Title
Resolution to Approve Amendment to Schedule 23 to the Interagency Agreement for Collaborative Technology and Services with Washtenaw County for the Enterprise Content Management System ($186,223.20 over a 4-Year Period with an Additional 15% Contingency)
Memorandum
Attached for your review and approval is a resolution authorizing the approval of amendment to Schedule 23 to the Interagency Agreement for Collaborative Technology and Services for a five-year commitment to utilize the shared Electronic Content Management System (ECM).
Fiscal/Budget Impact: The City’s portion of ECM is planned and budgeted for in the Information Technology Services Budget.
This agreement allows for collaboration and cost sharing and eliminates the need and cost for two separate ECM platforms. The City of Ann Arbor will pay Washtenaw County for 50% of shared services maintenance, and pay full-cost maintenance on licensing for City users.
City Council approved participation in the Interagency Agreement for Collaborative Technology and Services in 2011 (R-11-180). Amendment of the Original Agreement was approved by City Council in 2013 (R-13-037) and a separate Interagency Agreement was approved with the DDA in 2015 (R-15-300). Under the Interagency Agreement, the following Schedules have been approved by City Council based on expenditure: Schedule 23 for ECM originally covered hosting costs and outlined service responsibilities for both the City and the County. This amendment clarifies the subscription costs associated with shared platform in addition to hosting costs.
The City will be invoiced each calendar year (2016 through 2019) $46,555.80 plus a 15% contingency for any additional maintenance due to the purchase of shared services or licenses.
Staff
Prepared by: Jacob Chase, Senior Application Specialist, Information Technology Reviewed by: Kevin Eyer, Enterprise Applications Manager, Information Technology
Reviewed by: Tom Shewchuk, Director, Information Technology
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, Washtenaw County and the City of Ann Arbor enter into an Interagency Agreement for Collaborative Technology and Services;
Whereas, Schedule 23, as amended, to the Interagency Agreement for Collaborative Technology and Services for the Electronic Content Management System has been developed to address this need and the service and funding responsibilities of each party;
Whereas, The City will pay for 50% of shared services maintenance and pay full-cost maintenance on licensing for City users and these costs are budgeted for in the FY16 Information Technology Services Budget; and
Whereas; Resolution R-15-1458 authorizes the City to pay Washtenaw County for utilization of the Electronic Content Management System;
RESOLVED, That City Council approve the Amendment to Schedule 23 to the Interagency Agreement for Collaborative Technology and Services with Washtenaw County as the provider and the City of Ann Arbor as subscriber for the Electronic Content Management System;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the Amendment to Schedule 23 to the Interagency Agreement for Collaborative Technology and Services after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution, including the expenditure within the approved contingency amount for the services, regardless of Fiscal Year.