Title
Electronic Document Management System Software and Maintenance Contract (Ordinance S-46005)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Hyland Software, Inc., for the purchase of SIRE software and annual maintenance, and to waive, or make an exception to PCC 42-18 (Phoenix City Code, Chapter 42 Risk Management, Contract provisions, indemnification prohibition). Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract value will not exceed $375,700.
Report
Summary
This agreement will provide SIRE software and annual maintenance for the electronic document management system used by the Planning and Development Department (PDD). The SIRE document storage and access software is a critical component supporting the PDD primary business applications, KIVA and PlanWeb. KIVA tracks plan review, inspections, permitting, and Historic Preservation activities. PlanWeb supports the department’s zoning processes. The SIRE application, widely used across PDD’s business, is due for an important upgrade. This SIRE upgrade will put PDD in a more strategic position to be successful in future technology implementations.
Hyland Software, Inc., submitted exceptions to the City's indemnification terms and conditions. The exceptions do not foreclose all liability on the part of the vendor. Hyland is limiting liability to the cost of the contract during the 12 months preceding the claims event; and to gross negligence or intentional misconduct and two times the contract cost related specifically for torts and personal and real property claims. Other revisions were negotiated to the City’s standard and special terms with special consideration given to the sole source services specific to this software licensing.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as a result of an approved determination memo which stated that the Hyland Software is the only vendor that can provide the software and annual maintenance for the City's KIVA application system.
Contract Term
The three-year contract term will begin on or about Oct. 1, 2019.
Financial Impact
The aggregate value shall not exceed $375,700 including all applicable taxes. The funds are available in the Planning and Development Department's operating budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua, and the Planning and Development and Finance departments.