CITY OF SIMI VALLEY
MEMORANDUM
June 3,
2024
TO: City
Council
FRO
M: Department of Administrative Services
SUBJE
CT: APPROVAL OF THE RENEWAL OF ANNUAL AGREEMENTS FOR
SOFTWARE MAINTENANCE AND TECHNOLOGY SUPPORT
STAFF RECOMMENDATION
Staff recommends that the City Council approve the renewal of annual agreements for software maintenance and technology support exceeding a five-year term limit for Fiscal Year (FY) 2024- 25 and authorize the City Manager or designee to execute these agreements and negotiate remaining contract amounts to incorpor ate funds approved as part of the FY 2024-25 Annual Budget.
BACKGROUND AND OVERVIEW
The Information Services (IS) division is responsible for managing over 80 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 many separate contracts with a large 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).
The length of these agreements var y based on the system that necessitates maintenance and support. Therefore, maintenance agreements are reviewed by IS annually to determine the need for ongoing support. Due to the unique nature of these contracts, staff is recommending the City Council wai ve a new competitive bid process for these contracts and approve the renewal of these agreements exceeding a five-year term.
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.
AGENDA I
TEM NO.
Consent (7)
2 Staff is requesting that City Council find that these ongoing services are exempt from the competitive process due to the generally small dollar amounts of the contracts, that they are proprietary in nature and 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 next fiscal year with the vendors and amounts as budgeted in Exhibit A (page 4) and authorize the City Manager or designee to execute these agreements and negotiate appropriate vendor contracts (including through all contracting methods as described herein). Staff will return to the City Council annually to approve further contrac t extensions as necessary. For vendors for which a specific contract amount for FY 2024-25 that is not yet known, the City Manager will negotiate an appropriate amount c onsistent with prior year expenditures to the extent possible, up to t he City Manager’s authority.
The City’s current Purchas ing 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 aggr egated total expenditure of $175,000 or over, shall be approved by City Council. Annual maintenance suppor t contracts put in place for FY 2018-19 were the first to reach the five-year allowable term limit. Accordingly, st aff will bring forward each year a list of the next year’s on-going, annual, software/technology support and maintenance sy stems for City Council approval. Bringing these agreements to the City Council in a gr oup format serves the purposes of efficiency in gov ernmental operations and receiving direction from the City Council. The FY 2024-25 Annual Budget, has funding allocated specifically for the maintenance of these systems.
The following alternatives are presented for the City Council’s consideration:
1. Approve the renewal of maintenance/technology /software systems agreements exceeding a five-year term in FY 2024-25 for items listed in Exhibit A, and find that appropriate exceptions to competitive processes exist for these ongoing services; and authorize the City Manager or designee to execute agreements and negotiate contracts to incorporate funds approv ed as part of the FY 2024-25 Annual Budget.
2. Provide Staff with further direction.
St
aff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to approve the renewal of maintenance/technology/software systems agreements exceeding the five-year term limit listed in Exhibit A ; find that appropriate exceptions to competitive processes exist for such ongoing services ; and authorize the City Manager to execute agreements and negotiate contracts to incorporate funds approved as part of the FY 2024-25 Annual Budget.
3 SUMMARY
Information Services manages over 80 systems that require regular maintenance and ongoing support from either the manufacturer or a third party. Certain services within this subset surpass the contract term and authorization limits of the s taff. It is important to note that these item s are already included in the FY 2024-25 budget, so no additional funds are being requested at this time.
