Report to Mayor and City Council
Tuesday, October 05, 2021
Consent
SUBJECT:
Title
CONSIDERATION OF AMENDMENT NO. 2 TO SOFTWARE LICENSE AGREEMENT WITH ZOHO CORPORATION FOR CITY'S HELPDESK SOFTWARE LICENSE (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 and Amendment No. 1 to the software license agreement was signed on August 4, 2020, increasing the not-to-exceed contract amount to $21,529.00.
Due to the COVID-19 pandemic, an emergency purchase order (PO #22100669) for the amount of $5,955 was approved October 20, 2020 and issued on November 25, 2020, 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. These additional licenses have expired, and due to the ongoing COVID-19 pandemic, need to be renewed as soon as possible for City staff to continue social distancing and remote working at City Hall. On September 22, 2021, the Assistant City Manager, acting as Director of Emergency Preparedness in the absence of the Director, approved the necessary renewal fees in the amount of $9,675.
Section 2611(d)(2) of the Carson Municipal Code requires expenditures made during a locally declared emergency to be reported to the City Council at the next regular City Council meeting if approval for such expenditures would otherwise have been subject to the approval of the City Council. The emergency purchases made for $5,955 and $9,675 are now being reported to the City Council because these expenditures, when combined with the amended contract amount, bring the total over $25,000 which exceeds City Manager's expenditure authority and requires City Council approval.
Also, because the contract sum has exceeded City Manager's expenditure authority, staff is now seeking City Council approval of an amendment to the contra...
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