To: Honorable Mayor and Members of City Council
From: Tiffany Carranza, City Clerk
Prepared By: Tiffany Carranza, City Clerk
TITLE:
Title
Amendment to DocuSign Contract Lifecycle Management Master Services Agreement
LABEL
RECOMMENDED ACTION:
Recommendation
Authorize the City Clerk to execute Amendment No. 3 to City Agreement No. C2021-302 with DocuSign Inc.in the increased amount of $10,000, for a total amount not to exceed $228,712.35, to provide additional professional services related to the DocuSign CLM (Contract Lifecycle Management) product.
Body
DISCUSSION:
DocuSign CLM (Contract Lifecycle Management) and E-Signature software allow City staff to electronically route, review, and obtain signatures for City agreements. On September 2, 2021, the City entered into an agreement with DocuSign, Inc. for an amount not to exceed $47,275.34 for the set-up of DocuSign E-Signature and DocuSign CLM, and entered into Amendment No 1. Effective May 5, 2022 in the amount of $4,080.06. On September 27, 2022, City Council approved Amendment No. 2 in the increased amount of $167,356.95 to provide for an additional three years of services, through September of 2025.
In 2023 the City fully implemented phase 1 of DocuSign CLM (Contract Lifecycle Management) and E-Signature software. The electronic platform allows users to conduct business digitally anytime, anywhere, on any device, in a manner that is secure and legal. It is used to replace paper-intensive contracting processes and has allowed for faster turnaround times for the execution of City contracts.
The City Clerk has identified additional services available and recommends the approval of a third amendment to the agreement, in the increased amount of $10,000.00, to engage with DocuSign’s professional services team to execute a Health Check to assess the existing system and processes and provide additional recommendations and best practices to further improve user experience and productivity.
Clerk staff will utilize the findings of the proposed Health Check to evaluate ways to move towards a potential phase 2 implementation and expanded use of the system to continue ease of operations for the City, enhance records management best practices and reduce paper document creation.
FINANCIAL IMPACTS:
Available funding for this amendment is available and budgeted in the FY 2024-25 budget under 10011101-53250 (City Clerk Records Management - Software subscriptions).
CEQA:
The City Clerk has determined that the Recommended Action described in this Agenda Report is not subject to CEQA, pursuant to CEQA Guidelines Section 15060(c).
DOCUMENTS ATTACHED:
ATCH 1 - Draft amendment No 3. to Agreement C2021-302
ATCH 2 - Amendment No 2. to Agreement C2021-302
ATCH 3 - Amendment No 1. to Agreement C2021-302
ATCH 4 - Agreement No. C2021-302
NOTIFICATION:
None.