Agenda Item A.4
CONSENT CALENDAR
Meeting Date: February 7, 2023
TO: Mayor and Councilmembers
FROM: Matthew Fore, General Services Director
SUBJECT: Amendment No.1 to Agreement No. 2022-018 with DocuSign
RECOMMENDATION:
Approve and authorize the City Manager to execute Amendment No. 1 to Agreement No. 2022-018 with DocuSign retroactive to February 1, 2023, with a term expiring January 31, 2024, and increasing the contract amount by $22,000 for a new total not -to-exceed amount of $62,891.
BACKGROUND:
DocuSign, Inc., is a document signing software that allows users to transact business digitally on any electronic device, in a manner that is secure, legal, and easy to use. This electronic platform r eplaces paper-intensive processes and providing the ability to conduct business through (PC) or mobile devices which has reduced the time it takes to provide services thereby also providing faster turnaround times for exe cution of signed documents.
The City implemented DocuSign at the start of the COVID-19 pandemic, and on April 6, 2020, the City Manager authorized an Agreement with DocuSign for electronic signatures in an amount not to exceed $22,692. On February 1, 2022, the City Manager authorized Agreement 2022-018 amending the contract to extend the term to January 31, 2023, with a new not to exceed amount of $18,199.35.
DISCUSSION:
Staff is seeking authorization to amend the agreement, retr oactive to January 31, 2023, to extend the term and to add money. Amendment No. 1 provided in Attachment No. 1, includes an agreement not to exceed $22,000 for services through January 31, 2024, for a total not-to-exceed amount of $62,891.
The agreement is for electronic document signing software that will allow the organization to collect secure signatures on documents. Goleta Municipal Code Section 3. 05.090(B) allows for the continued purchase of this electronic signing software without the competitive bidding requirement. DocuSign, Inc. is a high-ranking electronic signature 1 Meeting Date: February 7, 2023
provider based on being the only eSignature software company that has a FedRamp connector (security connections) in place.
FISCAL IMPACTS:
The contract amendment is for a total increase of $22,000 with an extended term through January 30, 2024. There is sufficient funding in the Information Technology budget to cover the Fiscal Year 22/23 costs of the DocuSign, Inc. contract. Future contract costs will be budgeted for in the appropriate fiscal year.
ALTERNATIVES:
Council could decline to renew this agreement and direct staff to seek an alternate provider. This would leave staff temporarily without a provider for these services unless a month-to-month contract could be negotiated.
Reviewed By: Legal Review By: Approved By:
___________________ ___________________ _________________ Kristine Schmidt Megan Garibaldi Robert Nisbet
Assistant City Manager City Attorney City Manager
ATTACHMENTS:
1. Amendment No.1 to Agreement No. 2022-018 with DocuSign.
2. Agreement No. 2022-018 and 2020-038
2 Attachment 1
Amendment No.1 to Agreement No. 2022-018 with Docusign. 3 DocuSign, Inc.
221 Main Street, Suite 1000
San Francisco, CA 94105
Offer Valid Through: Jan 26,
2023
Prepared By: Amit Ben
Simchon
Quote Number: Q-01037542
ORDER FORM
Address Information
Bill To: Ship To:
City of Goleta City of Goleta
130 Cremona Dr Ste B,
Goleta, CA, 93117-5514
United States
130 Cremona Dr Ste B,
Goleta, CA, 93117-5514
United States
Billing Contact Name: Shipping Contact Name:
Deborah Lopez Deborah Lopez
Billing Email Address:
[email protected]
Shipping Email Address:
[email protected]
Billing Phone:
(805) 961-7505
Shipping Phone:
(805) 961-7505
Order Details
Order Start Date: Feb 1, 2023 Payment Method: Check
Order End Date: Jan 31, 2024 Payment Terms: Net 30
Billing Frequency: Annual Currency: USD
Products
Product Name Subscription No. Start Date End Date Quantity Net Price eSignature Enterprise Pro Edition - Envelope
Subs.
SUB-1479579-1 Feb 1, 2023 Jan 31, 2024 2,500 $18,032.79 Enterprise Premier Support - eSign SUB-1479579-1 Feb 1, 2023 Jan 31, 2024 1 $3,967.21
Grand Total: $22,000.00
Product Details
eSignature Envelope Allowance: 2,500
Overage/Usage Fees
DocuSign Envelope ID: BC14A580-3EA2-4730-85E2-77CF76DC7D9A 4
eSignature Enterprise Pro Edition - Envelope Subs. (Per Transaction): $8.80
Order Special Terms
Terms & Conditions
This Order Form is governed by the terms Master Services Agreement available online at:
https://www.docusign.com/company/terms-and-conditions/msa and the applicable Service Schedule(s) and Attachments for the DocuSign Services described herein available online at https://www.docusign.com/company/terms-and-conditions/msa-service-schedules.
