City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-01099 6/18/2024 Consent Item 19.
Contract: Fiscal Year (FY) 2024/25 Renewal of Maintenance/Technical Support Service Agreements for Citywide Information Technology Related Software and Hardware [Published for 10-Day Review 06/07/2024]
File ID: 2024-01099
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to:
1) renew the annual software license and subscriptions, hardware and software maintenance, and technical support service agreements with Atlassian, County of Sacramento, Elite (formerly Thomsan Reuters Elite), EMC Corporation, EnChoice-CYA Technologies, ESRI Inc., FDM Software, Generis Corp, Greyheller, LLC (doing business as (DBA) Appsian), Ipro Tech, LLC, Oracle America, SalesForce, Site Improve, Source Code Technology Holdings/Ninetex USA, Inc, for a cumulative total amount not-to-exceed $3,140,000; 2) execute Supplemental Agreement numbers: a) 2019-0249-06 with Enterprise Networking Solutions, Inc. for ServiceNow application maintenance support for an amount not-to-exceed $100,000; b) PRC000753-06 with Full Stack Labs for 311 mobile applications support services for an amount not-to-exceed $25,000; c) 2022-0356-05 with Full Stack Labs for an amount not-to-exceed $120,000; d) 2022-1006-002 with Impact Innovations Systems, Inc. for Citywide Content Management System upgrade and enhancement services for an amount not-to- exceed $120,000; e) 2022-038-02 with Infinity Technologies for the support of ongoing GIS maintenance, support and services for an amount not-to-exceed $150,000; f) 2018-1576-06 with Innovyze/Autodesk, Inc. for utility asset management software maintenance for an amount not-to- exceed $105,000; g) 2015-1310-07 with RCW for Hyperion application support services for an amount not-to-exceed $95,300; h) 2021-0218-04 with SmartERP for applications support services for an amount not-to-exceed $120,000; i) 2020-0397-04 with Tyler Technologies for electronic police citation software maintenance for an amount not-to-exceed $335,000; j) 2019-0684-06 with Visionary Integration Professional (VIP) for Salesforce application support services for an amount not-to- exceed $100,000 and k) PRC000824-05 with Western Advance Technology for K2 application support services for an amount not-to-exceed $300,000; 3) execute new agreements: a) with Adlib Publishing Systems, Inc. for document transformation software with automatic renewal periods; b) with the County of Sacramento for FY2024/25 access to the California Law Enforcement Telecommunications System for an amount not-to-exceed $394,068; c) with EnergyCAP for energy management and accounting software products and services for an amount not-to-exceed $180,036 with automatic renewal periods.
File ID: 2024-01099 6/18/2024 Consent Item 19.
Contact: Darin Arcolino, Chief Information Officer, (916) 808-0403, [email protected]; Ignacio Estevez, IT Manager, (916) 808-7349, [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-Supplemental Agreements
4-New Agreements
Description/Analysis
Issue Detail: In May 2024, 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 FY2023/24. 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 exceed $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 viruses and other malware that could quickly result in a total shutdown of most computer systems.
Staff recommend 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 7, 2024, in compliance with the City Code.
File ID: 2024-01099 6/18/2024 Consent Item 19.
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, support service, and execute new agreements identified in Attachment 2 will create a new not-to-exceed amount of $5,284,404. Staff have 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
File ID: 2024-01099 6/18/2024 Consent Item 19.
requested. Funding for the renewal of ongoing license and maintenance/operational support services is included in the FY2024/25 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
FY 25 - IT Technical Support and Maintenance Contracts
1. The annual software license and subscriptions, hardware and software maintenance, and technical support service agreements will be increased for the suppliers listed below:
Vendor Name Amount Description
Atlassian $ 30,000 Annual Jira Software license maintenance.
County of Sacramento
$ 1,650,000
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 /2023-0729
Elite (Formerly
Thomson Reuters) $ 37,000
Prolaw Software Maintenance and Upgrades for City
Attorney’s Office. City Agreement 2000-0505 including
all supplements.
EMC
Corporation/OpenText $ 130,000
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.
ESRI Inc. $ 10,000 Software license, maintenance, and technical support for ESRI software. City Agreement 2023-0737.
FDM Software, Ltd $ 150,000
Software license, maintenance, and technical support
for the Fire Department Records Management System.
City Agreement 2005-0058.
Generis Corp $ 100,000 Software license, maintenance, and technical support for CARA software. City Agreement 2022-0446.
Greyheller LLC DBA
Appsian $ 35,000
Maintenance and license to support and manage data
security accessing eCAPS. City Agreement 2020-4502
(auto renew)
IPro Tech, LLC $ 75,000
Software licenses, maintenance and support for
information governance, litigation readiness, and
eDiscovery processes. City Agreement 2022-1559.
Attachment 2
FY 25 - IT Technical Support and Maintenance Contracts
Vendor Name Amount Description
Oracle America
$ 500,000
$5,000,000 (5 Year Software License and Maintenance)
Finance and Human Resources Systems (eCAPS):
$2,300,000. City Agreement: 2006-1178 (including
Supplementals). Oracle Support Agreements: 2076050,
2070570, 2747452, 3370821, 10430914, 18330162,
18947377, 20709163, 20271045.
Database Administration Systems: $1,100,000. Reso-2003- 331. Oracle Support Agreement: 1698136.
