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  Agenda Item   16.    
City Council Meeting
Meeting Date: 08/17/2021  
FROM: Bill Gallardo

Subject:
Software/Hardware Maintenance Support and Online Subscription Service Agreements
RECOMMENDATION
  1. 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
  2. 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 three 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.
 
COMMISSION/COMMITTEE RECOMMENDATION
The Finance Committee reviewed staff's recommendation at their August 10, 2021 meeting and it was recommended for City Council approval.
FISCAL IMPACT/SUMMARY
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
 

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