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Department of Finance - Division of Procurement & Contracts
Reference: City Council Approval Not Required For Annual Software License, Maintenance Agreement or Cloud Services Renewals
To: Mayor Gregory Mills and Members of City Council
Through: Marv Falconburg, Acting City Manager
Prepared By: Gustav Blom, Procurement Specialist
Through: Curtis Pollock, Assistant Director, Information Technology
CC: Maria Ostrom, Finance Director; Amber Gibbs, Manager Procurement and Contracts
Date Prepared: March 06, 2020
PURPOSE
Requesting City Council approval of Resolution for changes which allow for City Council Approval Not Required For Annual Software License, Maintenance Agreement or Cloud Services Renewals and approving the resolution giving the Mayor or his designee, authority to sign the renewal documents. Pursuant to Municipal Chapter 3 which set forth the requirements and processes for the City contracting and procurement.
BACKGROUND/HISTORY
Annually the City receives renewals for various, ongoing Software Licenses, Maintenance Agreements and Cloud Services renewals for existing services. These annual renewals are normal and required for the useful life of the related software, hardware or services. The continued operational excellence mandated and expected for the related software, hardware and services are dependent upon the benefits received under these renewals. These ongoing annual renewals are only for items previously vetted, approved and purchased under existing requirements of the Brighton Municipal Code for contracts and procurement.
FINANCIAL IMPACT
Funding for these items are planned and were previously approved in the 2020 budget.
STAFF RECOMMENDATION
In completing the review and evaluation of this Resolution the recommendation is to approve the Resolution and allow such renewals which are included in the annual budget and which have been approved by the City Council through the formal budget process may proceed through the procurement process without additional approval by the City Council, so long as all of the requirements and processes for City contracting and procurement as set forth in Chapter 3 of the Brighton municipal Code have been satisfied and so long as the cost of the items does not exceed the approved budgeted amount.
OPTIONS FOR COUNCIL CONSIDERATION
Ø Approval as presented
Ø Reject
Ø Require new Resolution be prepared
Attachments:
Ø Resolution