.
- Do not approve the annual maintenance software contracts as submitted. This would have a negative impact on public safety as the existing contract would expire June 30, 2019.
Background and History:
Annually the Information Technology Section reviews software maintenance contracts with the Purchasing Section to determine if contracts will expire in the next fiscal year and determine the path forward for renewals. Staff then brings the contracts to the Council for approval prior to the expiration of the contracts for the upcoming fiscal year. The City has existing contracts with all vendors. Hexagon (formerly Intergraph) requires a new contract on an annual basis. The Microsoft Enterprise Agreement is on the State Cooperative contract list and was recently renewed through 2020.
Key Considerations:
Software maintenance and support services are being acquired from designated vendors from whom we purchased the computer software.
Community Benefits and Considerations:
Ongoing maintenance and support services assure the City the latest product enhancements, security patches and technical support that is critical in support of the City's computer infrastructure.
Community Involvement:
None.
Expanded Options and Alternatives:
Inform