CITY OF SIMI VALLEY
MEMORANDUM
J
uly 31, 2023
TO
: City Council
F
ROM: Department of Administrative Services
S
UBJECT: APPROVAL OF AGREEMENTS FOR MAINTENANCE OF SOFTWARE/
TECHNOLOGY SUPPORT AND RATIFICATION OF PAYMENTS
STAFF RECOMMENDATION
Staff recommends that the City Council approve annual agreements for maintenance of software/technology support for the fiscal year 2023/24, and ratify payments listed in Exhibit B previously paid to the vendors; and authorize the City Manager to negotiate remaining contract amounts to incorporate funds approved as par t of the FY 2023-24 Annual Budget.
BACKGROUND AND OVERVIEW
The Information Services division is responsible for managing many systems utilized by staff throughout the City. These systems require regular maintenance and support from either the manufacturer or a third party to ensure their security, stability, and smooth operation. To maintain these systems, the City has entered into 85 separate contracts with a number of vendors (the particular contracts may be done by formal contracting, purchase orders, vendor agreements, City purchasing cards, or, in some cases, direct website purchases). Due to the unique nature of these contracts, staff is recommending the City Council authorize these contracts to be exempt from the City’s competitive bid process.
FINDINGS AND ALTERNATIVES
It is crucial for the City to make annual payments for these services as vendors typically require payment to continue providing necessary updates, address issues, and, in some cases, maintain system access. Failing to pay these invoices promptly puts the City at risk of falling behind on updates, encountering unresolved technical problems, and potentially losing access to critical systems.
Staff is requesting that City Council find that these purchases are exempt from the competitive process due to the small dollar amounts of the contracts (less than $7,500), that there is only one vendor being able to provide the software, or for a need for standardization with existing City equipment. Further, staff recommends the City Council approve these purchases for this current fiscal year with the vendors and amounts as set AGENDA ITEM NO.
Consent (4)
forth in Exhibit A , authorize the City Manager to negotiate appropriate vendor contracts (including through all contracting methods as described herein), and ratify payments already made to those vendors in this Fiscal Year as set forth in Exhibit B. Staff will return to the City Council annually to approve further contract extensions as necessary. For vendors for which a specific contract amount for FY 2023-24 that is not yet known, the City Manager will negotiate an appropriate amount consistent with prior year expenditures to the extent possible, up to the City Manager’s authority.
The
City’s current Purchasing Ordinance was revised in FY 2017-18 to include language that stipulates contracts with terms longer than five years, including renewals, regardless of contract amount, or with an annual aggregated total expenditure of $175,000 or over, shall be approved by City Council. Annual maintenance support contracts put in place for FY2018-19 are the first to reach the five-year allowable term limit. Accordingly staff is bringing forward a list of the FY2023-2 4 on-going, annual, software/technology support and maintenance systems for City Council approval.
Bringing these agreements to the City Council in a group format serves the purposes of efficiency in governmental operations and receiving direction from the City Council. In the FY 2023-24 Annual Budget, the City Council approved funds specifically for the maintenance of these systems.
T
he following alternatives are presented for the City Council’s consideration:
1. Approve the maintenance/technology/software systems agreements and payment of invoices for the FY 2023-24 for items liste d in Exhibit A, ratify any
payments that have already been made to the vendors as listed in Exhibit B, and find that appropriate exceptions to competitive processes exist for these purchases; and authorize the City Manager to negotiate contracts to incorporate funds approved as part of the FY 2023-24 Annual Budget.
2. Provide Staff with further direction.
Staff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to approve the maintenance/tec hnology/software systems agreements listed in Exhibit A and payment of invoices for the FY 2023-24 and ratify pay ments that have already been made for the v endors as listed in Exhibit B; find that appropriate exceptions to competitive proc esses exist for such purchases; and authoriz e the City Manager to negotiate contracts to incorporate funds approved as part of the FY 2023-24 Annual Budget.
