Agenda Item # 11.J.
City Commission Regular Meeting - 5:05 PM
- Meeting Date:
- 01/20/2026
- Re
- Approval of expenditure for Smarsh, Inc, Portland, OR in the amount not to exceed $56,476.44.
- Submitted For:
- Devoshay Johnson
SUBJECT:
Approval of expenditure for cloud-based communications archiving services with Smarsh, Inc, Portland, OR in the amount not to exceed $56,476.44.
SUMMARY:
Approval of expenditure for contract renewal for Smarsh, Inc, Portland, OR in the amount not to exceed $56,476.44. Single source vendor for cloud-based communications archiving and compliance platform that the City requires to archive and retain electronic communications consistent with federal, state and municipal retention and public records requirements.
RECOMMENDATION:
Approve the expenditure.
ALTERNATIVES:
Reject it.
RESPONSIBLE STAFF:
Interim IT Operations Manager - Jamal Mosley
COORDINATED WITH:
Deputy City Manager\Administrative Services - DeVoshay Johnson
Fiscal Impact
- Budgeted Y/N:
- Y
- Fiscal Year:
- 2026
- Account:
- VARIOUS
- Amount:
- $56,476.44
FISCAL IMPACT:
Platform - Professional Archive - SMG @ $2,123.42 for 1 = $2,123.42 to 2502
Email - Professional Archive Capture @ $90.53 for 225 = $20,369.25
Microsoft Teams - Professional Archive Cloud Capture @ $90.53 for 130 = $11,768.90
Verizon - Professional Archive Capture @ $123.56 for 118 = $14,580.08
Video Archive - Channel @ $1,415.61 for 1 = $1,415.61 to 2502
Video Archive - Video @ $70.78 for 1 = $70.78 to 2502
Smarsh Support
Professional Support - Basic for 1
Smarsh University
Smarsh U - SMB - Full Access @ $1,229.68 for 5 = $6,148.40 to 2502
Annual Recurring Service Fees Subtotal = $56,476.44
One-Time Fees Subtotal = $0.00
Contract Total = $56,476.44
ENTERPRISE CODES
2902 = 24 users - Email - Professional Archive Capture = $2172.72, Microsoft Teams - Professional Archive Cloud Capture = $2172.72 and Verizon - Professional Archive Capture = $2965.44 for total = $7310.88
4200 = 12 users - Email - Professional Archive Capture = $1086.36, Microsoft Teams - Professional Archive Cloud Capture = $1086.36 and Verizon - Professional Archive Capture =$1482.72 for total = $3655.44
4700 = 8 users - Email - Professional Archive Capture = $724.24, Microsoft Teams - Professional Archive Cloud Capture = $724.24 and Verizon - Professional Archive Capture = $988.48 for total = $2436.96
4600 = 1 user - Email - Professional Archive Capture = $90.53, Microsoft Teams - Professional Archive Cloud Capture = $90.53 and Verizon - Professional Archive Capture = $123.56 for total = $304.62
9000 = 5 users - Email - Professional Archive Capture = $452.65, Microsoft Teams - Professional Archive Cloud Capture = $452.65 and Verizon - Professional Archive Capture = $617.8 for total = $1523.1
4100 = 15 Users Email - Professional Archive Capture = $1357.95, Microsoft Teams - Professional Archive Cloud Capture = $1357.95 and Verizon - Professional Archive Capture = $1853.4 for total = $4569.3
4500 = 4 users - Email - Professional Archive Capture = $362.12, Microsoft Teams - Professional Archive Cloud Capture = $362.12 and Verizon - Professional Archive Capture = $494.24 for total = $1218.48
TOTALS
Account code 2502 = $35,458.66
Enterprise Account Codes Breakdown = $21,018.78
TOTAL - $56,476.44
Email - Professional Archive Capture @ $90.53 for 225 = $20,369.25
Microsoft Teams - Professional Archive Cloud Capture @ $90.53 for 130 = $11,768.90
Verizon - Professional Archive Capture @ $123.56 for 118 = $14,580.08
Video Archive - Channel @ $1,415.61 for 1 = $1,415.61 to 2502
Video Archive - Video @ $70.78 for 1 = $70.78 to 2502
Smarsh Support
Professional Support - Basic for 1
Smarsh University
Smarsh U - SMB - Full Access @ $1,229.68 for 5 = $6,148.40 to 2502
Annual Recurring Service Fees Subtotal = $56,476.44
One-Time Fees Subtotal = $0.00
Contract Total = $56,476.44
ENTERPRISE CODES
2902 = 24 users - Email - Professional Archive Capture = $2172.72, Microsoft Teams - Professional Archive Cloud Capture = $2172.72 and Verizon - Professional Archive Capture = $2965.44 for total = $7310.88
4200 = 12 users - Email - Professional Archive Capture = $1086.36, Microsoft Teams - Professional Archive Cloud Capture = $1086.36 and Verizon - Professional Archive Capture =$1482.72 for total = $3655.44
4700 = 8 users - Email - Professional Archive Capture = $724.24, Microsoft Teams - Professional Archive Cloud Capture = $724.24 and Verizon - Professional Archive Capture = $988.48 for total = $2436.96
4600 = 1 user - Email - Professional Archive Capture = $90.53, Microsoft Teams - Professional Archive Cloud Capture = $90.53 and Verizon - Professional Archive Capture = $123.56 for total = $304.62
9000 = 5 users - Email - Professional Archive Capture = $452.65, Microsoft Teams - Professional Archive Cloud Capture = $452.65 and Verizon - Professional Archive Capture = $617.8 for total = $1523.1
4100 = 15 Users Email - Professional Archive Capture = $1357.95, Microsoft Teams - Professional Archive Cloud Capture = $1357.95 and Verizon - Professional Archive Capture = $1853.4 for total = $4569.3
4500 = 4 users - Email - Professional Archive Capture = $362.12, Microsoft Teams - Professional Archive Cloud Capture = $362.12 and Verizon - Professional Archive Capture = $494.24 for total = $1218.48
TOTALS
Account code 2502 = $35,458.66
Enterprise Account Codes Breakdown = $21,018.78
TOTAL - $56,476.44