City Council Report
915 I Street, 1st Floor
Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-01086 June 28, 2022
Title: Fiscal Year (FY) 2022/23 Renewal of Maintenance/Technical Support Service Agreements for Citywide Information Technology Related Software and Hardware [Published for 10-Day Review 06/17/2022]
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to: 1) renew the annual software license, hardware, and maintenance/technical support services agreements with Adlib Publishing Systems, Atlassian, County of Sacramento, EMC Corporation, EnChoice-CYA Technologies, ESRI Inc., FDM Software, Generis Corp, Lucidworks, Oracle America, Safe FME, SalesForce, SeamlessDoc, Sitecore USA, Site Improve, Source Code Technology Holdings, The Active Network, Thomson Reuters Elite (A Division of West Publishing Corp.), and VertiGIS North America Ltd, for a cumulative total amount not to exceed $3,790,600; and 2) execute Supplemental Agreement numbers: a) 2017-0374-02 with EKC Enterprises, Inc. for telecommunications cabling services for a new not-to-exceed amount of $1,400,000; b) 2019-0249-04 with Enterprise Networking Solutions, Inc., for ServiceNow application maintenance support for a new not-to-exceed amount of $254,640; c) Execute 2018-1703-03 with FRSecure for network monitoring services for a new not-to-exceed amount of $506,880; d) PRC000753-04 with Full Stack Labs for 311 mobile applications support for a new not-to-exceed amount of $123,401; e) 2022-0356-01 with Full Stack Labs for website development services for a new not-to-exceed amount of $320,000; f) 2010-0107-04 with Hexagon for work order management system maintenance for a new not- to-exceed amount of $1,640,000; g) 2018-1576-04 with Innovyze/Autodesk, Inc. for utility asset management for a new not-to-exceed amount of $278,440; h) 2017-0425-02 with Integrity Data and Fiber (IDF) for telecommunication cabling services for a new not-to-exceed amount of $2,350,000; i) PRC000637-04 with Intellisite/QPCS for video camera maintenance for a new not-to exceed amount of $245,000; j) 2019-0044-4 with LCP Tracker for labor compliance software maintenance and services for a new not-to-exceed amount of 615,000; k) 2014-0840-09 with NTT North America, Inc. for telecommunications billing software for a new not-to-exceed amount of $383,500; l) 2022-0445-01 with Online Solutions, LLC for code enforcement software maintenance for a new not-to-exceed amount of $288,400; m) 2017- 0371-02 with Oracle America, Inc. to allow for additional software renewal terms for Oracle Cloud Software (no additional funding required at this time); n) 2017-0362-05 with PaperFree
for automation enhancement services for a new not-to-exceed amount of $178,600; o) 2015- 1310-04 with RCW for Hyperion application maintenance support for a new not-to-exceed amount of $941,600; p) 2021-0218-02 with SmartERP for applications support services for a new not-to-exceed amount of $1,394,850; q) 2019-0684-04 with Visionary Integration Professional (VIP) for technical support for SalesForce application for a new not-to-exceed amount of $986,900; r) PRC000824-03 with Western Advance Technology for custom K2 applications services for a new amount to exceed $750,000.
Contact: Maria MacGunigal, CIO, (916) 808-7998, [email protected]; Ignacio Estevez, IT Manager, (916) 808-0403, [email protected]; Cassy Vaioleti, Program Specialist, (916) 808-8047, [email protected]; Information Technology.
Presenter: None
Attachments:
1-Description/Analysis
2-IT Technical Support and Maintenance Contracts
3-Agreements
Description/Analysis
Issue Detail: In May 2022, the City’s Information Technology (IT) Department conducted an annual review of all citywide IT related software licenses, systems, and maintenance/technical services purchased in FY2021/22. The review indicated that the City has ongoing agreements which must be renewed to continue necessary services from multiple vendors where the annual expenditures per vendor exceeds $100,000, some of which exceed $250,000. Sacramento City Code sections 3.56.290 and 3.64.040 require Council authorization for purchases of and leases for $250,000 or more. These purchases are necessary to ensure the continued delivery of programs and services citywide to support required computer hardware and software maintenance for critical enterprise and business systems, and technology infrastructure that directly support city business operations. Without this support, city systems would not receive the necessary upgrades, patches and support needed to function properly making the City more vulnerable to information security breaches and susceptible to dangerous virus and other malware that could quickly result in a total shut down of most computer systems.