Billing Information
Prices shown above do not include any state and local taxes that may apply. Any such taxes are the responsibility of the Customer and will appear on the final Invoice.
Is the contracting entity exempt from sales tax?
Please select Yes or No: \tax1\
If yes, please send the required tax exemption documents immediately to [email protected].
Invoices for this order will be emailed automatically from [email protected]. Please make sure this email is on an approved setting or safe senders list so notifications do not go to a junk folder or caught in a spam filter.
Purchase Order Information
Is a Purchase Order (PO) required for the purchase or payment of the products on this Order Form?
Please select Yes or No: \por1\
If yes, please complete the following:
PO Number: \po1\
PO Amount: $\pa1\
DocuSign Envelope ID: BC14A580-3EA2-4730-85E2-77CF76DC7D9A 5
By signing this Agreement, I certify that I am authorized to sign on behalf of the Customer and agree to the Terms and Conditions of this Order Form and any documents incorporated herein.
Customer
DocuSign,
Inc.
Signature: \si1\
Signature: \si3\
Name: \na1\ Name: \na3\
Job Title: \ti1\ Job Title: \ti3\
Date: \ds1\ Date: \ds3\
\
\in2\
DocuSign Envelope ID: BC14A580-3EA2-4730-85E2-77CF76DC7D9A Senior Manager, Revenue Operations
Beatriz Benjamin
January 24, 2023January 24, 2023
Beatriz Benjamin
Senior Manager, Revenue Operations
6 Attachment 2
Agreement No. 2022-018 and 2020-038
7 DOCUMENT ROUTING AND APPROVAL FORM
Requires Council Approval:
☐NO
☐YES
Meeting Date:
Requires Vendor Set -up:
☐NO
☐YES
If no, Vendor Number:
Director Level Approval:
☐NO
☐YES
Site Authority:
Provide summary of agreement below:
Document Name and Type: Project Name :
Vendor Name:
Contact Person:
Address:
Phone Number:
Email Address:
Business License Number:
City Project Manager:
Contact Number:
Email Address:
AMOUNT NOT TO EXCEED : ON CALL SERVICES? : ☐NO ☐YES*
*On call s ervices require one spreadsheet to track multiple PO’s COUNCIL APPROPRIATION NEEDED : ☐NO ☐YES*
*May requ ire Purchasing Officer ’s override to input Requis ition
ROUTING PROCESS DESCRIPTION DATE INITIAL
Department Head
Initiation
Authority to initiate agreement
Risk Manager Staff to initiate review of insurance provision in agreement City Attorney Contract review/A pprove as form
Finance Director,
Purchasing Officer
Funding Methods Approved/
Authorized, Purchase
Requisition reviewed.
Requisition Number:
Vendor Staff sends agreement to vendor via DocuSign for electronic signature and requests Insurance documents.
Staff (DocuSign User) Staff receives electronically signed agreement and insurance documents from vendor.
Risk Manager Risk Management shall rate Insurance and provide documents to Project Manager upon approval
City Manager City Manager will approve and sign the agreement.
City Clerk City Clerk will approve and sign the agreement.
FINALIZED ON: INITIAL RESOLUTION NO
(IF APPLICABLE)
Staff Routing Agreement:
Contact Number:
Email Address:
Vendor Staff will assign the vendor to receive a fully executed copy of the agreement via DocuSign.
PLEASE RETURN SIGNED DOCUMENTS TO THE CITY CLERK’S OFFICE
BELOW FOR CITY CLERK PROCESSING ONLY
FILE NUMBER
DocuSign - Electronic document routing
DocuSign agreement
Electronic Document Routing
DocuSign
$18,199.35
Roosevelt Dillard
221 Main St., Suit 1550, San Francisco, cA 94105
800-379-9973
[email protected]
Deborah Lopez/Todd Mitchelle
805-961-7505
[email protected]
Sandra Rodriguez
805-961-7576
[email protected]
22SS026
DocuSign Envelope ID: 5B5DEB0A-3120-4842-B872-F82BCE02F868 1/31/2022
1/31/2022
1/31/2022
1/31/2022
1/31/2022
1/31/2022
1/31/2022
DocuSign, Inc.
