CITY OF SIMI VALLEY
MEMORANDUM
June
9, 2025
T
O: City Council
F
ROM: Department of Administrative Services
S
UBJECT: APPROVAL OF THE RENEWAL OF ANNUAL AGREEMENTS FOR
SOFTWARE MAINTENANCE AND TECHNOLOGY SUPPORT
STAFF RECOMMENDATION
S
taff recommends that the City Council:
1. Appr
ove the renewal of annual agreements for software maintenance and technology support exceeding a five-year term limit for Fiscal Year (FY) 2025-26;
2. F
ind that appropriate exceptions to competitive processes apply for these ongoing services; and
3. Aut
horize the City Manager , or her designee, to execute these agreements and negotiate remaining contract amounts to incorporate funds approved as part of the FY2025-26 Annual Budget.
BACKGROUND AND OVERVIEW
T
he Information Services (IS) Division manages over 76 systems that support City operations. These systems require regular maintenance and technical support , often provided by the software manufacturer or an authorized third party , to ensure their security, stability, and optimal performance. To maintain these systems, the City has entered into many separate contracts with a large number of vendors. These agreements vary in format and include formal contracting, purchase orders, vendor agreements, City purchasing cards, or, in some cases, direct website purchases. Contract durations differ depending on the system's maintenance needs. As such, IS staff review each agreement annually to determine whether continued support is necessary. Due to the proprietary nature of many of these systems, as well as the need for consistency and compatibility with existing City infrastructure, staff recommends that the City Council waive the competitive bidding process for the renewal of specific agreements that have reached or exceeded a five-year term. A list of these agreements is included as Exhibit A.
AGENDA ITEM NO.
Consent (12 )
2 FINDINGS AND ALTERNATIVES
Timely payment for maintenance and support services is essential. Vendors typically require payment before providing updates, resolving technical issues, or ensuring uninterrupted system access. Failing to pay these invoices promptly may result in system downtime, missed updates, unresolved technical problems, and potentially losing access to critical systems.
Staff finds that these ongoing services meet one or more of the following criteria for exemption from the competitive process in accordance with SVMC 2-9.201(e):
• The individual contract amount $7,500 or less;
• The software and associated services are proprietary in nature and there is only one vendor able to provide the software; or
• There is a need to maintain standardization across City systems and equipment.
Pursuant to the City’s Purchasing Ordinance, revised in FY 2017-18, contracts with a term exceeding five years (including renewals), regardless of dollar amount , or those with an annual aggregate expenditure of $175,000 or more, must be approved by the City Council. Agreements executed before FY 2018-19 have reached the five-year limit. For the purposes of efficiency in governmental operations, staff is bringing forward these agreements, as a grouped item, for Council to approve for next fiscal year with the vendors and amounts as outlined in Exhibit A.
Additionally, for vendors where the FY2025-26 contract amount is not yet finalized, staff recommends that the City Manager, or her designee, be authorized to execute these agreements and negotiate appropriate vendor contracts (including through all contracting methods as described herein) consistent with prior year expenditures. Staff will return to the City Council annually to approve further contract extensions as necessary.
The FY2025-26 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 2025-26 as listed in Exhibit A ; find that appropriate exceptions to competitive processes apply for these ongoing services; and authorize the City Manager or designee to execute and negotiate contracts to incorporate funds approved as part of the FY2025-26 Annual Budget.
2. Provide Staff with further direction.
Staff recommends Alternative No. 1.
3 SUGGESTED CITY COUNCIL MOTION
I move to approve the renewal of maintenance/technology/software systems agreements exceeding the five-year term limit as listed in Exhibit A; find that appropriate exceptions to competitive processes apply for such ongoing services; and authorize the City Manager or her designee to execute agreements and negotiate contracts to incorporate funds approved as part of the FY2025-26 Annual Budget.
SUMMARY
Information Services manages over 76 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 staff. It is important to note that these items are already included in the FY 2025-26 budget, so no additional funds are being requested at this time.
