Title
Ongoing Software Maintenance and Support
Action
Action:
A. Authorize the City Manager to negotiate and approve contracts with those companies listed in Attachment A to provide ongoing software maintenance and support for the software systems associated with each of the companies in Attachment A,
B. Authorize the City Manager to purchase maintenance and support for as long as the City uses the software, and
C. Authorize the City Manager to purchase such additional software licenses and services as needed from time to time to optimize the City’s use of the software, and to approve other amendments and contracts consistent with the City’s business needs and the purpose for which the contracts are approved, including price adjustments.
Body
Staff Resource(s):
Jeffrey Stovall, Innovation & Technology
Explanation
§ Innovation & Technology (I&T) is responsible for acquiring and maintaining numerous software applications citywide.
- The portfolio of responsibility includes software and systems that facilitate service delivery for all City departments.
- The diverse array of software that is supported includes, but is not limited to software for the City’s ERP system, Microsoft applications, database software, information security applications, and geographic information systems (GIS).
§ I&T evaluates its software systems on an ongoing basis to identify competing products and potential cost savings. A substantial number of these software applications have remained in use at the City for a longer period of time than anticipated when the software was originally acquired.
§ The City requires the continued use of the software described in Attachment A to ensure:
- Continuous software updates provided with the purchase of ongoing maintenance and support; and
- Continued functionality and security of the City’s applications.
§ Due to the fact that each of the software related contracts listed in Attachment A require Council approval, I&T has determined that it would be most efficient to request approval in a single Council action rather than bringing a separate action for each software product.
§ Approval is requested for the City Manager to purchase ongoing maintenance and support for as long as the City uses the software. This may be done by amendment to the original contract or by new contracts with the same or other vendors that may offer such services in the future.
§ Aggregate expenditures for maintenance and support are estimated to be $947,022 per year, subject to adjustments as authorized by the contract or by the City Manager.
§ Approval is also sought for the City Manager to purchase such additional software licenses, services, hosting, and hardware as needed from time to time to optimize the City’s use of the software.
Fiscal Note
Funding: Various Department Operating Budgets
Attachments
Attachment
Attachment A - Maintenance Contract Workbook