Resolution No. XX-2022 1 of 2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF EAST PALO ALTO
AUTHORIZING THE CITY MANAGER TO INCREASE THE NOT-TO-EXCEED AMOUNT FOR THE PURCHASE SOFTWARE LICENSES FROM TRACE3 TO AN AMOUNT NOTTO-EXCEED $63,319.70 AND WAVING THE FORMAL BID PROCEDURES UNDER SECTION 2.84.070(D) OF THE MUNICIPAL CODE
WHEREAS, the City purchases its software licenses on a year to year basis; and WHEREAS, many of the City’s software licenses cannot be purchased directly from the producer but require a third-party vendor; and
WHEREAS, the cost per license is generally the same regardless of vendor; and WHEREAS, it is inefficient for staff to migrate existing licenses to a new third-party vendor; and
WHEREAS, on July 26, 2022, the City Council authorized purchase of software licenses from Trace3 for a not-to-exceed amount of $39,948.70; and WHEREAS, staff determined the prior method of allocating all staff a G3 level Office account would be improved by providing staff a spectrum of G1, G3 and G5 accounts; and WHEREAS, G1, G3 and G5 accounts have different monthly prices and the allocation has resulted in an increase in the expected monthly cost of the accounts; and WHEREAS, as part of the transition to Voice over Internet Protocol (VoIP) phone service, some Office accounts will require an additional add on to integrate the City’s Microsoft Teams solution with VoIP; and
WHEREAS, the term for the annual license period with Trace3 will now be from December 1, 2022 through November 30, 2023.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO authorizes the City Manager to increase the not-to-exceed amount for the purchase software licenses from Trace3 to $63,319.70, an increase of $23,371 and waves the formal bid procedures under section 2.84.070(D) of the Municipal Code.
Resolution No. XX-2022 2 of 2
PASSED AND ADOPTED this 15th day of December 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST: APPROVED AS TO FORM:
James Colin, City Clerk Valerie J. Armento, Interim City Attorney