____________________________________
Carolyn Johnson
Administrative Services Director
Prepared by: Donna Price, Enterprise Systems Analyst
INDEX Page
Exhibit A: FY 2025-26 Maintenance Renewals ............................... 4
SOFTWARE Maintenance Renewals FY 25-26
Munis
Vendor # Vendor Name Item
VENDOR First
Year
** ESTIMATED ** 7
Year Total Spent with
VENDOR (all products by
all departments) FY19-
20 to FY25-26
6 Year Total Spent with
VENDOR (all products by all
departments) FY19-20
to FY24-25
VENDOR
Maintenance
Renewal Year Start
7 Year VENDOR &
PRODUCT Maintenance
Total
PRODUCT Purchase
Year
7 Year PRODUCT
Maintenance Renewal Total
FY25-26 Budgeted
Amount
FY24-25 Actual
Amount
4144 Absolute Software NetMotion Mobility XE 2024 $27,890.95 $17,890.95 2024 $27,890.95 < 2015 $57,790.57 $10,000.00 $9,240.00 Adobe Acrobat Pro DC 2024 $2,999.88 $1,559.88 2025 $1,440.00 2025 $1,440.00 $1,440.00 Adobe Photography Plan 2024 $2,999.88 $1,559.88 2024 $239.88 2024 $120.00 $119.88 84 All Traffic Solutions Traffic radar trailer cloud storage 2020 $74,302.80 $63,302.80 2017 $74,302.80 2017 $74,302.80 $11,000.00 $10,877.50 3366 AllConnected Veeam (backup) & Veeam Availability Suite+ 2020 $678,991.31 $600,491.31 2022 $207,112.55 2017 $207,112.55 $78,500.00 $34,347.00 2753 Berla Corp Blackthorn SMS and iVe SMS 2019 $21,100.00 $17,500.00 2019 $21,100.00 2019 $21,100.00 $3,600.00 $3,250.00 209 Brainstorm Quick Help 2017 $76,077.16 $60,377.16 2017 $76,077.16 2017 $76,077.16 $15,700.00 $14,868.37 3424 CADD Microsystems Bluebeam 2020 $50,066.19 $41,566.19 2020 $50,066.19 2020 $24,881.00 $8,500.00 $6,185.00 268 Capture Technologies Audiolog & Logic Monitor VERINT 2018 $56,568.29 $49,368.29 2018 $27,911.09 2018 $27,911.09 $7,200.00 $6,217.11 2836 Carahsoft DocuSign 2019 $173,449.13 $166,449.13 2020 $45,288.96 2020 $45,288.96 $7,000.00 $6,726.93 4149 CDI LaserFiche (City Clerk) 2024 $51,275.04 $41,275.04 2024 $29,475.04 2024 $29,475.04 $10,000.00 $9,881.94 282 Cellebrite USA Cellebrite UFED Mobile Forensics < 2017 $69,068.90 $45,692.90 < 2017 $69,068.90 < 2017 $69,068.90 $23,376.00 $20,806.93 4034 CivicPlus ArchiveSocial 2023 $36,182.65 $22,482.65 2025 $12,490.00 2019 $38,830.00 $6,500.00 $5,990.00 4034 CivicPlus Municode *** Renews June 1st, move funds *** 2023 $36,182.65 $22,482.65 2023 $18,372.23 < 2018 $18,372.23 $7,200.00 $1,077.30 n/a Cleverbridge Lansweeper Ultimate unknown $14,894.00 $11,144.00 unknown $14,894.00 unknown $14,894.00 $3,750.00 $3,560.00 331 Compuwave DigitalPersona <1994 $310,368.70 $268,968.70 2024 $19,980.00 2024 $19,980.00 $9,900.00 $10,080.00 331 Compuwave VMware & vCenter < 1994 $310,368.70 $268,968.70 2017 $187,050.00 < 2015 $187,050.00 $31,500.00 $26,712.00 343 Copware, Inc Copware Legal