To approve the purchase of Adobe Enterprise Licenses, Maintenance and Support for one (1) year with two (2) automatic one-year renewals for Technology Services in the amount of $127,305 from Dell Marketing LP through an existing contract; and authorizing the City Manager to execute all necessary documents. (DIR Contract No. DIR-TSO-3763) Approved

On August 13, 2018, City Council approved the purchase of Adobe Enterprise Licenses, Maintenance and Support for Technology Services for one (1) year with two (2) one-year renewals via Insight Public Sector, Inc. DIR-TSO-4052.

Technology Services proposes establishing a contract with Dell Marketing LP for the City’s Adobe Enterprise Licenses, Maintenance and Support.  The term of this contract shall be one (1) year with two (2) automatic one-year renewals

City staff has increased its reliance on Adobe software products for their day to day business because of the COVID pandemic and the need to reduce our reliance of paper forms.  We have identified an increase in the requests for Adobe Creative Cloud and other Adobe software products for various business activities.  Adobe provides marketing products, photo editing, web design, and electronic signatures for multiple departments and library patrons.

The City requested cooperative quotes from four (4) vendors and received three (3) quotes with Dell Marketing LP being the best value to the City.

Technology Services recommends awarding this purchase to Dell Marketing LP under DIR Contract No. DIR-TSO-3763 in the amount of $127,305 for August 22, 2021 through August 21, 2022 followed by two (2) one-year automatic renewals at an estimated amount of $133,672 for Year Two, and an estimated amount of $140,355 for Year Three.

If the City of Plano does not award this contract, City staff will lose the ability to do various job functions, rely on paper forms, and be unable to provide many services to the public.

The City is authorized to purchase from the State Contract list pursuant to Chapter 271 Subchapter D of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (DIR Contract No. DIR-TSO-3763 / City of Plano Internal Contract No. 2021-0493-OR)

Funding for this item is available in the 2020-21 Infrastructure Budget. This request is to approve a one-year contract with two (2) one-year automatic renewals for Adobe Enterprise Licenses, Maintenance, and Support from Dell Marketing LP, in the amount of $127,305, which will leave a remaining balance of $293,391 available in the fiscal year 2020-21 Infrastructure Budget for other maintenance expenditures.  Future year expenditures are dependent on contract renewals in the estimated amount of $133,672 for fiscal year 2021-22 and the estimated amount of $140,355 for fiscal year 2022-23 in the Infrastructure Budget.  All future year expenditures will occur within Council approved appropriations.

Approval of this agenda item supports the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government.