Title
Resolution to Approve Schedule 6 of the Interagency Agreement for Collaborative Technology and Services for Enterprise Content Management (ECM) ($116,000.00)
Memorandum
Attached for your review and approval is a resolution which authorizes a four-year commitment to Washtenaw County for access to Enterprise Content Management services at an annual service cost of $29,000.00 beginning with FY2012. Services would be provided under the terms of the Interagency Agreement for Collaborative Technology and Services between the City, Washtenaw County, and the Ann Arbor Transportation Authority and approved by Council on May 2, 2011.
There are many benefits to the City of Ann Arbor in subscribing to this Washtenaw County-provided service.
1. The City of Ann Arbor avoids having to expend its own capital for a similar investment.
2. The City and County can develop best practices for managing and configuring the ECM platform to meet the data retention and backup needs of both organizations.
3. By choosing to collaborate on this service offering, the City of Ann Arbor and Washtenaw County will also be able to provide common Enterprise Content Management business continuity services to both organizations.
Included in the Washtenaw County service offering are software updates, access to technical support and retention of the proper licenses for use of the software.
The accompanying resolution authorizes the creation of a purchase order to process the annual payment to Washtenaw County for FY2012 in the amount of $29,000.00 for Enterprise Content Management as described above.
This expenditure is planned for and budgeted in the FY2012 Information Technology Services Fund budget and planned for in FY2013 - FY2015 Information Technology Service budgets and will continue to be budgeted in future ITS budgets.
Staff
Prepared by: Kathleen McMahon, Information Technology Services Unit
Reviewed by: Dan Rainey, Director, Information Technology Services Unit
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, The City, Washtenaw County and the Ann Arbor Transportation Authority entered into an Interagency Agreement for Collaborative Technology and Services and approved by Council on May 2, 2011;
Whereas, An Enterprise Content Management solution is needed for both the City of Ann Arbor and Washtenaw County to address business and data retention and backup needs;
Whereas, As a subscriber to the Interagency Agreement, the City of Ann Arbor avoids having to expend its own capital on investments where Washtenaw County agrees to make the investment and provide services to the City;
Whereas, By entering into this agreement the City of Ann Arbor and Washtenaw County can develop best practices for managing and configuring the Enterprise Content Management solution to meet the needs of both organizations including providing backup staffing, coordinating system upgrades and jointly managing the performance of the system;
Whereas, By choosing to collaborate on this service offering, the City of Ann Arbor and Washtenaw County will also be able to provide common Enterprise Content Management business continuity services to both organizations; and
Whereas, Funding for the subscription to enterprise content management from Washtenaw County is planned for and budgeted for in the FY2012 Information Technology Budget and is planned for in the FY2013 - 2015 Information Technology Budgets and will continue to be budgeted in future ITS budgets;
RESOLVED, That City Council approve Schedule 6 to the Interagency Agreement for Collaborative Technology and Services between Washtenaw County, as provider and the City, as subscriber, for Enterprise Content Management;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute Schedule 6 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 without regard to fiscal year.