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File #: 20-0267    Version: 1 Name: 3/16/20 Resolution to Approve Schedule 34 Interagency Agreement with Washtenaw County for Enterprise Content Management System for On-Base Software Maintenance and Licenses
Type: Resolution Status: Passed
File created: 3/16/2020 In control: City Council
On agenda: 3/16/2020 Final action: 3/16/2020
Enactment date: 3/16/2020 Enactment #: R-20-089
Title: Resolution to Approve Schedule 34 to the Interagency Agreement for Collaborative Technology and Services with Washtenaw County for the Enterprise Content Management System ($122,340.63 over a 3-Year Period with an Additional 15% Contingency)

Title

Resolution to Approve Schedule 34 to the Interagency Agreement for Collaborative Technology and Services with Washtenaw County for the Enterprise Content Management System ($122,340.63 over a 3-Year Period with an Additional 15% Contingency)

Memorandum

Attached for your review and approval is a resolution authorizing the approval of Schedule 34 to the Interagency Agreement for Collaborative Technology and Services for a three-year commitment to utilize the shared Electronic Content Management System (ECM).

 

Budget/Fiscal Impact:  The City’s portion of ECM is planned and budgeted for in the Information Technology Services Budget.

 

This Schedule 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).  Renewals of the Original Agreement were approved by City Council in 2013 (R-13-037) and 2016 (16-0525). A separate Interagency Agreement was approved with the DDA in 2015 (R-15-300).   

 

The City will be invoiced each calendar year (2020 through 2022) $40,780.21 plus a 15% contingency for any additional maintenance due to the purchase of shared services or licenses.

Staff

Prepared by:                     Kevin Eyer, Technology and Change Manager, Information Technology

Reviewed by:                      Tom Shewchuk, Director, Information Technology

Approved by:                      Tom Crawford, Financial Services Area Administrator and CFO

Body

Whereas, Washtenaw County and the City of Ann Arbor entered into an Interagency Agreement for Collaborative Technology and Services;

 

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 FY20 Information Technology Services Budget and are planned to be budgeted therein in future years; and

 

Whereas; Resolution 20-0267 authorizes the City to pay Washtenaw County for utilization of the Electronic Content Management System;

 

RESOLVED, That City Council approve the attached Schedule 34 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 for three years;

 

RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the Schedule 34 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;

 

RESOLVED, That the City Council approve a fifteen percent (15%) contingency to be expendable from the Information Technology Services Budget, subject to City Administrator approval;

 

RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution, including execution of any amendments that do not exceed the amounts authorized herein, regardless of Fiscal Year.