07-14-2009 CC RPT 46 - Laserfiche WebLink

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City Council Memorandum: Annual Purchase Orders for Software Maintenance Agreements July 14, 2009 Page 2 of 3 BACKGROUND: The Information Technology (IT) Department reviews hardware/software maintenance agreements annually to ensure that the products are still in use and that the best price is negotiated for those services. Whenever possible, the IT Department also consolidates systems or retires aging systems to keep annual ongoing technology maintenance costs as low as possible. As a result of these efforts, the IT Department has determined that it is necessary to continue procurement of software maintenance services agreements with the following companies to provide uninterrupted support for various citywide systems: Company FY 09-10 Prior Year PercentageReason for Change Annual PO ActualChange AmountAmount Microsoft 58,000 58,0000% CompuCom 535,000 578,000-7% Piggyback on County program and extend term VisionAir 92,000 92,0000% Sunguard BiTech 102,000 102,0000% Structure Group 70,000 70,0000% LaserFiche 108,000 101,0007% Additional usage/licenses ESRI Advantage 65,000 65,0000% Oracle 340,000 301,00013% Consolidate to include Synergen SPL (addt’l services) Maximus 52,000 52,0000% Ventyx 190,000 190,0000% AT&T/Cisco 190,000 189,0000% Accela 63,000 63,0000% Motorola 300,000 300,0000% EMC Centera 62,000 n/an/a New for video storage and archive EMC 36,000 36,0000% Additional background information is provided for CompuCom, Oracle, and Motorola, each of which exceeds $250,000 annually as follows: The City is currently in its third year of a 5-year Microsoft enterprise agreement (EA) which was approved by Council in January 2006. CompuCom has agreed to transition from the existing EA into a new EA and allow for modifications to the number and types of licenses for various software products covered by the existing agreement as well as to incorporate new products not currently included. This will allow the City to achieve added security, communications software, project mapping capabilities, and server monitoring features that it does not currently receive under the existing EA. The impact of the cost of the EA is a decrease in the first and second year as noted in the table above; however, the 5-year term would be reset with a start date of January, 2009. Oracle software update license and support allows for the continued maintenance and support of multiple database systems that are deployed citywide. Oracle recently acquired Docucorp and SPL; therefore maintenance for these database systems for work orders, purchasing, and asset