Fremont City Council Meeting: 11/12/24 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5284) DOC ID: 5284
Updated: 11/5/2024 8:53 AM by Dina Lewis 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 Electronic Signatures Software License Renewal.
Contact Persons:
Name: Jeremy Huynh Sanford Taylor
Title: Management Analyst II IT Director
Div/Dept: Information Technology Services Information Technology Services Phone: (510) 494-4847 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: The City’s annual purchase order for the electronic signatures solution, DocuSign, expires on December 16, 2024. 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 electronic signatures software license renewal in an amount not to exceed $131,171.30.
BACKGROUND: In 2020, the Information Technology Services Department introduced DocuSign, an electronic signatures solution, to improve the signature routing process during the Pandemic. Since then, multiple City departments have widely adopted the solution, thus increasing operational efficiency and productivity. Each document that routes for electronic signature in DocuSign 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 for the renewal of the software license, includes 10,000 envelopes to accommodate the current Citywide activity level and 30,000 envelopes for Development Services Center staff to integrate electronic signatures into the permitting process, improving customer service and reducing the administrative burden of managing paper documents.
Software license renewals are exempt from the City’s competitive procurement requirements under Section 3.20.280(c) of the Fremont Municipal Code.
FISCAL IMPACT: Funding for the electronic signatures solution renewal is appropriated in the Information Technology Services Department Operating Fund (Fund 620) in the FY 2024/25 adopted operating budget. Funding for subsequent years will be requested as part of the City’s annual budget process.
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.
Council Staff Report (ID # 5284) Meeting of November 12, 2024 Updated: 11/5/2024 8:53 AM by Dina Lewis Page 2
RECOMMENDATION: 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 $131,171.30.