Title
Recommendation to Authorize the Interim City Manager, or Designee, to Renew the Annual Subscription License Fee of the Enterprise DocuSign Inc. Agreement in the Amount of $46,250, for an Aggregate Total Not to Exceed $110,772. (Information Technology 60626070)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
In March 2020, the City of Alameda (City) contracted with DocuSign to manage and electronically sign documents. The City is in the third year of the agreement. The contract will now exceed $75,000, thus requiring City Council approval to authorize the Interim City Manager, or designee, to renew the annual subscription.
BACKGROUND
In March 2020, at the beginning of the pandemic when City staff transitioned to remote work, the City contracted with DocuSign for an initial 43 licenses. In February, 2021, the City added an additional 10 licenses due to increased demand to manage electronic agreements.
DocuSign pioneered the development of e-signature technology, and today DocuSign helps organizations connect and automate how they prepare, sign, act on, and manage agreements.
DISCUSSION
The City has contracted with DocuSign for two years and with the upcoming annual renewal, will now exceed $75,000 which requires City Council approval. The City has been pleased with DocuSign that allows for easy electronic signing of documents and promotes efficiencies and will continue to budget for this electronic signing solution on an annual basis. This was a tremendous benefit during the pandemic when many staff were working remotely which required several new licenses be acquired.
Therefore, staff is recommending that the City Council approve the renewal of the annual subscription license fee of the DocuSign agreement in the amount of $46,250.
ALTERNATIVES
The Council may:
• Approve the recommendation to renew the annual subscription.
• Deny the recommendation to renew and select another vendor or no longer have an electronic document signing solution.
FINANCIAL IMPACT
The funds for this contract are budgeted in the Information Technology Internal Service Fund (606). Sufficient appropriations are available to cover the cost of this contract for Fiscal Year 2022-23.
|
Year of Agreement |
Amount |
|
2020-21 |
$25,347 |
|
2021-22 |
$39,175 |
|
2022-23 |
$46,250 |
|
Total |
$110,772 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
Pursuant to Alameda Municipal Code Section 2-59.3, City Council approval is required because the City has contracted with Digital Map Products in excess of $75,000.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects that have the potential for causing a significant effect on the environment. This action is not a project under Public Resources Code section 21065 and CEQA Guidelines section 15378.
CLIMATE IMPACT
Facilitating electronic document signing reduces the need for paper documents.
RECOMMENDATION
Recommendation to authorize the Interim City Manager, or Designee, to renew the annual Subscription License Fee of the Enterprise DocuSign Inc. Agreement in the amount of $46,250, for an aggregate total not to exceed $110,772.
Respectfully submitted,
Carolyn Hogg, Information Technology Director
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibit:
1. Renewal Quote
cc: Nancy Bronstein, Interim City Manager