______
______________________________
Carolyn Johnson
Administrative Services Director
INDEX Page
Ex
hibit A: FY 2024-25 Maintenance Renewals ............................... 4 SOFTWARE Maintenance Renewals FY 24-25
Vendor Name Item
VENDOR First
Year
** ESTIMATED ** 6
Year Total Spent with
VENDOR (all products by
all departments) FY19-
20 to FY24-25
5 Year Total Spent with
VENDOR (all products by
all departments) FY19-
20 to FY23-24
VENDOR
Maintenance
Renewal Year Start
6 Year VENDOR &
PRODUCT Maintenance
Total
FY24-25 Budgeted
Amount
Absolute Software NetMotion Mobility XE 2024 $18,650.95 $8,650.95 2024 $18,650.95 $10,000.00 Adobe Acrobat Pro DC 2025 $1,440.00 $0.00 2025 $1,440.00 $1,440.00 All Traffic Solutions Traffic radar trailer cloud storage 2020 $73,946.26 $62,946.26 2017 $63,425.30 $11,000.00 AllConnected Veeam (backup) & Veeam Availability Suite+ 2020 $641,185.64 $562,685.64 2022 $172,765.55 $78,500.00 ArchiveSocial ArchiveSocial 2019 $32,840.00 $26,340.00 2019 $32,840.00 $6,500.00 Axon Enterprise Investigate Pro (InputAce) 2018 $1,814,649.93 $1,811,349.93 2024 $6,300.00 $3,300.00 Axon Enterprise Professional Evidence.com 2018 $1,814,349.93 $1,811,349.93 2018 $6,900.00 $3,000.00 Berla Corp Blackthorn SMS and iVe SMS 2019 $17,850.00 $14,250.00 2019 $17,850.00 $3,600.00 Brainstorm Quick Help 2017 $72,001.83 $57,101.83 2017 $60,408.79 $14,900.00 CADD Microsystems Bluebeam 2020 $43,884.19 $35,384.19 2020 $18,696.00 $8,500.00 Capture Technologies Audiolog & Logic Monitor VERINT 2018 $49,501.18 $43,151.18 2018 $20,843.98 $6,350.00 Carahsoft Granicus < 2019 $200,722.20 $161,722.20 < 2019 $161,598.80 $39,000.00 CDI LaserFiche (City Clerk) 2024 $40,986.20 $31,393.10 2024 $19,186.20 $9,593.10 Cellebrite USA Cellebrite UFED Mobile Forensics < 2017 $34,475.08 $24,875.08 < 2017 $34,485.97 $9,600.00 Ci
vicPlus Municode 2023 $17,294.93 $10,094.93 2023 $17,294.93 $7,200.00 Cleverbridge Lansweeper Ultimate unknown $11,084.00 $7,584.00 unknown $11,084.00 $3,500.00 Compuwave VMware & vCenter < 1994 $231,716.41 $200,216.41 2017 $160,338.00 $31,500.00 Copware, Inc Copware Legal Sourcebook < 2018 $17,860.00 $14,360.00 < 2018 $17,860.00 $3,500.00 DropCountr (Kubra) DropCountr 2023 $114,445.50 $57,702.50 2023 $104,445.50 $56,743.00 Eagle Aerial Waterview 2024 $93,382.00 $46,882.00 2024 $87,982.00 $46,500.00 Econolite (Aeigs ITS) Centracs ATMS (Advance Transportation Mgmt System) 2022 $1,722,476.96 $1,713,476.96 2022 $34,393.00 $9,000.00 ECS Imaging LaserFiche (PD) 2016 $50,200.00 $42,200.00 2016 $46,350.00 $8,000.00 Emergent360 Red Hat Linux 2024 $13,301.30 $5,901.30 2024 $13,301.30 $7,400.00 Eschedule Dispatch Scheduling Application 2021 $7,519.17 $5,919.17 2021 $7,519.17 $1,600.00 ESI Acquisition WebEOC < 2015 $98,862.20 $80,362.20 < 2015 $98,862.20 $18,500.00 ESRI ArcGIS Server Licenses 1996 ?? $220,488.15 $211,988.15 1996 ?? $39,200.00 $8,500.00 ESRI ArcGIS Desktop & Drone2Map Licenses 1996 ?? $253,488.15 $211,988.15 1996 ?? $184,190.93 $41,500.00 Faronics Deep Freeze 2019 $2,364.24 $1,364.24 2019 $2,364.24 $1,000.00 Frontline Public Safety Solutions Quality Assurance Evaluation 2023 $7,625.00 $5,325.00 2023 $7,625.00 $2,300.00 GetData Forensics Forensic Explorer (FEX) < 2018 $2,975.00 $2,475.00 < 2018 $2,975.00 $500.00 GovInvest Labor Costing Module 2021 $163,985.00 $148,235.00 2021 $58,750.00 $15,750.00 GovInvest Pension Licensing & GASB 75 2021 $164,592.50 $148,235.00 2017 $65,107.50 $16,357.50 Granicus LLC DisclosureDoc 2021 $232,473.13 $229,473.13 2021 $10,502.77 $3,000.00 Granicus LLC Language Translation & Captioning (Meeting Services - Custom Recurring) 2021 $262,973.13 $229,473.13 2022 $118,028.27 $33,500.00 GrayShift GrayKey 2019 $141,139.45 $107,139.45 2019 $141,139.45 $34,000.00 Guardian Alliance Technologies Background Investigations 2023 $5,350.00 $2,850.00 2023 $6,350.00 $2,500.00 Hootsuite