221 Main Street, Suite 1550
San Francisco, CA 94105
Offer Valid Through: Jan 31,
2023
Prepared By: Roosevelt Dillard
Quote Number: Q-00715463
ORDER FORM
Address Information
Bill To: Ship To:
City of Goleta City of Goleta
130 Cremona Dr Ste B,
Goleta, CA, 93117-5514
United States
130 Cremona Dr Ste B,
Goleta, CA, 93117-5514
United States
Billing Contact Name: Shipping Contact Name:
Deborah Lopez Deborah Lopez
Billing Email Address:
[email protected]
Shipping Email Address:
[email protected]
Billing Phone:
(805) 961-7505
Shipping Phone:
(805) 961-7505
Order Details
Order Start Date: Feb 1, 2022 Payment Method: Check
Order End Date: Jan 31, 2023 Payment Terms: Net 30
Billing Frequency: Annual Currency: USD
Products
Product Name Start Date End Date Quantity Net Price
eSignature Enterprise Pro Edition - Envelope Subs. Feb 1, 2022 Jan 31, 2023 2,250 $14,917.50 Enterprise Premier Support Feb 1, 2022 Jan 31, 2023 1 $3,281.85
Grand Total: $18,199.35
Product Details
eSignature Envelope Allowance: 2,250
Overage/Usage Fees
DocuSign Envelope ID: 5B5DEB0A-3120-4842-B872-F82BCE02F868 Agreement No. 2022-018
9
eSignature Enterprise Pro Edition - Envelope Subs. (Per Transaction): $8.80
Order Special Terms
Both parties hereby agree that the following Order Forms identified by their Order Start Dates will be terminated upon the Order Start Date of this Order Form:
April 1, 2021 (Q-00569189)
No credit will be provided for the above Order Form(s).
Terms & Conditions
This Order Form is governed by the terms Master Services Agreement available online at:
https://www.docusign.com/company/terms-and-conditions/msa and the applicable Service Schedule(s) and Attachments for the DocuSign Services described herein available online at https://www.docusign.com/company/terms-and-conditions/msa-service-schedules.
Billing Information
Prices shown above do not include any state and local taxes that may apply. Any such taxes are the responsibility of the Customer and will appear on the final Invoice.
Is the contracting entity exempt from sales tax?
Please select Yes or No: \tax1\
If yes, please send the required tax exemption documents immediately to [email protected].
Invoices for this order will be emailed automatically from [email protected]. Please make sure this email is on an approved setting or safe senders list so notifications do not go to a junk folder or caught in a spam filter.
Purchase Order Information
Is a Purchase Order (PO) required for the purchase or payment of the products on this Order Form?
Please select Yes or No: \por1\
DocuSign Envelope ID: 5B5DEB0A-3120-4842-B872-F82BCE02F868 10
If yes, please complete the following:
PO Number: \po1\
PO Amount: $\pa1\
By signing this Agreement, I certify that I am authorized to sign on behalf of the Customer and agree to the Terms and Conditions of this Order Form and any documents incorporated herein.
Customer DocuSign,
Inc.
Signature: \si1\ Signature: \si3\
Name: \na1\ Name: \na3\
Job Title: \ti1\ Job Title: \ti3\
Date: \ds1\ Date: \ds3\
\ \in2\
22SS026
18,199.35
DocuSign Envelope ID: 5B5DEB0A-3120-4842-B872-F82BCE02F868 Docusign Sales
1/31/2022
Roosevelt Dillard
City Manager
Michelle Greene
1/31/2022
11 REQUISITION
01/31/2022
ISSUED TO:
Date:
Vendor #: 003208
221 Main Street
Suite 1000
San Francisco, CA 94105-
DocuSign, Inc. SHIP TO:
130 CREMONA DRIVE, SUITE B
GOLETA, CA 93117
CITY OF GOLETA
Requisition #: 22SS026
UNITS DESCRIPTION PRICE AMOUNTGL ACCOUNT NUMBERITEM PROJECT # 1 0
7b382195-8110-4ca7-9c84-ae2e00f67576
DocuSign Agreement
7b382195-8110-4ca7-9c84-ae2e00f67576
0.00 7b382195-8110-4ca7-9c84-ae2e00f67576
101-10-1600-51068 18,199.35
18,199.35TOTAL
SHIPPING:
TOTAL TAX:
SUBTOTAL:
0.00 0.00
18,199.35
Authorized By:
DocuSign agreement for electronic document routing. Contract term: 2/1/22 and 1/31/22 Detailed Description:
PO Description: DocuSign Contract
DocuSign Envelope ID: 5B5DEB0A-3120-4842-B872-F82BCE02F868 12 DocuSign, Inc.
