City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: MARCH 8, 2022 FROM: INNOVATION AND TECHNOLOGY DEPARTMENT WARDS: ALL SUBJECT: ANNUAL RENEWAL OF CITYWIDE ADOBE PRODUCT LICENSES FOR THE TERM OF FEBRUARY 21, 2022 THROUGH FEBRUARY 20, 2023 ISSUE:
Approve the annual renewal and purchase of citywide Adobe product licenses in an amount of $55,461.48 with SHI for the term of February 21, 2022 through February 20, 2023 and an additional change order authority of up 15% of the annual renewal amount.
RECOMMENDATIONS:
That the City Council:
Approve the annual renewal of citywide Adobe product licenses in an amount of $55,461.48 with SHI for the term of February 21, 2022, through February 20, 2023; Approve additional change order authority of up to 15% of the annual renewal amount; and Authorize the City Manager, or designee, to execute all documents necessary to effectuate this purchase, including making minor and non-substantive changes.
BACKGROUND:
Staff utilizes a variety of Adobe software. These include, but are not limited to, Adobe Pro, e-sign, Creative Cloud, InDesign, and Photoshop. Over the past few years Adobe has changed their subscription model. In the past, one could purchase a license, at a much higher cost, but own it in perpetuity. Most software companies have switched to a subscription model which is a much lower annual cost but requires the license to be renewed on an annual basis. This type of subscription model does allow for licenses to be transferred to other employees if one employee separates from the city or no longer has a need for the software.
Due to the increase in licenses, this is the first year that the annual renewal of Adobe products has exceeded $50,000 and therefore requires Council approval.
DISCUSSION:
IT reached out to city staff with a current list of Adobe software and their respective users. All departments have verified if the license needs to be renewed, transferred, removed or if any licenses need to be added at this time. IT then reached out to three vendors for quotes. The results are summarized below:
Vendor
Amount
CDWG
No Response
Dell Computer Corporation
$55,602.10
SHI
$55,461.48
Throughout the year, city staff submit IT order requests when additional licenses need to be purchased. As licenses are purchased throughout the year, they are co-termed to our annual agreement so that all licenses, citywide, expire at the same time. There is a thirty-day grace period to process this annual renewal.
Purchasing Resolution 23812, Section 403, states that “Competitive Procurement shall not be required for Information Technology software maintenance and license renewals; training; advertising; or professional recruitment services where the Manager is satisfied that the best price, terms and conditions for the Procurement thereof have been negotiated.” The Purchasing Manager concurs that the recommendation is in compliance with Purchasing Resolution 23812, Section 403.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 5 High Performing Government and Goal No. 5.2 - Utilize technology, data, and process improvement strategies to increase efficiencies, guide decision making, and ensure services are accessible and distributed equitably throughout all geographic areas of the City.
The item aligns with each of the five cross-cutting threads as follows:
Community Trust – This item is neutral towards this cross-cutting thread.
Equity – This software collection allows staff to edit documents as needed and create Marketing materials to reach all members of the community.
Fiscal Responsibility – Utilizing the Adobe Large Government Agencies (LGA) agreement, while trying to obtain a minimum of three quotes, ensures the City is receiving the most competitive rates available.
Innovation – This software collection allows city staff to quickly respond with information, marketing materials, and e-sign documents allowing for an inventive and timely response to community requests and needs.
Sustainability & Resiliency –. This agreement allows the City to add and transfer licenses as needed throughout the annual term. The departments can also annually re-evaluate the type of licenses, how they are being used, and by whom.
FISCAL IMPACT:
The total fiscal impact of this action is $63,780.70 (annual renewal: $55,461.48 and additional change order authority up to $8,319.22). Sufficient funds for the annual renewal are budgeted and available in the funds and departments listed below. Due to the multitude of individual accounts being charged (over 50), only the Fund, Department, and Total have been listed:
Fund
Department
Amount
General Fund
City Attorney
$1,467.84
City Clerk
$942.72
City Council
$66.72
City Manager
$9,909.72
Community and Economic Development
$5,055.84
Finance
$3,487.80
Fire
$1,200.96
General Services
$694.32
Human Resources
$1,601.28
Innovation and Technology
$2,672.40
Library
$133.44
Mayor’s Office
$200.16
Museum
$494.16
Parks
$2,028.72
Police
$6,872.16
Public Works
$5,079.36
Electric Fund
Public Utilities – Electric
$10,284.60
Water Fund
Public Utilities – Water
$3,269.28
Total
$55,461.48
The change order authority is to allow departments to add additional licenses throughout the year. The requesting department will submit an IT order request which includes an account number to charge the new license to. A budget verification will be done prior to purchasing the additional license.
Prepared by: George Khalil, Chief Innovation Officer
Approved by: Lea Deesing, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Certifies availability
of funds: Edward Enriquez, Chief Financial Officer/City Treasurer Attachments:
SHI Quote No. 21552200
Annual Adobe Renewal ● Page 2