2 SUMMARY
Information Services manages over 125 systems that requir e regular maintenance and ongoing support from either the manufacturer or a third party. The City Council has approved funds in the budget specifically for the maintenance of these systems. However, certain services within this subset surpass the contract term and authorization limits of the staff. It is important to note that these items are already included in the FY 2023-24 budget, so no additional funds are being reques ted at this time. ___
_________________________________
Carolyn Johnson
Administrative Services Director
P
repared by: Garry E. Boswell, Deputy AS Director/Information Services INDEX Page
E
xhibit A: FY 2023-24 Maintenance Renewals ............................... 4 Exhibit B: List of payments to be ratified ......................................... 5 3 EXHIBIT A
Vendor Name Item
VENDOR
Maintenance
Renewal Year Start
5 Year VENDOR &
PRODUCT Total
FY23-24 Actual
Amount
Absolute Software NetMotion Mobility XE 2024 $8,650.95 $8,650.95 All Traffic Solutions Traffic radar trailer cloud storage 2017 $52,425.30 $10,425.30 AllConnected Veeam (backup) & Veeam Availability Suite+ 2022 $94,265.55 $30,786.75 AmberLight EMC CX500, HP MSA2312FC & Tape Library 2023 $41,394.50 $7,851.75 ArchiveSocial ArchiveSocial 2019 $26,340.00 $5,988.00
Axon Enterprise Professional Evidence.com 2018 $3,900.00 $0.00 Axon Enterprise Investigate Pro (InputAce) 2024 $3,000.00 $3,000.00 Berla Corp Blackthorn SMS and iVe SMS 2019 $14,250.00 $3,250.00 Brainstorm Quick Help 2017 $45,508.79 $14,868.37
CADD Microsystems Bluebeam 2020 $10,196.00 $5,208.00
Capture Technologies Audiolog & Logic Monitor VERINT 2018 $14,493.98 $5,758.99 Carahsoft Granicus Meeting management < 2019 $122,598.80 $23,471.89 CDW-G Imprivata < 2018 $18,772.18 $3,878.90
Cellebrite USA Cellebrite UFED Mobile Forensics < 2017 $24,885.97 $8,708.71 Circle Printer Maintenance < 2017 $92,431.22 $18,667.00 CivicPlus Municode *** Renews June 1st, move funds *** < 2018 $7,207.00 $3,700.00 Cleverbridge Lansweeper Ultimate unknown $4,496.00 TBD
Compuwave VMware & vCenter 2017 $128,838.00 $26,673.00
Compuwave Ruckus ICX switches 2024 $37,357.59 $10,795.00 Compuwave VDX Switches 2024 $16,741.94 $10,680.00
Copware, Inc Copware Legal Sourcebook < 2018 $14,360.00 $3,200.00 Econolite (Aeigs ITS) Centracs ATMS (Advance Transportation Mgmt System) 2022 $25,393.00 $8,203.00 ECS Imaging LaserFiche (PD) 2016 $38,350.00 $7,670.00
Emergent360 Red Hat Linux 2024 $5,901.30 $5,901.30
Eschedule Dispatch Scheduling Application 2024 $1,570.00 $1,570.00 ESI Acquisition WebEOC < 2015 $80,362.20 $17,527.20
ESRI ArcGIS Desktop & Drone2Map Licenses TRANSFER from 8071715 1996 ?? $142,690.93 $37,490.93 ESRI ArcGIS Server Licenses TRANSFER from 8071715 1996 ?? $30,700.00 $7,700.00 Faronics Deep Freeze 2019 $1,364.24 $700.00
Frontline Public Safety Solutions Quality Assurance Evaluation NEW FY23-24 Policy Item 2023 $4,100.00 $2,100.00 GetData Forensics Forensic Explorer (FEX) < 2018 $2,475.00 $495.00 GovInvest Pension Licensing & GASB 75 2017 $48,750.00 $15,750.00 GovInvest Labor Costing Module 2021 $43,000.00 $15,000.00 Granicus LLC Language Translation & Captioning (Meeting Services - Custom Recurring 2022 $84,528.27 $30,289.84 Granicus LLC City website hosting and fixes (1/3) 2020 $46,324.00 9,481.00$ Granicus LLC DisclosureDoc *** Renews February 18th, need to move funds *** 2021 $10,694.61 $3,000.00 GrayShift GrayKey 2019 $107,139.45 $30,795.00
