TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend contract No. 31808 with BMC Software, Inc., of Houston, TX, for acquiring additional workload automation software licenses with technical support services for $55,757; and
Increase appropriations in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) by $55,757. (Citywide)
DISCUSSION
City Council approval is requested to authorize the City Manager to execute an amendment to the contract with BMC Software, Inc. (BMC), to acquire additional workload automation software licenses with technical support services for managing the daily operations of the City’s business applications.
The Technology and Innovation Department (TI) manages over 500 Unix/Windows servers and an enterprise mainframe server. These servers run approximately 300 business applications including financial management, budget preparation, human resources, payroll, customer information systems (CIS), customer care and billing (CCB), Police, Fire, and land management systems.
BMC’s workload automation software is used to schedule and manage the operations of the business applications across the server environment, including managing data transfers and synchronization between business applications. In December 2014, the City was licensed for 1,300 daily tasks, and in April 2016, the City increased the licenses to 1,600 daily tasks. The City is currently operating 1,800 daily tasks, and this purchase will increase the City’s licenses to 1,900 daily tasks. Continued growth is expected as the City develops and integrates the Enterprise Resource Planning (ERP) system, CIS, and other new business applications.
On December 2, 2014, the City Council approved the acquisition of 1,300 perpetual licenses with three-years of software maintenance at an annual amount of $245,927 over three-years. This acquisition transitioned the licensing model from a subscription to a perpetual license. On March 22, 2016, the City Council approved the acquisition of 300 additional perpetual licenses with 18 months of software maintenance at a one-time cost of $60,596. This request will acquire an additional 300 perpetual licenses with nine months of software maintenance at a one-time cost of $55,087. The support agreement for all 1,900 licenses will expire on September 29, 2017, at which point TI will negotiate the term and cost of the future annual software maintenance agreement.
This matter was reviewed by Deputy City Attorney Amy R. Webber on January 18, 2017 and by Budget Analysis Officer Julissa José-Murray on January 25, 2017.
TIMING CONSIDERATIONS
City Council action is requested on February 21, 2017, for the additional software licenses and technical support services agreement to begin immediately.
FISCAL IMPACT
Total contract expenditures during FY 17 will not exceed $301,684, including the additional cost of $55,757. Since the additional cost for FY 17 is unbudgeted, an appropriations increase of $55,757 in the General Services Fund (IS 385) in the Technology and Innovation Department (TI), is included in the recommendation. Costs are recovered from client departments and budgeted through the annual Technology and Innovation Department MOU. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
BRYAN M. SASTOKAS
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER