City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-01424 8/13/2024 Consent Item 7.
Contract: Fiscal Year (FY) 2024/25 Renewal of Maintenance/Technical Support Services Agreements for Citywide Information Technology Related Software and Hardware File ID: 2024-01424
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or City Manager’s designee to increase the City’s purchase authorization to renew annual software maintenance, subscriptions, and technical support services under City Agreement 2023-0772 with iPro by $300,000, for a new not-to- exceed amount of $375,000.
Contact: Darin Arcolino, CIO, (916) 808-0402, [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
Description/Analysis
Issue Detail: On June 18, 2024, the City Council authorized the renewal of annual software licenses and subscriptions, hardware and software maintenance, and technical support service agreements for over 15 citywide IT systems including iPro Tech.
IPRO Tech’s eDiscovery solutions will allow City staff to work more effectively responding to Public Records Act Requests (PRAs), enable a more efficient review workflow, reduce IT’s overhead with maintenance and troubleshooting issues, and provides a reliable eDiscovery solution. It will also reduce operating costs and create efficiencies for both the City Clerk’s Office and the City Attorney’s Office with processing PRAs.
The IT Department has a need to purchase additional software maintenance/subscriptions and technical services with iPro Tech and is recommending an increase to the previously approved amount under City Agreement 2023-0772 for FYs2024/25 and 2025/26.
Vendor
Name
FY24/25
Approved
Amount
Revised
Amount
City
Agreement
Purchase Description Reason for Change
iPro
Tech
$75,000 $375,00
0 City
Agreement
2023-0772
iPro Tec software
solution provides
litigation and e-discovery
software platform and
web-based review tool. It
also provides scanning,
review, production, and
coding functions.
Additional $300,000
spending authorization
to purchase software
maintenance/
subscription, and
technical services. The
purchase will be made
under City Agreement
2023-0772 that corrects
the previous referenced
agreement.
File ID: 2024-01424 8/13/2024 Consent Item 7.
Vendor
Name
FY24/25
Approved
Amount
Revised
Amount
City
Agreement
Purchase Description Reason for Change
iPro
Tech
$75,000 $375,00
0 City
Agreement
2023-0772
iPro Tec software
solution provides
litigation and e-discovery
software platform and
web-based review tool. It
also provides scanning,
review, production, and
coding functions.
Additional $300,000
spending authorization
to purchase software
maintenance/
subscription, and
technical services. The
purchase will be made
under City Agreement
2023-0772 that corrects
the previous referenced
agreement.
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.
Economic Impacts: None.
Environmental Considerations: No environmental review is necessary because the recommendations in this report involve the purchase of IT goods and services which are not considered to be a “project” as proscribed in California Environmental Quality Act Guidelines, (“CEQA”). (CEQA Guidelines section 15378(b)(2)).
Sustainability: Under Phase 1 of the City of Sacramento’s Climate Action Plan, all applicable “Green” technology initiatives will be considered prior to the lease or purchase of IT equipment hardware and software.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: Adjusting the amounts previously approved for iPro Tech as identified above will provide for the purchase of additional software licenses to support City operations.
Financial Considerations: No additional funding is needed. In Motion 2024-0171, Council approved the renewal of software licenses and subscriptions purchase agreements with iPro Tech for an amount of $75,000. Additional purchase of $300,000 is necessary to renew support for FY2024/25 and FY2025/26. Funding for the purchases will come from the department’s operating and multiyear operating program budgets.
File ID: 2024-01424 8/13/2024 Consent Item 7.
Local Business Enterprise (LBE): The City’s LBE program does not apply to cooperative purchasing agreements that result from another public agency’s competitively-bid process.