Sourcebook < 2018 $21,060.00 $17,560.00 < 2018 $21,060.00 < 2018 $21,060.00 $3,500.00 $3,200.00 4006 DropCountr (Kubra) DropCountr 2023 $221,648.00 $162,148.00 2023 $221,648.00 2023 $221,648.00 $59,500.00 $56,743.00 3908 Eagle Aerial Waterview 2024 $126,564.00 $82,964.00 2024 $126,564.00 2024 $126,564.00 $43,600.00 $41,482.00 2775 Econolite (Aeigs ITS) Centracs ATMS (Advance Transportation Mgmt System) 2022 $2,607,753.00 $2,598,753.00 2022 $42,596.00 2022 $42,596.00 $9,000.00 $8,203.00 446 ECS Imaging LaserFiche (PD) 2016 $61,464.31 $52,804.31 2016 $55,264.31 < 1997 $55,264.31 $8,660.00 $8,254.31 459 Emergent360 Red Hat Linux 2024 $21,852.34 $13,682.34 2024 $21,852.34 < 2018 $45,488.71 $8,170.00 $7,781.04 3873 Eschedule Dispatch Scheduling Application 2021 $9,302.07 $7,552.07 2021 $9,302.07 2021 $9,302.07 $1,750.00 $1,632.90 479 ESI Acquisition WebEOC 2009 $118,165.76 $98,765.76 2009 $118,165.76 2009 $118,165.76 $19,400.00 $18,403.56 480 ESRI ArcGIS Server Licenses 1996 ?? $327,613.15 $267,113.15 1996 ?? $39,200.00 < 1997 $39,200.00 $8,500.00 480 ESRI ArcGIS Desktop & Drone2Map Licenses 1996 ?? $327,613.15 $267,113.15 1996 ?? $243,815.93 < 1997 $243,815.93 $52,000.00 $49,125.00 494 Faronics Deep Freeze 2019 $3,057.36 $2,057.36 2019 $3,057.36 2019 $3,057.36 $1,000.00 $693.12 3875 Frontline Public Safety Solutions Quality Assurance Evaluation 2023 $10,030.00 $7,530.00 2023 $10,030.00 2023 $10,030.00 $2,500.00 $2,205.00 2326 GetData Forensics Forensic Explorer (FEX) < 2018 $3,970.00 $3,170.00 < 2018 $3,970.00 < 2018 $3,970.00 $800.00 $695.00 2499 GovInvest Labor Costing Module 2021 $229,218.38 $195,316.50 2017 $75,287.50 2021 $89,287.50 $16,537.50 $15,750.00 2499 GovInvest Pension Licensing 2021 $229,218.38 $195,316.50 2021 $84,471.88 2017 $84,471.88 $17,364.38 $18,357.50 2499 GovInvest OPEB 2021 $229,218.38 $195,316.50 2021 $51,000.00 2021 $65,000.00 $8,000.00 $0.00 2499 GovInvest GASB 75 2021 $229,218.38 $195,316.50 2021 $63,544.00 2017 $63,544.00 $4,897.00 $9,897.00 3205 Granicus LLC DisclosureDoc 2021 $378,314.60 $300,114.60 2021 $10,502.77 2021 $19,092.99 $4,400.00 $4,190.22 3205 Granicus LLC Encoding & Streaming $378,314.60 $300,114.60 2025 $62,482.22 <2019 $185,081.02 $39,000.00 $23,482.22 3205 Granicus LLC Language Translation & Captioning (Meeting Services - Custom Recurring) 2021 $378,314.60 $300,114.60 2022 $152,344.47 2022 $152,344.47 $34,800.00 $33,016.20 3670 Guardian Alliance Technologies Background Investigations 2023 $8,975.00 $6,350.00 2023 $8,975.00 2023 $8,975.00 $2,625.00 $2,500.00 3404 Hootsuite Hootsuite 2020 $64,141.42 $52,141.42 2020 $64,141.42 2020 $64,141.42 $12,000.00 $11,106.99 3961 Imprivata Securelink 2023 $77,552.18 $47,852.18 2023 $97,972.69 < 2018 $162,110.79 $29,700.00 $25,389.62 662 Insight Public Sector NetBackup (Datalink) < 2018 $59,482.00 $56,782.00 < 2018 $17,265.25 < 1997 $17,265.25 $2,700.00 $2,524.00 693 ISYS - Intelligent System SolutionsCSIPix < 2017 $3,268.00 $2,668.00 < 2017 $3,268.00 < 2017 $3,268.00 $600.00 $558.00 4157 LeadsOnline Cell Hawk 2024 $16,247.00 $10,547.00 2024 $16,247.00 < 2017 $36,227.00 $5,700.00 $5,402.00 788 Lexipol, LLC Lexipol - Police Officer Manual Online < 2017 $139,240.34 $115,140.34 < 2017 $143,799.86 < 2017 $143,799.86 $24,100.00 $22,943.52 4236 Lighthouse Public Safety Lighthouse for Public Safey (was Apex Mobile) 2024 $5,050.00 $2,350.00 2024 $5,050.00 2019 $17,710.00 $2,700.00 $2,350.00 799 Linear Systems DIMS Evidence < 2017 $42,300.00 $36,000.00 < 2017 $42,300.00 < 2017 $42,300.00 $6,300.00 $6,000.00 2867 Magnet Forensics Internet Evidence Finder (IEF) - Axiom < 2017 $197,514.45 $150,214.45 < 2017 $45,548.00 < 2017 $45,548.00 $12,500.00 $9,970.00 2867 Magnet Forensics GrayKey <2017 $197,514.45 $150,214.45 2025 $67,905.00 2019 $175,044.45 $34,800.00 $33,105.00 n/a Mobatek SARL MobaXterm 2019 $834.00 $684.00 2019 $834.00 2019 $834.00 $150.00 $110.00 949 OpenGov OpenGov 2021 $80,026.19 $66,726.19 2021 $66,683.17 2021 $66,683.17 $13,300.00 $12,640.18 948 OpenText Hummingbird Exceed 1995 ?? $1,003.65 $823.65 1995 ?? $1,003.65 < 1997 $1,003.65 $180.00 $159.18 2589 Packet Fusion Mitel 2018 $110,536.05 $77,785.94 2018 $65,500.22 2018 $65,500.22 $32,750.11 $32,750.11 2289 Public Safety Software Grp Volunteer Integrated Mgmt System (VIMS) < 2017 $5,913.00 $4,968.00 < 2017 $5,913.00 < 2017 $5,913.00 $945.00 $828.00 2657 Royal Industrial Solutions Rockwell Factory Talk (SAN/SCADA) & APC Thin Client < 2018 $935,334.93 $892,834.93 < 2018 $240,876.53 < 2018 $240,876.53 $42,500.00 $39,730.34 3901 Salesforce.com Tableau 2022 $52,222.19 $40,322.19 2022 $34,827.50 2022 $34,827.50 $11,900.00 $10,890.00 3111 Siteimprove Siteimprove 2019 $40,514.12 $33,614.12 2019 $40,514.12 2019 $40,514.12 $6,900.00 $6,575.51 3412 SmartSafety Software ScenePD 2021 $1,420.59 $1,170.59 2021 $1,420.59 2021 $1,420.59 $250.00 $218.11 4302 SmartSights Win-911 2024 $5,212.00 $2,712.00 2024 $3,812.00 2018 $9,065.00 $2,500.00 $1,312.00 3916 Stryke Security SentinelOne 2022 $106,595.98 $78,395.98 2022 $73,915.98 2022 $73,915.98 $28,200.00 $26,790.76 2151 Sumuri Talino (Forensic Tower) 2017 $28,109.86 $28,109.86 2017 $5,802.93 2017 $5,802.93 $0.00 $0.00 1264 Sympro Sympro < 2018 $57,832.54 $48,032.54 < 2018 $57,832.54 < 2018 $57,832.54 $9,800.00 $9,301.55 2271 Techsmith SnagIt 2018 $2,175.50 $1,675.50 2018 $1,442.00 2018 $1,442.00 $500.00 $0.00 2154 TriTech Crimeview Mapping < 2018 $50,945.13 $39,945.13 < 2018 $39,945.13 < 2018 $50,945.13 $11,000.00 $0.00 4113 Veritone Veritone Contact Application 2023 $38,625.00 $25,625.00 2023 $38,625.00 2023 $38,625.00 $13,000.00 $12,300.00 1402 Vigilant Solutions LPR Data Access/ LEARN & ESA < 2017 $104,830.00 $85,730.00 < 2017 $104,830.00 < 2017 $104,830.00 $19,100.00 $13,130.00 Zoom Zoom Licenses 2020 $75,933.93 $67,533.93 2020 $75,933.93 2020 $75,933.93 $8,400.00 $9,154.44
