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Home My WebLink AboutFY 20-21 IS Dept - Software-Hardware MaintenanceX-Z STAFF REPORT CITY OF PALM DESERT INFORMATION SYSTEMS DEPARTMENT MEETING DATE: August 27, 2020 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 $452,535 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 $452,535; and 2) Authorize the City Manager to execute renewal agreements. Funds are set aside in the FY 2020-21 budget for this purpose. Strateqic Plan Although the City's internal I.T. infrastructure is not addressed in the strategic plan, its upgrade underlays, and is essential to, all projects and services performed by the City. Background Analvsis 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 20/21. These licenses, subscriptions, or providers are either identified in the initiatives in the August 27, 2020 - Staff Report Annual Software Hardware Maintenance Page 2 of 2 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 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 $452,535. 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 are available in Fiscal Year 2020-2021 budget. LEGAL REVIEW DEPT. REVIEW N/A K (.0 GAA/r," Robert W. Lori Carney Hargreaves Director of City Attorney Administrative Services FINANCIAL REVIEW CITY MANAGER Janet Moore Director of Finance ATTACHMENTS: Software and Hardware Annual Maintenance Lauri Aylaian City Manager Software Description VMWare Virtual Server Software PAN Firewall security Veem Server Data backup HP / ClearPass Network security and management Microsoft Server Various server maintenance and licenses ONESolution ERP - Finance, HR TRAKiT ERP - Project, Permits ESRI Maintenance on Enterprise GIS software Adobe PDF reader and creator software Bluebeam Reading and Reviewing Electronic plans Sophos Endpoint security SolarWinds Endpoint support and helpdesk software MS. Office Office software suite CitySourced In -Touch Palm Desert App Laserfiche Electronic Document Mgmt and workflows OpenGov Budget and transparency Council AV System Annual maintenance on the software for the Council Chamber AV system Granicus City Website and Council Video Streaming Mitel Phone System Mimecast Email Security Knowbe4 Security Training Executime Electronic Time Card GeoCortex Internal GIS Service NearMap Aerial Photography Service NeoGov Employment Applications Activate Emergency notification for facilties AutoCAD Drafting and review plans RealQuest Real property information Sitelmprove Website Content review Sympro Investments tracking and reporting ImageSilo City Clerk MetaData Index DACtrak ADA compliance Tracking and Reporting Pagefreezer Social Media archiving SmartSheet Project tracking and reporting PlanetBids Electronic Bids and Vendor Insurance Zoom Virtual Meeting and Webinar Service Liquid Files FTP and large files service IronMountain Remote storage of data backups Hardware Lease Letter folding machine Total Vendor CDWG / Dell Fortnet Security CDWG / Dell VectorUSA CDWG / Dell CentralSquare CentralSquare ESRI CDWG CDWG Fortnet Security CDWG CDWG CitySourced ECS Imaging OpenGov K2 Audio Granicus GlobalCTI Fortnet Security SHI International Tyler Technologies Latitude Geographics NearMap NeoGov GlobalCTI DLT Solutions Core Logic Sitelmprove Sym pro ImageSilo Disability Access Consultants PageFreezer SmartSheet PlanetBids Zoom LiquidFiles Iron Mountain Quadient Leasing Estimated Annual Maintenance 20,000.00 18, 200.00 8,000.00 10,000.00 10,000.00 43,313.37 55,105.65 57,750.00 14,110.00 3,000.00 5,700.00 1,100.00 24,422.00 9,600.00 14,000.00 23,500.00 3,400.00 17,000.00 6,949.00 15,000.00 1,800.00 3,885.00 5,000.00 13,000.00 6,250.00 4,880.00 4,800.00 7,200.00 5,850.00 7,800.00 300.00 2,000.00 4,560.00 2,000.00 8,000.00 8,000.00 500.00 3,200.00 3,360.00 452,535.02