221 Main Street, Suite 1000
San Francisco, CA 94105
Offer Valid Through: Apr 30,
2020
Prepared By: Kaitlin Amedio
Quote Number: Q-00430685
ORDER FORM
Ad
dress Information
Bill To: Ship To:
City of Goleta City of Goleta
130 Cremona Dr Ste B,
Goleta, CA, 93117-5514
United States
130 Cremona Dr Ste B,
Goleta, CA, 93117-5514
United States
Billing Contact Name: Shipping Contact Name:
Deborah Lopez Deborah Lopez
Billing Email Address:
[email protected]
Shipping Email Address:
[email protected]
Billing Phone:
(805) 961-7505
Shipping Phone:
(805) 961-7505
Order D
etails
Order Start Date: Apr 3, 2020 Payment Method: Check
Order End Date: Apr 2, 2021 Payment Terms: Net 30
Billing Frequency: Annual Currency: USD
Products
Product Name Start Date End Date Quantity Net Price
eSignature Enterprise Pro Edition - Envelope Subs. Apr 3, 2020 Apr 2, 2021 3,000 $18,600.00 Enterprise Premier Support Apr 3, 2020 Apr 2, 2021 1 $4,092.00 Grand Total: $22,692.00
Product Details
eSignature Envelope Allowance: 3,000
Overage/Usage Fees
2020-038
13
eSignature Enterprise Pro Edition - Envelope Subs. (Per Transaction): $8.80
Order Special Terms
Both parties hereby agree that: a) the Order Form with an Order Start Date of Mar 20, 2020 (Opp/Quote ID:865186/Q-00419776) will be terminated upon the Order Start Date of this Order Form, and b) a prorated credit for the prepaid portion of the remaining Term of the terminated Order Form will be applied toward payment for this Order Form.
At any time during the Term, Customer will have the option to purchase additional eSignature Enterprise Pro Edition - Envelope Subscriptions based on the volumes and prices defined below, exclusive of Premier Support, for use during the Order Term:
500 - 2,999: $6.20 per Envelope
3,000-4,499: $6.00 per Envelope
4,500+: $5.80 per Envelope
Terms & Conditions
This Order Form is governed by the terms Master Services Agreement available online at:
https://www.docusign.com/company/terms-and-conditions/msa and the applicable Service Schedule(s) and Attachments for the DocuSign Services described herein available online at https://www.docusign.com/company/terms-and-conditions/msa-service-schedules.
Billing Information
Prices shown above do not include any state and local taxes that may apply. Any such taxes are the responsibility of the Customer and will appear on the final Invoice.
Is the contracting entity exempt from sales tax?
Please select Yes or No: \tax1\
If yes, please send the required tax exemption documents immediately to [email protected]
.
Invoices for this order will be emailed automatically from [email protected]. Please
make sure this email is on an approved setting or safe senders list so notifications do not go to a junk folder or caught in a spam filter.
Purchase Order Information
Is a Purchase Order (PO) required for the purchase or payment of the products on this Order
14
Form?
Please select Yes or No: \por1\
If yes, please complete the following:
PO Number: \po1\
PO Amount: $\pa1\
By signing this Agreement, I certify that I am authorized to sign on behalf of the Customer and agree to the Terms and Conditions of this Order Form and any documents incorporated herein.
Customer
DocuSign,
Inc.
Signature: \si1\
Signature: \si3\
Name: \na1\ Name: \na3\
Job Title: \ti1\ Job Title: \ti3\
Date: \ds1\ Date: \ds3\
\
\in2\
"
#
!
