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Home My WebLink About25 IT Software MaintenanceSTAFF REPORT CITY OF PALM DESERT INFORMATION SYSTEMS DEPARTMENT MEETING DATE: June 24, 2021 PREPARED BY: Clayton von Helf, Information Systems Manager REQUEST: Approve annual computer software and hardware maintenance for the listed vendors in the estimated amount of $677,936 and authorize City Manager to execute renewal agreements. ___________________________________________________________________________ Recommendation By Minute Motion, that the City Council: 1) Approve annual computer software and hardware maintenance costs for the listed vendors in the estimated amount of $677,936; and 2) Authorize the City Manager to execute renewal agreements. Background Analysis The Information Technology required to operate the City now encompasses a wide breadth of hardware, software and cloud services. Everything from the physical servers that host our phone systems, to the cloud services that provide website and app features. Each of these systems require service agreements and annual maintenance subscriptions. For the hardware, this allows staff to receive patches, updates, and technical support. For the software, this allows usage of both “Cloud” based and on- premise software, as well as updates including real time operational and technical support critical to core business functions. In the past, each of these was brought to the City Council on an individual basis as they were purchased and renewed. In the interest of providing a more complete overview of the City’s ongoing technology investment, and for efficiency in budgeting and processing payments, staff is requesting approval of the attached annual schedule for FY 21/22. These licenses, subscriptions, or providers are either identified in the initiatives in the Information Technology Master Plan or support existing products that the City currently uses. The attached report lists the vendors, estimated amounts, and a brief description of the purpose. These software licenses and maintenance services are provided under a variety of pricing vehicles, some are obtained through government pricing contracts, while others are partners with the City’s Enterprise software vendors or banking services (i.e., Central Square, Union Bank, etc.) that support integration of information and/or are sole source June 24 , 2021 -Staff Report Annual Software Hardware Maintenance Page 2 of 2 services . Finally, many are proprietary software products . In each case , staff evaluates pricing and effectiveness in the selection process and ensures that the best value is obtained for the City. In addition , due to the rapidly evolving need for technology solutions , it is realistically expected that during the year the City may add and/or modify this list to achieve additional initiatives in the IT Master Plan, add products to adapt to a critical need, or to remove systems that are no longer used . Again , cost , value and effectiveness will be considered . Fiscal Analysis Maintenance costs for annual computer software and hardware for the listed vendors is estimated to be $677 ,936. The overall estimated cost herein is based on estimations with an understanding that the cost will change during the year as needs are assessed, products are removed or renewals occur . Funds will be available in Fiscal Year 2021- 2022 budget. Budget Section Data center LEGAL REVIEW N/A Robert W. Hargreaves Ci ty Attorney ATTACHMENTS : $53 ,000 $39 ,256 $544 ,139 $41 ,541 DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER ..Jlnay J"irestine 9/!M'1,e::t m . 1'11a a ,z,e, L. T oclcl HHeVl,tCIV\, Andy Firestine Janet Moore Todd Hileman Assistant City Manager Director of Finance Citv Manaqer Software and Hardware A~~rj~Bi.'im'ION APPROVED•--✓----DENYED---- RECEIVED OTHER----- MEET GD AYES: u.u,i. 1 .1..t.:nl~""-Wl,l~~.w..M.""""".-,a"'-"'ii""""'""'-.i.i.w 1/y NOES:~~~------------ ABSENT: ~f,,J,;;;;~------------ ABSTAIN:~~~----------- VERIFIED BY:--.i--.i.w..--------- Original on File with City Clerk'• Office Scope / Purpose Software Server/Datacenter VMWare PAN Microsoft Server IronMountain SolarWinds LiquidFiles Enterprise Security HP / ClearPass Sophos Mimecast Knowbe4 Activate Enterprise Applications ONESolution TRAKiT ESRI MS. Office Adobe Bluebeam HDL Portal CitySourced \ PrimeGov Laserfiche OpenGov Granicus Mitel Executime GeoCortex NearMap NeoGov PlanetBids Zoom Department Specific Council AV System Hardware Lease AutoCAD RealQuest SiteImprove Sympro ImageSilo DACtrak Pagefreezer Description Virtual Server Software Firewall security Various server maintenance and licenses Remote storage of data backups Endpoint support and helpdesk software FTP and large files service Network security and management Endpoint security Email Security Security Training Emergency notification for facilties ERP - Finance, HR ERP - Project, Permits Maintenance on Enterprise GIS software Office software suite PDF reader and creator software Reading and Reviewing Electronic plans Business License Software In-Touch Palm Desert App and Agenda Mgmt Electronic Document Mgmt and workflows Budget and transparency City Website and Council Video Streaming Phone System Electronic Time Card Internal GIS Service Aerial Photography Service Employment Applications Electronic Bids and Vendor Insurance Virtual Meeting and Webinar Service Annual maintenance on the software for the Council Chamber AV system Letter folding machine Drafting and review plans Real property information Website Content review Investments tracking and reporting City Clerk MetaData Index ADA compliance Tracking and Reporting Social Media archiving Total Vendor Estimated Annual Maintenance CDWG / Dell / Ahead 20,000.00 Fortnet Security 18,200.00 CDWG / Dell 10,000.00 IronMountain 3,200.00 CDWG 1,100.00 LiquidFiles 500.00 VectorUSA 10,000.00 Fortnet Security 3,452.00 Fortnet Security 15,000.00 SHI International 3,000.00 GlobalCTI 7,804.00 CentralSquare 45,103.00 CentralSquare 48,952.00 ESRI 57,750.00 CDWG 48,421.00 CDWG 15,000.00 CDWG 3,000.00 HDL 100,000.00 CitySourced 50,813.00 ECS Imaging 45,000.00 OpenGov 43,000.00 Granicus 21,000.00 GlobalCTI 7,000.00 Tyler Technologies 4,300.00 VertiGIS 5,800.00 NearMap 13,000.00 NeoGov 8,300.00 PlanetBids 17,700.00 Zoom 10,000.00 K2 Audio 3,400.00 Quadient Leasing 3,360.00 DLT Solutions / SHI 5,021.00 CoreLogic 7,200.00 SiteImprove 7,500.00 Sympro 8,200.00 ImageSilo 300.00 Disability Access Consultants 2,000.00 PageFreezer 4,560.00 677,936.00