Hootsuite 2020 $53,034.43 $41,034.43 2020 $53,034.43 $12,000.00 Imprivata Securelink 2023 $72,583.07 $42,883.07 2023 $72,583.07 $29,700.00 Insight Public Sector NetBackup (Datalink) < 2018 $56,858.00 $54,258.00 < 2018 $14,641.25 $2,600.00 ISYS - Intelligent System SolutionCSIPix < 2017 $2,560.00 $2,110.00 < 2017 $2,560.00 $450.00 LeadsOnline Cell Hawk 2024 $10,445.00 $5,145.00 2024 $10,445.00 $5,300.00 Lexipol, LLC Lexipol - Police Officer Manual Online < 2017 $138,140.34 $115,140.34 < 2017 $119,756.34 $23,000.00 Lighthouse Public Safety Apex Mobile 2024 $5,400.00 $2,700.00 2024 $2,700.00 $2,700.00 Linear Systems DIMS Evidence < 2017 $36,300.00 $30,000.00 < 2017 $36,300.00 $6,300.00 Magnet Forensics Internet Evidence Finder (IEF) - Axiom < 2017 $38,977.61 $26,477.61 < 2017 $35,578.00 $12,500.00 Microsoft O365 Monthly Subscription unknown $2,500.00 $0.00 unknown $2,500.00 $2,500.00 Mobatek SARL MobaXterm 2019 $724.00 $574.00 2019 $724.00 $150.00 Motorola Solutions Motorola Radio System < 1994 $3,500,824.48 $3,375,824.48 < 1994 $861,984.27 $125,000.00 OpenGov OpenGov 2021 $60,742.05 $48,338.05 2021 $53,146.99 $12,404.00 OpenText Hummingbird Exceed 1995 ?? $842.47 $664.47 1995 ?? $842.47 $178.00 Oracle Oracle 1995 ?? $28,848.53 $23,348.53 1995 ?? $28,848.53 $5,500.00 Packet Fusion Mitel 2018 $40,223.33 $7,473.22 2018 $32,750.11 $32,750.11 Paragon Micro DigitalPersona 2024 $22,593.82 $12,693.82 2024 $9,900.00 $9,900.00 Public Safety Software Grp Volunteer Integrated Mgmt System (VIM S) < 2017 $5,085.00 $4,140.00 < 2017 $5,085.00 $945.00 Royal Industrial Solutions Rockwell Factory Talk (SAN/SCADA) & A PC Thin Client < 2018 $547,801.62 $505,301.62 < 2018 $201,146.19 $42,500.00 Salesforce.com Tableau 2022 $39,474.94 $28,874.94 2022 $22,637.50 $10,600.00 Sitei
mprove Siteimprove 2019 $33,638.61 $27,038.61 2019 $33,638.61 $6,600.00 SmartSafety Software ScenePD 2021 $1,177.48 $952.48 2021 $1,177.48 $225.00 SoftwareOne (Compucom) Microsoft Enterprise Agreement - License Renewal 2018 $929,538.66 $884,538.66 2018 $729,082.77 $45,000.00
EXHIBIT A
4 Vendor Name Item
VENDOR First
Year
** ESTIMATED ** 6
Year Total Spent with
VENDOR (all products by
all departments) FY19-
20 to FY24-25
5 Year Total Spent with
VENDOR (all products by
all departments) FY19-
20 to FY23-24
VENDOR
Maintenance
Renewal Year Start
6 Year VENDOR &
PRODUCT Maintenance
Total
FY24-25 Budgeted
Amount
SoftwareOne (Compucom) Microsoft Enterprise Agreement - Cloud Se rvices 2018 $1,128,046.66 $884,538.66 2018 $437,177.20 $243,508.00 Stryke Security SentinelOne 2022 $72,605.22 $51,605.22 2022 $39,925.22 $21,000.00 Sumuri Talino (Forensic Tower) 2017 $28,109.86 $28,109.86 2017 $5,802.93 $0.00 Superior Alarm Systems Genetec Security System 2021 $183,243.74 $173,243.74 2021 $56,050.01 $10,000.00 Sympro Sympro < 2018 $47,730.99 $38,730.99 < 2018 $47,730.99 $9,000.00 Techsmith SnagIt 2018 $1,442.00 $942.00 2018 $1,442.00 $500.00 TriTech Crimeview Mapping < 2018 $49,545.13 $39,945.13 < 2018 $39,945.13 $9,600.00 Tyler Technologies ERP System (Munis/EnerGov) 2016 $2,118,140.53 $1,778,140.53 2016 $1,778,903.32 $340,000.00 Tyler Technologies TSM Support 2016 $1,808,140.53 $1,778,140.53 2016 $180,000.00 $30,000.00 Veritone Veritone Contact Application 2023 $25,625.00 $13,325.00 2023 $25,625.00 $12,300.00 Versaterm Public Safety CAD/RMS/MDT 2002 $1,672,945.61 $1,342,945.61 2002 $1,672,945.61 $330,000.00 Vigilant Solutions LPR Data Access/ LEARN & ESA < 2017 $107,834.89 $88,734.89 < 2017 $91,700.00 $19,100.00 Zoom Zoom Licenses 2020 $58,379.44 $49,344.95 2020 $58,379.44 $8,400.00 Granicus LLC City website hosting and fixes (1/3) 2021 $240,954.13 $229,473.13 2020 $57,805.00 $11,481.00 Tyler Technologies EnerGov Assist 2016 $1,778,140.53 $1,778,140.53 2016 $123,000.00 $0.00 Tyler Technologies PACE-5 2016 $1,788,140.53 $1,778,140.53 2016 $46,769.25 $10,000.00 5