Title
Consider approving Resolution No. 2026-010 reaffirming the City Manager’s execution of a renewal agreement for annual licensing, support, and maintenance for the City’s electronic records and workflow system, in an amount not to exceed $57,000; and take appropriate action.
Body
REQUESTOR:
Innovation and Technology Department
BACKGROUND:
The City uses an electronic records and workflow system to manage digital documents, forms, and approvals across departments. This system allows staff to securely store records, process forms electronically, reduce paper use, and improve the speed and accuracy of internal processes. It supports day-to-day operations and helps ensure records are managed consistently and in compliance with retention requirements. To continue using this system, the City must renew the annual licensing and support agreement each year. This renewal provides continued access to the software and support services needed to keep the system functioning properly.
DISCUSSION:
The renewal includes licensing, support services, and staff access for the upcoming contract year. These services ensure the system remains operational, secure, and supported in the event of issues. Without this renewal, City staff would be unable to use the system for electronic records and workflow management, which would negatively affect multiple departments and business processes. The total renewal cost for the upcoming year will not exceed $57,000.
FISCAL IMPACT:
Budgeted amount of $57,000 approved in the Fiscal Year 2025-26 Innovation and Technology Department operating budget.
DISTRICT:
Citywide
POSSIBLE COUNCIL ACTION:
1. I move to approve 2026-010 as presented.
2. I move to approve 2026-010, with modifications.
3. I move to table the issue for further study or take no action.
ATTACHMENT(S):
1. Resolution No. 2026-010