15 Certificate Of Completion
Envelope Id: B56F212084B04DD4AAFB54866B3097FB Status: Completed Subject: [DocuSign] Request for eSignatures: City of Goleta - Renewal fcorgid: 00D300000000bS4EAI
Source Envelope:
Document Pages: 3 Signatures: 2 Envelope Originator:
Certificate Pages: 5 Initials: 1 Kaitlin Amedio
AutoNav: Disabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
221 Main Street
Suite 1000
San Francisco, CA 94105
[email protected]
IP Address: 13.108.254.8
Record Tracking
Status: Original
4/6/2020 9:02:30 AM
Holder: Kaitlin Amedio
[email protected]
Location: DocuSign
Signer Events Signature Timestamp
Michelle Greene
[email protected]
City Manager
Security Level: Email, Account Authentication
(None)
Signature Adoption: Uploaded Signature Image
Using IP Address: 70.185.149.164
Sent: 4/6/2020 9:04:55 AM
Viewed: 4/6/2020 9:14:41 AM
Signed: 4/6/2020 12:00:00 PM
Electronic Record and Signature Disclosure:
Accepted: 4/6/2020 9:14:41 AM
ID: 0c7cc500-bd7a-4b2e-a436-17ce698357c8
Karen Bruce
[email protected]
DocuSign, Inc.
Signing Group: AOR
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 73.158.101.77
Sent: 4/6/2020 12:00:04 PM
Viewed: 4/6/2020 3:33:04 PM
Signed: 4/6/2020 3:36:48 PM
Electronic Record and Signature Disclosure:
Accepted: 1/16/2020 4:37:43 PM
ID: 92a517f4-cf2d-44a1-82ea-ec5649317673
Beatriz Benjamin
[email protected]
Revenue Operations Manager
DocuSign, Inc.
Signing Group: AOA
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 12.202.171.35
Sent: 4/6/2020 3:36:51 PM
Viewed: 4/6/2020 4:01:32 PM
Signed: 4/6/2020 4:02:28 PM
Electronic Record and Signature Disclosure:
Accepted: 10/31/2019 8:13:51 PM
ID: 85bb52b3-3c10-4c12-86fb-9452d82abdc8
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
16 Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 4/6/2020 3:36:55 PM
Certified Delivered Security Checked 4/6/2020 4:01:38 PM Signing Complete Security Checked 4/6/2020 4:02:28 PM
Completed Security Checked 4/6/2020 4:02:28 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
17 ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, DocuSign, Inc. (we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign, Inc. (DocuSign) electronic signing system. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to these terms and conditions, please confirm your agreement by clicking the ‘I agree’ button at the bottom of this document.
Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after signing session and, if you elect to create a DocuSign signer account, you may access them for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper copies of any such documents from our office to you, you will be charged a $0.00 per-page fee. You may request delivery of such paper copies from us by following the procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and disclosures electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. To indicate to us that you are changing your mind, you must withdraw your consent using the DocuSign ‘Withdraw Consent’ form on the signing page of a DocuSign envelope instead of signing it. This will indicate to us that you have withdrawn your consent to receive required notices and disclosures electronically from us and you will no longer be able to use the DocuSign system to receive required notices and consents electronically from us or to sign electronically documents from us.
All notices and disclosures will be sent to you electronically Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us.
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18 How to contact DocuSign, Inc.:
You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows:
To contact us by paper mail, please send correspondence to:
DocuSign, Inc.
221 Main St.,
Suite 1000
San Francisco, CA 94105
To advise DocuSign, Inc. of your new e-mail address
To let us know of a change in your e-mail address where we should send notices and disclosures electronically to you, you must send an email message to us at and in the body of such request you must state: your previous e-mail address, your new e-mail address. Please reach out to the sender of the envelope if you want to change your email address..
In addition, you must notify DocuSign, Inc. to arrange for your new email address to be reflected in your DocuSign account by following the process for changing e-mail in the DocuSign system.
To request paper copies from DocuSign, Inc.
To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an e-mail to and in the body of such request you must state your e-mail address, full name, US Postal address, and telephone number. We will bill you for any fees at that time, if any. Please reach out to the sender of the envelope if you want to request paper copies.
To withdraw your consent with DocuSign, Inc.
To inform us that you no longer want to receive future notices and disclosures in electronic format you may:
i. decline to sign a document from within your DocuSign session, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an e-mail to and in the body of such request you must state your e-mail, full name, US Postal Address, and telephone number. Please reach out to the sender of the envelope if you want to withdraw your consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process..
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Settings: Allow per session cookies
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By checking the ‘I agree’ box, I confirm that:
x I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and x I can print on paper the disclosure or save or send the disclosure to a place where I can print it, for future reference and access; and
x Until or unless I notify DocuSign, Inc. as described above, I consent to receive from exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to me by DocuSign, Inc. during the course of my relationship with you. 20