Staff recommends increasing the spending authority to cover the annual renewal of software licenses, and software and hardware system maintenance and support services agreements with the vendors listed in Attachment 2.
Policy Considerations: The recommendations in this report are in accordance with the goals, objectives, initiatives and operating principles of the IT Department, Sacramento City Code chapters 3.56, 3.64, and 3.68, and Administrative Policy Nos. 4001, 4104 and 4102.
The Sacramento City Code Section 4.04.020 and Council Rules of Procedure (Chapter 7, Section E.2.d) mandate that unless waived by a 2/3 vote of the City Council, all labor agreements, and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior to council action. This item was published for 10-day review on June 17, 2022, in compliance with the City Code.
Economic Impacts: None
Environmental Considerations:
California Environmental Quality Action (“CEQA”): The recommended action is not a “project” that is subject to the California Environmental Quality Action (“CEQA”) because it is an administrative activity that will not result in direct or indirect physical changes in the environment and involve continuing administrative or maintenance activities. (CEQA Guidelines section 15378(a), (b)(2), and (b)(5).)
Sustainability: Under Phase 1 of the City of Sacramento’s Climate Action Plan, all applicable “Green” technology initiatives will be considered prior to the purchase of IT equipment hardware and software.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: During the third quarter of each fiscal year, IT staff performs a review of IT purchases completed during that year and compares that against the amount approved by Council for that fiscal year. In certain situations, where the overall total or individual limit by the vendor is expected to exceed the approved amounts, or in cases involving unanticipated purchases of IT hardware, software and/or services, individual spending requests will be prepared for Council’s approval. Although annual contract amounts may fluctuate, Council has approved an average of $6 million per year for software licenses and maintenance/technical support services over the past five years.
The vendors listed in Attachment 2 have met the City’s policy requirements for contracting and are providing licenses and ongoing support services for City software and hardware systems to support on-going technology services through agreements that were previously approved by Council or through the City’s regular procurement process. The license and support service agreements identified in Attachment 2 provide the required support for several of the City’s most critical business systems. To increase efficiency, the IT Department has determined that it is in the City’s best interest to present this request for spending authority in an annual consolidated fashion rather than preparing multiple requests throughout the year.
Financial Considerations: The request for authority to renew the software licenses, software and hardware system maintenance, and support service agreements identified in Attachment 2 will create a new not-to-exceed amount of $7.168 million. Staff has spent considerable time negotiating with all suppliers to minimize or, where possible, eliminate these annual increases. At such time that the overall total or individual limit by a vendor exceeds the amounts in the approved motion, or in cases involving unanticipated purchases, separate Council authorization will be requested. Funding for the renewal of ongoing license and maintenance/operational support services is included in the FY2022/23 Approved Operating Budget and various Capital Improvement Program budgets.
Local Business Enterprise (LBE): Where applicable, the City’s LBE program requirements have been followed for any contracts issued by the City under this report.
Attachment 2
IT Technical Support and Maintenance Contracts
Vendor Name Amount Description
Adlib Publishing
Systems, Inc. $11,000 Adlib PDF Automation Software license, maintenance, and technical support. City Agreement 2015-2257.
Atlassian $25,000 Annual Jira Software license maintenance.
County
of Sacramento $2,050,000
Maintenance and access to County of Sacramento
information database systems that include support to
law enforcement (CJIS, JIMS, CIVSS) ($400,000) –
City Agreement 2006-0784/MOU 2010-0815.
800 MHz radio system user fees for the Sacramento
Regional Radio Communication System (SRRCS)
($1,550,000) – City Agreement 2010-1010.
Web Geographic Information Systems and other IT
systems
($100,000) – City Agreement 2013-0453
EKC Enterprises, Inc.
250,000
Execute Supplemental No. 2 to City Agreement 2017-
0374 for audio and vision equipment maintenance
services for a not-to-exceed amount of $1,400,000.
EMC
Corporation/OpenText $110,000
Software license, maintenance, and technical support
for the Citywide Content Management System (CCM).
City Agreement 2007-1203-A.
EnChoice-CYA
Technologies $6,000 Software license, maintenance, and technical support for CYA software.
Enterprise Network
Solutions (ENS) 75,000
Execute Supplemental No. 4 to City Agreement 2019-
0249 for maintenance of the ServiceNow applications
for a new not-to-exceed amount of $254,640.
