Consideration and possible action to approve the renewal of a contract for business consulting and IT support services with Itineris, N.A. and to continue services for up to two (2) additional years at an annual cost of $424,500.00 per year -- Leticia Zavala, Customer Care Director and Chris Bryce, IT Director

This item extends the current managed services support contract for the UMAX CIS software for up to two (2) additional  years while the city evaluates next steps.  The current underlying Microsoft based software (AX Dynamics) used by the CIS will be unsupported after December 2022.  The vendor has proposed upgrading the current on-premises software (AX Dynamics) to an on-cloud version (D365) prior to December 2022 which mitigates the support risk and provides additional benefits to the city.

A multi-departmental team is reviewing the proposal and staff plans to provide an overview to the Board and Council over the next few months to gain direction.  To continue normal operations during this evaluation period, an extension of the current managed services contract will be needed.  The current 2-year contract expires 9/30/2021.

The contract continues User and IT support, along with business planning, until a decision is made regarding the software.  Services provided in the contract are above the base level maintenance and support included with the standard software licensing terms and includes services in the areas noted below.  A contingency is included to mitigate any overages in monthly ticket counts.  The city will retain the contingency if ticket counts do not exceed the maximum level of 17/month.

The expense is included in the IT ISF budget and allocated to the utilities for funding. The renewal pricing did not increase and remained the same as the previous contract.