EXHIBIT A
4 Other Contract Services (44490) Renewals FY 25-26
Munis
Vendor
Number
Vendor Name Item
VENDOR First
Year
** ESTIMATED ** 7
Year Total Spent with
VENDOR (all products by
all departments) FY19-
6 Year Total Spent with
VENDOR (all products by all
departments) FY19-20
to FY24-25
VENDOR
Maintenance
Renewal Year Start
5 Year VENDOR &
PRODUCT Total
PRODUCT Purchase
Year
7 Year PRODUCT
Maintenance Renewal Total
FY25-26 Budgeted
Amount
FY24-25 Actual
Amount
3205 Granicus LLC City website hosting and fixes (1/3) 2021 $314,614.60 $300,114.60 2020 $70,968.67 < 2016 $70,968.67 $14,500.00 $10,144.67 HARDWARE Maintenance Renewals FY 24-25
Munis
Vendor# Vendor Name Item
VENDOR First
Year
Y
ear Total Spent with
VENDOR (all products by
all departments) FY19-
20 to FY25-26
6 Year Total Spent with
VENDOR (all products by all
departments) FY19-20
to FY24-25
VENDOR
Maintenance
Renewal Year Start
7 Year VENDOR &
PRODUCT Total
PRODUCT Purchase
Year
7 Year PRODUCT
Maintenance Renewal Total
FY25-26 Budgeted
Amount
FY24-25 Actual
Amount
3366 AllConnected Cisco Veeam Servers 2020 $605,491.31 $600,491.31 2025 $3,458.67 < 2017 $3,458.67 $0.00 $3,458.67 331 Compuwave VDX Switches < 1994 $298,760.70 $268,968.70 2024 $33,632.00 < 1995 $39,693.94 $12,000.00 $10,952.00 331 Compuwave Ruckus ICX switches < 1994 $298,760.70 $268,968.70 2024 $40,582.00 TBD $67,144.59 $17,792.00 $11,995.00 3538 Evocative Fortinet 2025 $124,603.74 $82,603.74 2021 $38,942.17 2019 $153,295.17 $42,000.00 $38,942.17 615 Hewlett Packard HP Storage (CH & PD) < 1994 $124,614.69 $106,614.69 < 1994 $134,042.79 < 1994 $134,042.79 $18,000.00 $9,690.90 2892 Lenovo Global Technology Lenovo Servers 2019 $17,537.34 $14,137.34 2019 $16,537.34 2019 $16,537.34 $3,400.00 $825.00 2147 Nth Generation Nimble Storage < 2017 $244,525.36 $219,525.36 < 2017 $115,572.00 < 2017 $115,572.00 $25,000.00 $31,750.00 990 Power Maintenance Corp Desktop UPS < 1994 $161,638.00 $135,838.00 < 1994 $73,638.00 < 1994 $73,638.00 $12,200.00 $11,778.00 990 Power Maintenance Corp Large BEST UPS units < 1994 $161,638.00 $135,838.00 < 1994 $40,800.00 < 1994 $40,800.00 $6,400.00 $6,000.00 990 Power Maintenance Corp Eaton Blade UPS < 1994 $161,638.00 $135,838.00 < 1994 $47,200.00 < 1994 $47,200.00 $7,200.00 $7,000.00 3936 AmberLight EMC CX500, HP MSA2312FC & Tape Library 2023 $36,092.00 $25,392.00 2023 $36,026.45 2023 $59,946.25 $10,700.00 $7,851.75 5