TITLE
Recommendation to authorize City Manager to execute a one-year agreement, with amendments to extend the term for two additional years, and all related documents for the purchase of software maintenance for Lotus Domino and Lotus Notes Passport Advantage with Mainline Information Systems, Inc. for an annual cost not to exceed $118,794. (Citywide)
DISCUSSION
In April of 2000, the Technology Services Department (TSD) purchased software licenses and annual maintenance from IBM for Lotus Domino and Lotus Notes Passport Advantage. Currently there are approximately 4,000 Lotus Notes users in the City utilizing the software for e-mail and calendaring functions. In addition, various City departments use Lotus Notes applications developed by staff (e.g., assignment tracking).
As a result of a competitive bid process, TSD proposes to secure future software maintenance services from Mainline Information Systems (Mainline), a reseller of IBM products, at a significantly lower cost, with equivalent service levels. The agreement will allow continued use of the Lotus Notes system, software upgrades and technical support, at an annual savings of $33,000 through fewer licenses and lower rates.
This matter was reviewed by Deputy City Attorney Gary J. Anderson on March 26, 2008, and by Budget Management Officer Victoria Bell on April 4, 2008.
TIMING CONSIDERATIONS
City Council action is requested on April 15, 2008 because the current maintenance agreement expired on March 31,2008.
FISCAL IMPACT
Sufficient funds are budgeted in the General Services Fund (IS 385) and in the Technology Services Department (TS) to support this activity.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
Curtis Tani
Director of Technology Services
NAME |
APPROVED: |
TITLE |
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PATRICK H. WEST |
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CITY MANAGER |