Customer Care and Billing (Utilities CCB): $800,000. City Agreement: 2017-0371. Oracle Support Agreement:
15184722, 20416655,
Oracle Hyperion Cloud Enterprise Performance Management (5 Year Maintenance: $800,000. City Agreement: 2017-
0371-01, 2017-0371-02. Oracle Subscription Number:
9199054; CSI #18828412To include new license expansions for Oracle agreements listed above.
SalesForce $ 350,000 Software license for Customer Relationship Management for sales and support. City Agreement
2019-0308.
SiteImprove $ 12,000 Software maintenance and technical support for Site improve Web Search Software Services.
Source Code
Technology
Holdings/Ninetex USA
$ 55,000
Software license, maintenance, and technical support
for the City’s K2 Business Process Management (BPM)
system. City Agreement 2015-0051.
Total: Software
Increases $ 3,140,000
Attachment 2
FY 25 - IT Technical Support and Maintenance Contracts
2. Execute Supplemental Agreement numbers for the following suppliers:
Vendor Name Amount Description
Enterprise Network
Solutions (ENS) $ 100,000
Execute Supplemental No. 6 to City Agreement 2019-
0249 for maintenance of the ServiceNow applications
for a new not-to-exceed amount of $481,340.
FullStack Labs $ 25,000
Execute Supplemental No. 6 to City Agreement
PRC000753 for 311 Mobile Application support for a
new not-to-exceed amount of $173,401.
FullStack Labs $ 120,000
Execute Supplemental No. 5 to City Agreement 2022-
0356 for Website Development Services for a new not-
to-exceed amount of $890,000.
Impact Innovations
Systems $ 120,000
Execute Supplemental No. 2 to City Agreement 2022-
1006 for the CCM upgrade and enhancement services
for a new not-to-exceed amount of $322,000
Infinity Technologies $ 150,000
Execute Supplemental No. 2 to City Agreement 2022-
0381 for the support of ongoing GIS maintenance,
support and services for a new not-to-exceed amount
of $350,000.
Innovyze $ 105,000
Execute Supplemental No. 6 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 $488,440.
RCW $ 95,300
Execute Supplemental No. 7 for City Agreement 2015-
1310 for Hyperion software maintenance support for a
new not-to-exceed amount of $ 1,161,900.
SmartERP $ 120,000
Execute Supplemental No. 4 for City Agreement 2021-
0218 for applications support services for a new not-to- exceed amount of $2,044,850.
Tyler Technologies $ 335,000
Execute Supplemental No. 4 for City Agreement 2020-
0397 for electronic police citation software maintenance for a new not-to-exceed amount of $ 941,250.
Visionary Integration
Professional (VIP) $ 100,000
Execute Supplemental No. 6 to City Agreement 2019-
0684 for Salesforce post-production support services
for a new not-to-exceed amount of $1,336,900.
Western Advance
Technology (WATI) $ 300,000
Execute Supplemental No. 5 to City Agreement
PRC000824 for custom K2 applications for a new not-
to-exceed amount of $1,400,000.
Total: Supplemental
Agreements $ 1,570,300
Attachment 2
FY 25 - IT Technical Support and Maintenance Contracts
3. Execute new contracts with the following suppliers:
Vendor Name Amount Description
Adlib Publishing
Systems, Inc.
0.00 Execute a new agreement with Adlib Publishing
Systems, Inc. for document transformation software
with automatic renewal periods
County of Sacramento
$394,068
Execute a new agreement with the County of
Sacramento for FY2024/25 access to the California
Law Enforcement Telecommunications System for an
amount not-to-exceed $394,068.
EnergyCAP $180,036
Execute a new agreement with EnergyCAP for energy
management and accounting software products and
services for an amount not-to-exceed $180,036 with
automatic renewal periods.
Total: New Contracts $ 574,104
Grand Total $ 5,284,404
SUPPLEMENTAL CONTRACT
Project Title and Job Number: Hyperion Maintenance Support Purchase Order #:
Date: __ _
Supplemental Contract No.: 07
The City of Sacramento ("City") and RCW Services, Inc. ("Contractor"), as parties to that certain Professional Services Agreement designated as Contract Number 2015-1310 , including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows:
1. The Scope of Services specified in Exhibit A of the Contract is amended as follows:
Additional Services:
• Develop, configure, and integrate the following for Midyear 2025 and Budget Development FY2025/26 in the Hyperion Cloud application.
• Create additional reports for presentation, reconciliation, and validation. • Streamline the BCP functionality.
• Redesign the Offset process for Budget Development.
Contractor shall provide the services described in this Agreement for an additional consecutive term (the tenth (10th).
The 10th consecutive term shall expire on December 31, 2025.
2. In consideration of the additional and/or revised services described in section 1, above, the maximum not-to-exceed amount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, is increased by $95,300 , and the Contract's maximum not-to-exceed amount is amended as follows:
Agreement's original not-to-exceed amount:
Net change by previous supplemental contracts:
Not-to-exceed amount prior to this supplemental contract:
Increase by this supplemental contract:
New not-to exceed amount including all supplemental contracts:
$ 200.000
941.600
1.066.600
95.300
$ 1.161.900
3. Contractor agrees that the amount of increase or decrease in the not-to-exceed amount specified in section 2, above, shall constitute full compensation for the additional and/or revised 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 and/or revised services, including costs associated with any changes and/or delays in schedules or in the delivery of other services by Contractor.
4. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf of Contractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to the terms hereof.
5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Contract, as supplemented and modified by this supplemental contract. [SIGNATURES ON FOLLOWING PAGE]
(Rev. 11-1-19)
Angel Solis (Jun 5, 2024 10:39 PDT)
Senior Deputy City Attorney