Title
Resolution Authorizing Change Order #1 of the DocuSign Contract for Electronic Signatures and Contract Lifecycle Management
Body
Council Priority: Exceptional Customer Service and a Diverse City Government Workforce; and Ensure Fiscal Stewardship, Transparency, & Accountability
Department: IT
Council District: All
Public Hearing: N/A
Advertising Date/By: N/A
Contact 1 and Phone: Chryste Hofer, 336-373-4650
Contact 2 and Phone: Chris Payne, 336-373-2188
PURPOSE:
The IT Department is seeking City Council’s approval to approve Change Order #1 to the DocuSign contract to purchase an additional 110 Contract Lifecycle Management licenses.
BACKGROUND:
On August 18, 2020, Council approved entering into a contract with DocuSign for Electronic Signatures and Contract Lifecycle Management.
During the Discovery & Design phase of the implementation and in conjunction with DocuSign experts, the City’s core team created a fully digital and automated CARS replacement in DocuSign’s CLM product. Upon further review, the City’s core team determined that the originally purchased 40 CLM licenses would be insufficient for a City-wide rollout, as industry best practice recommended the following uses of CLM per City Department:
2 Originators - Able to start the contract routing and approval process, as well as see the current status
2 Departmental Approvers - Typically a Department Director and one back-up
Multiple MWBE Approvers - Able to facilitate review and approval
Multiple Finance Approvers - Able to facilitate review, approval, and pre-audit
Multiple Legal Approvers - Able to facilitate review and approval
Therefore, it was determined that an additional 110 licenses would be required for City-wide Departmental access, full functionality to meet industry best practices, and a successful implementation.
BUDGET IMPACT:
The purchase of the additional Contract Lifecycle Management licenses will be funded as follows:
$ 91,676.78.00 total for the three-year contract, $ 30,558.93.00 per year - 686100101.5415
RECOMMENDATION / ACTION REQUESTED:
The IT and Finance recommend and request the approval of the attached Resolution to authorize Change Order #1 of the DocuSign contract.