Report to Mayor and City Council
Tuesday, September 19, 2023
Consent
SUBJECT:
Title
CONSIDERATION OF AMENDMENT NO. 4 TO SOFTWARE LICENSE AGREEMENT WITH ZOHO CORPORATION FOR RENEWAL AND ADD-ONS TO THE CITY'S HELPDESK SOFTWARE LICENSES (CITY COUNCIL)
Body
I. SUMMARY
The original three-year software license agreement with Zoho Corporation was signed on June 11, 2020 in the amount not-to-exceed $16,872.00. Followed by these amendments:
* Amendment No. 1 was signed on August 4, 2020, increasing the not-to-exceed contract amount to $21,529.00.
* Amendment No. 2 was approved via emergency purchase order (PO #22100669) for $5,955 due to the COVID-19 pandemic, under the City Manager's authority as Director of Emergency Preparedness of the Disaster Council, to purchase additional software licenses to allow for social distancing and remote working. A second emergency purchase of $9,675 (PO #22200609) was approved for continuing the necessary services and increasing the total not-to-exceed contract sum to $37,159.
* Amendment No. 3 was approved on October 27, 2022, amending the Agreement to upgrade to ManageEngine Endpoint Central UEM Edition, add security, and extend existing software, licenses, and maintenance services, and increase the contract sum not-to-exceed contract sum of $42,803.00
Staff is requesting to continue the services and to extend the term of this Agreement through September 30, 2024, adding the Change Management add-on, and increase compensation by $26,650. Because the contract sum has exceeded City Manager's expenditure authority, staff is now seeking City Council approval of an amendment to the contract for a total not-to-exceed contract sum of $69,453.
II. RECOMMENDATION
Recommendation
1. APPROVE Amendment No. 4 to the Zoho Corporation contract increasing the contract sum to a total amount of $69,453.
2. AUTHORIZE the Mayor to execute Amendment No. 4 to the Zoho Corporation contract after approval as to form by the City Attorney.
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