ESRI Inc. $360,000 Software license, maintenance, and technical support for ESRI software. City Agreement 2005-0949.
FDM Software, Ltd $150,000
Software license, maintenance, and technical support
for the Fire Department Records Management System.
City Agreement 2005-0058.
FRSecure $181,080
Execute Supplemental 3 to City Agreement 2018-
1703-for network monitoring services for a new not-to-
exceed amount of $506,880.
FullStack Labs $25,000
Execute Supplemental No. 4 to City Agreement
PRC000753 for 311 Mobile Application support for a
new not-to-exceed amount of $123,401.
FullStack Labs $101,600
Execute Supplemental No. 1 to City Agreement 2022-
0356 for Website Development Services for a new not-
to-exceed amount of $320,000.
Attachment 2
IT Technical Support and Maintenance Contracts
Vendor Name Amount Description
Generis Corp $17,000 Software license, maintenance, and technical support for CARA software. City Agreement 2022-0446.
Hexagon (Formerly
Infor EAM) $659,768
Execute Supplemental No. 4 to City Agreement 2010-
0107 for Hexagon (Info EAM) software license and
maintenance for a new not-to-exceed amount of
$1,640,000.
Innovyze/Autodesk,
Inc. $65,000
Execute Supplemental No. 4 to City Agreement 2018-
1576 for software licenses to monitor flow of water,
sewer, and storm water for a new not-to-exceed
amount of $278,440.
Integrity, Data & Fiber
(IDF) 350,000
Execute Supplemental No. 2 to City Agreement 2017-
0425 for telecommunications cabling maintenance
services for a not-to-exceed amount of $2,350,000.
Intellisite/QPCS $100,000
Execute Supplemental No. 4 to City Agreement
PRC000637 for video camera maintenance for a new
not-to-exceed amount of $245,000.
LCP Tracker $400,000
Execute Supplemental No. 4 to City Agreement 2019-
0044 for labor compliance software maintenance and
services for a new not-to-exceed amount of $615,000.
Lucidworks Inc. $40,000
Software license, maintenance, and technical support
for Lucidworks website search tool. City Agreement
2016-0112.
NTT North America,
Inc. $40,500
Execute Supplemental Agreement No. 9 to City
Agreement 2014-0840 for telecommunication expense
management services for a new not-to-exceed amount
of $383,500.
Online Solutions, LLC $144,200
Execute Supplemental No. 1 to City Agreement 2022-
0445 for Citizenserve software maintenance for new
not-to-exceed amount of $288,400.
Oracle America
400,000
Oracle/PeopleSoft – City’s Finance and Human
Resources System (Ecaps). City Agreement: 2006-
1178 (including Supplementals 1 – 8). Oracle Support
Agreements and License Expansions: 2076050,
2070570, 2747452, 3370821, 10430914, 18330162,
18947377, 20709163, 20271045.
Database Administration Systems: Reso-2003-331.
Oracle Support Agreement: 1698136. ($1,100,000)
Attachment 2
IT Technical Support and Maintenance Contracts
Vendor Name Amount Description
Oracle Hyperion Cloud Enterprise Performance
Management. City Agreement: 2017-0371-01. Oracle
Subscription Number: 9199054; CSI #18828412.
Oracle Customer, Care and Billing (Utility Billing
System). City Agreement 2017-037. Oracle Support
Agreement: 15184722, 20416655.
To include new license expansions for Oracle
agreements listed above.
PaperFree $25,000
Execute Supplemental No. 5 for City Agreement 2017-
0362 for automation enhancement for a new not-to-
exceed amount of $178,600
RCW $100,000
Execute Supplemental No. 4 for City Agreement 2015-
1310 for Hyperion software maintenance support for a
new not-to-exceed amount of $941,600.
Safe FME $33,000 Software integration tools. City Agreement 2016-0826 SalesForce $250,000 Software license for Customer Relationship Management for sales and support. City Agreement
2019-0308.
SeamlessDoc $40,000 Software license, maintenance, and technical support for electronic forms. City Agreement 2017-0158
Sitecore USA $25,000 Software license, maintenance, and technical support for the City’s website. City Agreement 2012-0794.
SiteImprove $10,000 Software maintenance and technical support for Site improve Web Search Software Services.