Guardian Alliance Technologies Background Investigations NEW FY23-24 Policy Item 2023 $3,850.00 $2,250.00 Hewlett Packard HP Storage (CH & PD) < 1994 $106,351.89 $11,750.88 Hootsuite Hootsuite 2020 $41,034.43 $10,578.00
Imprivata Securelink 2023 $42,883.07 $22,462.56
Insight Public Sector NetBackup (Datalink) < 2018 $12,041.25 $2,530.00 ISYS - Intelligent System SolutionCSIPix < 2017 $2,110.00 $438.00 LeadsOnline Cell Hawk 2024 $5,145.00 $5,145.00
Lenovo Global Technology Lenovo Servers 2019 $12,312.34 $825.00 Lexipol, LLC Lexipol - Police Officer Manual Online < 2017 $96,756.34 $21,644.83 Linear Systems DIMS Evidence < 2017 $30,000.00 $6,000.00 Magnet Forensics Internet Evidence Finder (IEF) - Axiom NEW FY23-24 Policy Item (parti < 2017 $23,078.00 $9,595.00 Mobatek SARL MobaXterm 2019 $574.00 $150.00
Motorola Solutions Motorola Radio System < 1994 $736,984.27 $195,977.74 MottoMobile Apex Mobile 2019 $12,660.00 $2,532.00
MuniMetrix MuniMetrix < 2016 $2,546.00 $550.00
Nth Generation Fortinet ** Project GT10000003 *** < 2017 $39,880.00 $39,880.00 Nth Generation Nimble Storage < 2017 $39,690.00 TBD
OpenGov OpenGov 2021 $40,742.99 $12,038.27
OpenText Hummingbird Exceed 1995 ?? $664.47 $148.07
Oracle Oracle 1995 ?? $23,348.53 $5,193.79
Packet Fusion Mitel 2018 $0.00 TBD
Power Maintenance Corp Desktop UPS < 1994 $49,660.00 $11,081.50 Power Maintenance Corp Eaton Blade UPS < 1994 $33,000.00 $6,800.00 Power Maintenance Corp Large BEST UPS units < 199 $28,400.00 $5,600.00 Public Safety Software Grp Volunteer Integrated Mgmt System (VIMS) < 2017 $4,140.00 $828.00 Royal Industrial Solutions Rockwell Factory Talk (SAN/SCADA) & APC Thin Client < 2018 $158,646.19 $37,299.00 Salesforce.com Tableau 2022 $12,037.50 $9,630.00
Siteimprove Siteimprove 2019 $27,038.61 $6,384.00
SmartSafety Software ScenePD 2021 $952.48 $203.85
SoftwareOne (Compucom) Microsoft Enterprise Agreement - License Renewal 2018 $684,082.77 $73,627.00 SoftwareOne (Compucom) Microsoft Enterprise Agreement - Cloud Services 2018 $193,669.20 $194,000.00 Stryke Security SentinelOne 2022 $18,925.22 $18,925.22
Sumuri Talino (Forensic Tower) 2017 $5,802.93 $0.00
Superior Alarm Systems Genetec Security System 2021 $56,050.01 $9,580.50 Sympro Sympro < 2018 $38,730.99 $8,693.03
Techsmith SnagIt 2018 $942.00 $478.50
TriTech Crimeview Mapping < 2018 $39,945.13 $9,109.97
Tyler Technologies ERP System (Munis/EnerGov) 2016 $1,446,812.27 $330,000.00 Tyler Technologies TSM Support 2016 $150,000.00 $30,000.00 Tyler Technologies EnerGov Assist 2016 $126,000.00 66,000.00$ Tyler Technologies PACE-5 2016 $36,769.25 7,500.00$
Veritone Veritone Contact Application - 2023 $13,325.00 $12,300.00 Versaterm Public Safety CAD/RMS/MDT 2002 $1,342, 945.61 $294,976. 57 Vigilant Solutions LPR Data Access/ LEARN & ESA < 2017 $72,600.00 $14,755.00 Zoom Zoom Licenses 2020 $8,400.00 TBD
4 EXHIBIT B
