EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: July 26, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Greg Henry, Senior Management Analyst
SUBJECT: Actions Related to Information Technology Software Licenses Recommendation
Adopt a resolution:
1. Authorizing the City Manager to purchase software licenses from the following vendors for Fiscal Year 2022-23
a. CDW-G in an amount not to exceed $7,395.10
b. Connection in an amount not to exceed $48,465.42
c. DLT in an amount not to exceed $2,034.45
d. ESRI in an amount not to exceed $3,900.00
e. Trace3 in an amount not to exceed $39,948.70
2. Waving the formal bid procedures under section 2.84.070(D) of the Municipal Code; and
3. Excluding these purchases from the consideration for future purchasing under the City’s Purchasing Limits Guideline.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 3: Increase Organizational Effectiveness and Efficiency Priority No. 4: Improve Public Facilities and Infrastructure Background
The City’s Information Technology Division (provided through a contract with Redwood City) (IT) handles all software license purchasing, ensuring that City are effective. Each year, the City purchases a collection of software licenses to be used by staff.
In June, IT conducted its annual review of all citywide review of annual software license and maintenance/technical support services from multiple vendors. The vendors listed below have met the City's policy requirements for contracting and are providing ongoing maintenance and technical support services for software.
Staff requests spending authorization to cover the annual renewal of the software license agreements with those vendors.
Description Cost Vendor Notes
Adobe Acrobat 7,395.10 CDW-G PDF software
Apex One 1,646.00 Connection Anti-Virus Software
Azure Active Directory P2 13,006.92 Connection Log-In management Barracuda 690 Backup 13,317.00 Connection Renewal of backup to cloud Microsoft inTune 8,001.70 Connection Mobile Device Management (MDM) Ruckus 300.00 Connection WiFI maintenance renewal
VMWare 12,193.80 Connection Virtual Machine Software renewal AutoCAD 2,034.45 DLT Computer Aided Design software
(Engineering)
ArcGIS 3,900.00 ESRI Geographic Information System
Software (Planning, Engineering)
Barracuda e-mail security 11,028.70 Trace3
Advanced Threat Protection,
Encryption, Data Protection &
Archiving
Microsoft Office 365 28,920.00 Trace3 Office Applications Total 101,743.67
Analysis
Purchasing software licenses generally must be through a third-party vendor (as opposed to the provider directly). The prices are mostly consistent across all vendors and there would be some staff time involved in migrating these purchases to a new vendor. The City maintains year-to-year purchasing with these licenses. By allowing these purchases without bidding and excluding these purchases from the City’s Purchasing Limits Guideline, the Council will provide the Information Technology division with needed flexibility and timeliness for future purchases.
This report is prepared to ensure that City Council is aware of the overall levels of IT software purchases citywide for FY-2022/23, and that the City Council has the opportunity to review and approve.
The request for spending authorization is presented in a consolidated fashion rather than previously as multiple reports on a throughout the year, requesting Council approval for the routine payment of ongoing maintenance and support services for software currently being used city-wide. This increases staff efficiency in processing and administering payments.
Fiscal Impact
The following table summarizes the commitment to each vendor:
Vendor Amount
CDW-G 7,395.10
Connection 48,465.42
DLT 2,034.45
ESRI 3,900.00
Trace3 39,948.70
The annual budget included these purchases.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
The action being considered by the City Council is exempt from the California Environmental Quality Act (CEQA) because it is not a “project” pursuant to 15378(b)(4) because it is a fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant impact on the environment.
Attachments
1. Resolution