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 Software House International annually at a cost not to exceed $110,000. (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 4,100 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.
As the result of a competitive bid process, TSD switched vendors in FY 08, which reduced support costs for these services by $33,000 compared to the previous agreement. In March of 2008, the City Council authorized a one-year contract with the vendor and two one-year renewals at the discretion of the City Manager. However, prior to exercising the first renewal option, staff conducted a bid process resulting in a proposal from another vendor to provide additional savings when compared to the current vendor's renewal price. Software House International proposes to provide the same level of service with cost savings of approximately $5,000 from the renewal cost with the existing vendor. The new agreement will allow continued use of the Lotus Notes system, software upgrades and technical support.
This matter was reviewed by Deputy City Attorney Gary Anderson on March 5, 2009 and by Budget Management Officer Victoria Bell on March 6, 2009.
TIMING CONSIDERATIONS
The current maintenance agreement will expire on March 31, 2009; therefore, City Council action is requested on March 24, 2009.
FISCAL IMPACT
Sufficient funds are budgeted in the General Services Fund (IS 385) and in the Technology Services Department (TS) to supp...
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