Agenda Item A.7
CPMS CONSENT CALENDAR
Meeting Date: March 19, 2024
TO: Mayor and Councilmembers
SUBMITTED BY: Matthew R. Fore, General Services Director PREPARED BY: Deborah S. Lopez, City Clerk
SUBJECT: Amendment No. 2 to Agreement No. 2022-018 with DocuSign RECOMMENDATION:
Approve and authorize the City Manager to execute Amendment No. 2 to Agreement No. 2022-018 with DocuSign, with a term expiring January 31, 2026 , an d increasing the contract amount by $64,050 for a new total not-to-exceed amount of $126,941.
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 replaces paper-intensive processes and provides the ability to conduct business through computer or mobile devices. The use of electronic signature routing has greatly reduced the time required to execute 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 (Agreement 2020-038). On February 1, 2022, the City Manager authorized Agreement 2022-018, amending the contract to extend the term to January 31, 2023, with a not-to-exceed amount of $18,199.35 (Agreement 2022-018).
On February 7, 2023, the City Council authorized Amendment No. 1 to Agreement No. 2022-018, amending the contract term to January 31, 2023, with a not-to-exceed amount of $62,891. Attachment 2 to this report incorporates all prior agreements.
DISCUSSION:
Staff is seeking authorization to amend the agreement with DocuSign, increasing the contract amount by $64,050 for continued services through January 31, 2026, for a total not-to-exceed amount of $126,941 (Attachment 1).
1 Meeting Date: March 19, 2024
FISCAL IMPACTS:
The contract amendment is for a total increase of $ 64,050; it als o extends the term to January 31, 2026 . There is sufficient funding in the Information Technology budget to cover the Fiscal Year 2024/25 costs of the DocuSign, Inc. contract.
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.
LEGAL REVIEW BY: Megan Garibaldi, City Attorney
APPROVED BY: Robert Nisbet, City Manager
ATTACHMENTS:
1. Amendment No. 2 to Agreement No. 2022-018 with DocuSign
2. Prior Agreements
2 Attachment 1
Amendment No. 2 to Agreement No. 2022-018 with DocuSign 3 DocuSign, Inc.
221 Main Street, Suite 1550
San Francisco, CA 94105
Offer Valid Through: Feb 9,
2024
Prepared By: Cathryn Kessler
Quote Number: Q-01400566
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, 2024 Payment Method: Check
Order End Date: Jan 31, 2026 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-2218850-1 Feb 1, 2024 Jan 31, 2026 7,000 $52,500.00 Enterprise Premier Support - eSign SUB-2218850-1 Feb 1, 2024 Jan 31, 2026 1 $11,550.00
Grand Total: $64,050.00
Annualized Total
Year 1 Total: $32,025.00
Year 2 Total: $32,025.00
The annualized totals above are displayed for general guidance only and may differ from the total amounts displayed on an invoice. Please refer to the Order Details and Products sections 4
above for complete and accurate totals.
Product Details
eSignature Envelope Allowance: 7,000
Overage/Usage Fees
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/legal/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/legal/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.
5
Purchase Order Information
Is a Purchase Order (“PO”) required for the purchase or payment of the products on this Order Form?
Please select: \poryes1\Yes \porno1\No
By marking “No”, Customer agrees to process payment for any invoices issued pursuant to this Order Form without a PO Number.
If yes, please complete the following information, and attach your PO (if available), and the invoice will be issued referencing such PO Number:
PO Number: \po1\
Please attach PO Attachment here: \poatt1\
If “Yes” is marked, but a PO Number is not provided or a PO document is not attached, then Customer agrees to provide the PO information or PO document to DocuSign at its earliest convenience by sending to [email protected] referencing this Quote Number, but agrees to still process payment per the agreed upon terms.
If Customer has attached a PO (or other document) to this Order Form, Customer acknowledges and agrees that any additional or conflicting terms appearing in such PO (or any other document) are invalid.
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\
6 Attachment 2
Prior Agreements
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10 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
11
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 12
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
13 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
14
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
15
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\
"
#
!
16 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
17 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
18 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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19 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..
Required hardware and software
Operating
Systems:
Windows® 2000, Windows® XP, Windows Vista®; Mac OS® X
Browsers:
Final release versions of Internet Explorer® 6.0 or above (Windows only); Mozilla Firefox 2.0 or above (Windows and Mac); Safari™ 3.0 or above (Mac only)
20 PDF Reader: Acrobat® or similar software may be required to view and print PDF files Screen
Resolution: 800 x 600 minimum
Enabled Security
Settings: Allow per session cookies
** These minimum requirements are subject to change. If these requirements change, you will be asked to re-accept the disclosure. Pre-release (e.g. beta) versions of operating systems and browsers are not supported.
Acknowledging your access and consent to receive materials electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please verify that you were able to read this electronic disclosure and that you also were able to print on paper or electronically save this page for your future reference and access or that you were able to e-mail this disclosure and consent to an address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format on the terms and conditions described above, please let us know by clicking the ‘I agree’ button below.
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. 21