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ITEM 29
City Council Memorandum Information Technology Memo No. N/A
Date:
August 18, 2022
To:
Mayor and Council
Thru:
Joshua H. Wright, City Manager
Dawn Lang, Deputy City Manager - CFO
Sandip Dholakia, Chief Information Officer
From:
Kerstin Nold, Chief Technology Officer
Subject:
Purchase of Electronic Data Management System Annual Maintenance
Proposed Motion:
Move City Council approve the purchase of electronic data management system annual maintenance, from InStream, in the amount of $74,610.
Background/Discussion:
The City has used the ApplicationXtender product as its Enterprise Document Management System (EDMS) for more than 16 years. The contract expiration date was changed by the manufacturer from August 31st to September 30th, 2023, which covers a period of support and maintenance for 13 months, instead of 12 months for the current renewal. Besides ApplicationXtender annual support and maintenance, this contract covers additional EDMS integrations with both Accela permit software and HR Web Portal. The existing contract expires August 31, 2022, and the ApplicationXtender maintenance renewal policy requires all maintenance contracts to be renewed three days prior to the expiration date of the current term.
Evaluation:
The EDMS solution has been used by the City for more than 16 years. Since then, InStream has provided the annual maintenance. Because the EDMS solution is proprietary, InStream is the only source to provide the necessary annual maintenance for this product.
Fiscal Impact
Account No.
Fund Name
Program Name
Dollar Amount
CIP Funded Y/N
101.1200.5419.0.0.0
General Fund
N/A
$74,610
N
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