DESCRIPTION FISCAL YEAR AMOUNT VDR NAME/ITEM DESC COMMENTS Maintenance of Equipment 2024 8,650.95 ABSOLUTE SOFTWARE INC NETMOTION RENEWAL, 07/02/23-07 Maintenance of Equipment 2024 10,425.30 ALL TRAFFIC SOLUTIONS, INC MAINT RENEWAL FY23-24 Maintenance of Equipment 2024 30,786.75 ALLCONNECTED INC VEEAM LICENSE & MAINT, 08/29/2 Maintenance of Equipment 2024 7,851.75 AMBER LIGHT, LLC HARDWARE SUPPORT, 07/01/23-06/30/24 Maintenance of Equipment 2024 5,988.00 ARCHIVESOCIAL, INC. SUBSCRIPTION RENEWAL, 07/01/23 Maintenance of Equipment 2024 3,000.00 AXON ENTERPRISE, INC INVESTIGATE PRO LICENSE, 07/01 Maintenance of Equipment 2024 5,208.00 CADD MICROSYSTEMS INC BLUEBEAM SUBSCRIPTION RENEWAL, Maintenance of Equipment 2024 23,471.89 CARAHSOFT TECHNOLOGY CORPORATION GRANICUS SUBSCRIPTION & CLOUD, Maintenance of Equipment 2024 26,673.00 COMPUWAVE INC VMWARE VSPHERE SUPT CNTR RNWL Maintenance of Equipment 2024 3,200.00 COPWARE, INC LEGAL SOURCEBOOK 07/01/23-06/30/24 Cloud Services 2024 1,570.00 ESCHEDULE ESCHEDULE MAINT RENEWAL, 07/01 Maintenance of Equipment 2024 495.00 GETDATA FORENSICS USA FORENSIC EXPLORER MAINT, 07/01 Maintenance of Equipment 2024 30,750.00 GOVINVEST INC. COSTING & PENSION MODULES, FY2 Cloud Services 2024 2,250.00 GUARDIAN ALLIANCE TECHNOLOGIES, INC SOFTWARE LICENSE, 07/01/23-06/30/24 Maintenance of Equipment 2024 11,750.88 HEWLETT-PACKARD ENTERPRISE CO MAINT RENEWAL 7/1/23-6/30/24 Maintenance of Equipment 2024 10,578.08 HOOTSUITE INC MAINT RENEWAL 7/1/23-6/30/24 Maintenance of Equipment 2024 22,462.56 IMPRIVATA, INC ERP SUPPORT 08/01/23-07/31/24 Maintenance of Equipment 2024 2,530.75 INSIGHT PUBLIC SECTOR, INC VERITAS PARTNER ESSENTIAL, 07/ Maintenance of Equipment 2024 438.00 ISYS - INTELLIGENT SYSTEM SOLUTIONS CORP CSIPIX COMPARATOR MAINT, 07/01 Maintenance of Equipment 2024 21,644.83 LEXIPOL LLC SUPPORT RENEWAL: 7/1/23-6/30/24 Maintenance of Equipment 2024 6,000.00 LINEAR SYSTEMS DIMS EVIDENCE SUPPORT RENEWAL, Maintenance of Equipment 2024 7,725.00 MAGNET FORENSICS USA MAGNET IEF & AXIOM MAINT, 07/0 Cloud Services 2024 1,870.00 MAGNET FORENSICS USA MAGNET IEF & AXIOM MAINT, 07/0 Maintenance of Equipment 2024 2,532.00 MOTTOMOBILE INC APEX MOBILE SUPPORT & MAINT 07 Maintenance of Equipment 2024 39,880.00 NTH GENERATION COMPUTING INC SUPPORT RENEWAL, EXP 06/30/24 Maintenance of Equipment 2024 5,600.00 PO
WER MAINTENANCE CORP SERVICE CONTRACT 07/01/23 - 06/30/24 Ma
intenance of Equipment 2024 6,800.00 POWER MAINTENANCE CORP EATON BLADE SERVICE CONTRACT 0 Maintenance of Equipment 2024 11,081.50 POWER MAINTENANCE CORP DESKTOP SERVICE CONTRACT 07/01 Maintenance of Equipment 2024 828.00 PUBLIC SAFETY SOFTWARE GROUP 07/01/2023 - 6/30/2024 Maintenance of Equipment 2024 203.85 SMARTSAFETY SOFTWARE INC 07/01/23-06/30/24 Maintenance of Equipment 2024 9,580.50 SUPERIOR ALARM SYSTEMS GENETEC ADV OMNICAST & SYNERGI Maintenance of Equipment 2024 8,693.03 SYMPRO INC MAINTENANCE 07/01/23-06/30/24 Maintenance of Equipment 2024 478.50 TECHSMITH CORP SNAG IT 3-YR SOFTWARE MAINT EX Maintenance of Equipment 2024 1,365.49 THE CIRCLE
Maintenance of Equipment 2024 9,109.97 TRITECH SOFTWARE SYSTEMS DASH HOSTING, 07/01/23-06/30/24 Maintenance of Equipment 2024 130.00 Unknown
Cloud Services 2024 12,300.00 VERITONE INC VERITONE CONTACT APP, 07/01/23 Maintenance of Equipment 2024 14,755.00 VIGILANT SOLUTIONS LLC LEARN IDP & CLK , 07/01/23-06/30/24 5