Agenda

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13.

Finance Committee

Meeting Date:	08/10/2021
FROM:	Bill Gallardo

Subject:

Software/Hardware Maintenance Support and Online Subscription Service Agreements

RECOMMENDATION

Authorize the Purchasing Agent to approve renewal agreements with various support services providers for the life of the computer software or hardware and for online software subscription services; and
Authorize the Purchasing Agent to issue purchase orders for these renewal agreements that do not to exceed available budget appropriations.

BACKGROUND/DISCUSSION

To help ensure the functionality of Brea’s network infrastructure, servers, and personal computers, the City uses computer hardware/software maintenance and support agreements and online vendor-hosted software subscription services for required updates, technical support, and software customizations.

Currently, there are two agreements that exceed the Purchasing Agent's $25,000 approval authority. These agreements have fixed annual increases and are not subject to negotiation.

Vendor	Description
Motorola Solutions	CAD/RMS software for the police dispatch and record management system; Current support cost of $86,938.43
CentralSquare	City's financial software system; Current support cost of $*62,498.02*

Staff requests that Council authorize the Purchasing Agent to approve the one-year renewal of the existing software/hardware maintenance support and online service agreements without having to return to the City Council for approval of each agreement that exceeds $25,000. The Purchasing Agent will continue to submit periodic reports to the Finance Committee of any agreements approved under this authorization. Any award recommendations of new software systems and the initial software support agreements that exceed the formal procurement threshold, will continue to be presented to the City Council for their review and consideration.

SUMMARY/FISCAL IMPACT

The City Council adopted Fiscal Year 2021-22 Budget has sufficient funding available for these purchases. There is no additional fiscal impact based on this action.

RESPECTFULLY SUBMITTED

William Gallardo, City Manager
Prepared by: Neil Groom, Procurement and Contracts Administrator
Concurrence: Cindy Russell, Administrative Services Director and
Randy Hornsby, IT Manager