SmartERP $250,000
Execute Supplemental No. 2 for City Agreement 2021-
0218 for applications support services for a new not-to- exceed amount of $1,394,850.
Source Code
Technology Holdings $50,000
Software license, maintenance, and technical support
for the City’s K2 Business Process Management (BPM)
system. City Agreement 2015-0051.
The Active Network $100,000
Software license, maintenance and technical support
for the City’s Cashiering and Class Registration
System. City Agreement 2005-094
Thomson Reuters Elite
(A Division of West
Publishing Corp.)
$37,000
Prolaw Software Maintenance and Upgrades for City
Attorney’s Office. City Agreement 2000-0505 including
all supplements.
Attachment 2
IT Technical Support and Maintenance Contracts
Vendor Name Amount Description
Thomson Reuters Elite
(A Division of West
Publishing Corp.)
$10,000
CLEAR Software for City Attorney’s Office. City
Agreement 2021-1289.
Thomson Reuters Elite
(A Division of West
Publishing Corp.)
$60,600
Westlaw Legal Research access. City Agreement 2021-
0585.
VertiGIS North
America Ltd (Formerly
Latitude Geographics)
$6,000
Software license, maintenance, and technical support
for web-based GIS software. City Agreement 2012-
0447.
Visionary Integration
Professional (VIP) $260,000
Execute Supplemental No. 4 to City Agreement 2019-
0684 for Salesforce post-production support services
for a new not-to-exceed amount of $986,900.
Western Advance
Technology (WATI) $350,000
Execute Supplemental No. 3 to City Agreement
PRC000824 for custom K2 applications for a new not-
to-exceed amount of $750,000.
Total $7,167,748
SUPPLEMENTAL AGREEMENT
Project Title and Job Number: IT Security Assessment Date: ___________ Purchase Order #: Supplemental Agreement No.: 02
The City of Sacramento ("CITY") and _FRSecure, LLC_("CONTRACTOR"), as parties to that certain Professional Services Agreement designated as Agreement Number 2018 -1703, including any and all prior supplemental agreements modifying the agreement (the agreement and supplemental agreements are hereafter collectively refer red to as the "Agreement"), hereby supplement and modify the Agreement as follows:
1. Attachment 1 to Exhibit A is amended as follows:
a. The expiration date identified in the “Time of Performance” in section III of Attachment 1 to Exhibit A is extended to December 31, 2025 for additional monitoring services. b. Attachment 2 to Exhibit A, Statement of Work, attached hereto and incorporated herein by this reference is added.
2. Attachment 1 to Exhibit B, shall be added to increase
2. In consideration of the additional services described in section 1, above, the maximum not-to-exceed amount that is specified in Exhibit B of the Agreement for payment of CONTRACTOR 's fees and expenses, is increased by $181,080.00, and the Agreement’s maximum not-to-exceed amount is amended as follows:
Agreement's original not-to-exceed amount: _$82,400.00
Net change by previous supplemental agreements: $243,400.00 Not-to-exceed amount prior to this supplemental agreement: $325,800.00 Increased by this supplemental agreement: _$181,080.00
New not-to exceed amount including all supplemental agreements: _$506,880.00
3. CONTRACTOR agrees that the amount of increase in the not-to-exceed amount specified in section 2, above, shall constitute full compensation for the additional services specified in section 1, above, and shall fully compensate CONTRACTOR for any and all direct and indirect costs that may be incurred by CONTRACTOR in connection with such additional services , including costs associated with any changes and/or delays in work schedules or in the performance of other services or work by CONTRACTOR.
4. CONTRACTOR warrants and represents that the person or persons executing this supplemental agreement on behalf of CONTRACTOR has or have been duly authorized by CONTRACTOR to sign this supplemental agreement and bind CONTRACTOR to the terms hereof.
5. Except as specifically revised herein, all terms and conditions of the Agreement shall remain in full force and effect, and CONTRACTOR shall perform all of the services, duties, obligations, and conditions required under the Agreement, as supplemented and modified by this supplemental agreement.
Approval Recommended By: Approved As To Form By:
_____________________________ __ _____________________________ Project Manager Senior Deputy City Attorney Approved By:
CONTRACTOR Attested To By:
Approved By:
City of Sacramento City Clerk
Attachment 2 to Exhibit A
Attachment 2 to Exhibit A
Attachment 2 to Exhibit A
x
Attachment 2 to Exhibit A
Attachment 2 to Exhibit A