TITLE
Recommendation to adopt Specifications No. PA-02813 and authorize City Manager to execute a contract and all related documents with Blue Iron Network, Inc., of Huntington Beach, CA (not an MBE, WBE, SBE or Local), for the purchase of software maintenance for Lotus Domino and Lotus Notes Passport Advantage, in a total annual amount not to exceed $138,991, for a period of one year, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Blue Iron Network, Inc., for the purchase of software maintenance for Lotus Domino and Lotus Notes Passport Advantage. Currently, there are approximately 4,100 Lotus Notes users in the City utilizing the software for email and calendaring functions. In addition, various City departments use other applications developed in Lotus Notes.
It should be noted that, while the existing system has met the City’s needs since its implementation in 2000, City staff continues to explore potential alternatives that may provide additional benefits and lower long-term costs. As staff has communicated to the City Council previously, the Technology Services Department has been examining possible alternates to the existing system, including using cloud-based technology. The City is currently conducting a data security assessment to ensure potential security risks of cloud computing are addressed, and Federal and State criminal justice information security requirements can be met. As part of this effort, Technology Services issued a Request for Proposals for Cloud Messaging and Collaboration Software and Services on July 25, 2012. An interdepartmental team of City staff evaluated the proposals received and conducted proposer interviews. Contingent upon validation by the State Department of Justice, it is anticipated that a recommendation for a cloud-based email product will be brought to the City Council lat...
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