Fremont City Council Meeting: 12/12/23 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5048) DOC ID: 5048
Updated: 12/5/2023 6:23 PM by Susan Gauthier Page 1
ELECTRONIC SIGNATURES SOLUTION RENEWAL - Authorize the City Manager, or Designee, to Issue a Purchase Order and to Execute Implementing Documents with DocuSign, Inc., for the Annual Electronic Signatures Solution Renewal; Associated Appropriation Action
Contact Persons:
Name: Sanford Taylor Dan Schoenholz
Title: IT Director Community Development Director
Div/Dept: Information Technology Services Community Development Phone: 510-494-4802 510-494-4438
E-Mail: [email protected] [email protected]
Executive Summary: The City’s annual purchase order for the electronic signatures solution, DocuSign, expires on December 16, 2023. Staff is recommending that the City Council authorize the City Manager, or her designee, to issue a purchase order and to execute implementing documents with DocuSign, Inc., for the Annual Electronic Signatures Solution Renewal in an amount not to exceed $127,512.
Staff is also recommending that the City Council appropriate $95,634 in the Development Cost Center Building Fund to the Land Use Permitting System to pay for the portion of the purchase order cost attributable to integration of electronic signatures into the permitting process.
BACKGROUND: In 2020, the Information Technology Services Department introduced DocuSign, an electronic signatures solution, to improve the signature routing process during the Pandemic. Over the past few years, the solution has been widely adopted by multiple departments across the City, thus increasing staff efficiency and productivity. Each document set being routed for electronic signature is referred to as an envelope, so the purchase order will specify the number of envelopes to be purchased.
DISCUSSION/ANALYSIS: The recommended DocuSign purchase order includes 10,000 envelopes to accommodate the current Citywide activity level. However, beginning this fiscal year, Development Services Center staff are planning to integrate electronic signatures into the permitting process to improve customer service and reduce the administrative burden of managing paper documents. An additional 30,000 envelopes will be needed to implement that plan. The cost of those additional envelopes will be paid from permit fee revenue collected in the Development Cost Center Building Fund (Fund 392).
FISCAL IMPACT: Funding for 10,000 envelopes to support ongoing Citywide activities, $31,878, was included in the Information Technology Services Department Operating Fund (Fund 620) in the FY 2023/24 adopted operating budget.
To accommodate the additional cost of 30,000 envelopes to support the permitting process, staff is recommending that the City Council appropriate $95,634 of unallocated fund balance in the Development Cost Center Building Fund to PWC8746, the Land Use Permitting Council Staff Report (ID # 5048) Meeting of December 12, 2023 Updated: 12/5/2023 6:23 PM by Susan Gauthier Page 2
System. Future year costs will be incorporated into the annual operating budget through ITS direct cost allocation to the Development Services Center.
ENVIRONMENTAL REVIEW: The renewal of computer software licenses is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager, or designee, to issue a purchase order and to execute implementing documents with DocuSign, Inc., for the Annual Electronic Signatures Solution Renewal in an amount not to exceed $127,512.
2. Appropriate $95,634 in the Development Cost Center Building Fund (Fund 392) to PWC8746, Land Use Permitting System.