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TO: Mayor Richard C. Irvin
FROM: Alex Alexandrou, Chief Management Officer
Michael R. Pegues, Chief Information Officer
DATE: June 1, 2020
SUBJECT:
Requesting approval to purchase DocuSign Contract Lifecycle Management (CLM) from Carahsoft Technology Corporation of Reston, Virginia, through the GSA Cooperative Purchasing Agreement for an amount not to exceed $143,701 over a 3 year period.
PURPOSE:
The City of Aurora is seeking a cloud-based eSignature solution to be used internally and externally with the potential to scale to a Contract Lifecycle Management (CLM) system for certain departments. The initial use case is to electronically route, sign and store documents between City departments and external parties. Marketplace.city analyzed the market and comparable contracts to ensure Aurora could make the best choice.
BACKGROUND:
The City used the Marketplace.city Clearbox process for this project.
Summary:
- The Market Landscape contained over 30 companies
- Filtered & Evaluated providers based on:
- Public Sector Experience
- Scalability of capabilities and features (eSignatureà robust CLM Platform)
- Industry Rankings
- Distributed the City of Aurora eSignature - CLM Opportunity and Scope Document <https://t.sidekickopen80.com/s1t/c/5/f18dQhb0S7lM8dDMPbW2n0x6l2B9nMJN7t5XWPfhMynW7fKcTq3MP7TzW56dTNv5ct-kY102?te=W3R5hFj4cm2zwW3zfPSj3R5HxGW45SBgq3Fbt5SW3H8_MX3_SNwqW4cgtPj24WZk-W22TlWk3KbPttW1S32D31Q68v3W3z8myw4cPQXFF2dMF7-pnYk1&si=8000000003158630&pi=d494a701-66ee-4b52-8e57-ed4b1679c223> to 11 Highest Fit vendors
- Confirmed contract structure and pricing for Highest Fit Vendors who responded following our outreach process (multiple follow-ups and introductory calls)
- 8 Vendor Responses
- 4 Vendor provided quotes / pricing
- City staff conducted 3 Vendor Demos to assess usability, integrations capabilities, and best fit.
- City staff determined that DocuSign would be the best fit solution to meet their functional needs today with scalability to robust CLM capabilities in the future
DISCUSSION:
DocuSign CLM accelerates agreements, eliminates manual tasks, and makes it easy to connect with the tools and systems already in use. The DocuSign Agreement Cloud for Public Sector, allows customers to extend these benefits to other stages of the agreement process, such as preparing, acting on, and managing agreements
Benefits:
- Accelerated City business: Send and sign agreements securely from virtually any device; physical presence is not required.
- Enhanced efficiency: Eliminate manual tasks through automated routing, reusable templates, real-time reminders and status updates
- Cost Savings: Reduce potential hard costs and improve employee productivity
- Integration: Over 350 pre-built integrations with popular applications minimizing deployment time and risk.
- Scalability to DocuSign CLM: The DocuSign Agreement Cloud broadens solution beyond eSignature to the rest of the agreement process - from preparing to signing, acting on, and managing agreements.
- Security: Supports the Public Sector with the highest breadth and depth of security certifications
- Customer Service: Enterprise premier support; dedicated Account Executive and Account Manager
Pricing / Contracting: The final quote was $143,701 for 3 years, with a 22% discount applied.
Contract Duration: 3 years with City option to renew
Contract Pricing:
- Engagement to setup and implement; One-time Fee: $7,000
- Enterprise Pro Subscription (50 Users): $37,350 / Year
- Enterprise Premier Support: $8,217 / Year
- Year 1 Pricing: $52,567
- Year 2 Pricing: $45,567
- Year 3 Pricing: $45,567
Total Price: $143,701
DocuSign CLM will be paid using available funds from the Information Technology account number 101-1380-419.38-11 with an annual budget amount of $1,339,080.00.
IMPACT STATEMENT:
Impact on Departments/ Divisions procedures: Quickly and securely make every agreement and approval digital. This will make existing processes in Legal, Finance, HR, IT, Mayor's Office etc. more efficient. When employees and teams are separated due to public health, security or other reasons, document digitalization is necessary to continue business operations. This solution is also scalable to a Contract Lifecycle Management system that legal, finance, procurement, etc. could use in the future for greater efficiency and compliance.
Impact on Technology: The DocuSign Agreement Cloud for Government has over 350 pre-built integrations with popular applications, which minimizing deployment time across City applications and implementation risk. The DocuSign software as a service solution (SaaS) can be integrated into other technologies (minimal impacts on process change). This will reduce impact on IT time for both implementation and ongoing maintenance.
Impact on the public: Departments can use DocuSign CLM to send digital documents to residents and businesses, minimizing the time needed to physically complete paperwork / agreements.
RECOMMENDATIONS:
Approve the purchase of DocuSign Contract Lifecycle Management (CLM) from Carahsoft Technology Corporation of Reston, Virginia, through the GSA Cooperative Purchasing Agreement for an amount not to exceed $143,701 over a 3 year period.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Requesting approval to purchase DocuSign Contract Lifecycle Management (CLM) from Carahsoft Technology Corporation of Reston, Virginia, through the GSA Cooperative Purchasing Agreement for an amount not to exceed $143,701 over a 3 year period.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City desires to electronically route, sign and store documents between City departments and external parties, and
WHEREAS, the City wishes to accelerate City business by sign agreements securely without physical presence being required, and
WHEREAS the City wishes enhanced efficiency by eliminating manual tasks through automated processes, and
WHEREAS the funds will be paid using account number 101-1380-419.38-11 with an annual budget of $1,339,080.00.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approves the purchase of DocuSign Contract Lifecycle Management (CLM) from Carahsoft Technology Corporation of Reston, Virginia, through the GSA Cooperative Purchasing Agreement for an amount not to exceed $143,701 over a 3 year period.