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TO: Mayor Richard C. Irvin
FROM: Michael R. Pegues, Chief Information Officer
Jeff Anderson, Deputy Chief Information Officer
DATE: January 12, 2023
SUBJECT:
A Resolution authorizing the Director of Purchasing to purchase a one-year renewal of a DocuSign Contract Lifecycle Management (CLM) subscription from Carahsoft Technology Corporation of Reston, Virginia for an amount not to exceed $119,999.74.
PURPOSE:
The City of Aurora is seeking to expand and continue its relationship with DocuSign for 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 of this solution was approved by resolution R20-115 and this request is for expanded staff training and expanded use of the solution.
BACKGROUND:
The City has utilized DocuSign CLM since 2020 and has seen good success. This one-year renewal seeks to add substantial staff training to promote the continued expansion of the solution throughout the City as well as provide for the increased number of documents processed through DocuSign.
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
In 2023, City staff sent 13,699 documents through the DocuSign CLM for signature. This included approximately 7% to residents and external customers. City staff wish to continue this expanded usage and this now requires additional training that will include governance, security and a DocuSign Center of Excellence (CoE) that will provide the proper framework for expansion of the program to integrate with the upcoming City website and other core applications.
Staff negotiated a one-year agreement with DocuSign so that ...
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