Broward County Commission Regular Meeting
Director's Name: Stephen Farmer (Acting Director)
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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MOTION TO APPROVE Fourth Amendment to Software License, Maintenance, and Support Agreement between Broward County and iManage LLC, Agreement No. A2111534A1, to extend the agreement for an additional five optional one-year renewal years, and increase the total not-to-exceed amount by $305,000 for new total not-to-exceed amount of $750,000 for the 15-year total term of the Agreement; and authorize Mayor and Clerk to execute same.
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Why Action is Necessary
In accordance with Broward County Administrative Code Section 21.53, Duration of Contracts, a County contract shall not exceed five years in duration without the express approval of the Board.
What Action Accomplishes
Provides additional funding, extends initial term, and adds five renewal years for the Software License, Maintenance, and Support Agreement to provide a document management system utilizing a cloud subscription solution with the latest version of Work 10 for the Broward County Attorney’s Office.
Goal Related Icon(s)
☐County Commission
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Previous Action Taken
None
Summary Explanation/Background
THE PURCHASING DIVISION AND THE COUNTY ATTORNEY’S OFFICE RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Software License, Maintenance, and Support Agreement (No. A2111534A1) provides for iManage cloud services for the County Attorney’s Office. This is a document management system for law practices.
On June 3, 2016, the Director of Purchasing approved the Software License, Maintenance and Support Agreement between Broward County and iManage, LLC to provide a document management system for the County Attorney’s Office. The initial term of the agreement was for a period of three years from the date of Final Acceptance, with two additional one-year optional renewal terms.
On June 13, 2017, the County Attorney’s confirmed that the review and final acceptance testing of the iManage software was completed in accordance with the terms of the agreement.
On March 3, 2022, the Director of Purchasing executed the First Amendment to the Agreement to add three additional one-year optional renewal terms (for a total of five one-year optional renewal terms), extending the Agreement to expire on June 12, 2025, and increasing the total not-to-exceed amount by $60,000 for the additional three renewal terms.
On December 15, 2022, the Director of Purchasing executed the Second Amendment to the Agreement to provide for the migration and conversion of the system from an on-premises software solution to a cloud subscription utilizing the latest version of Work 10. Additionally, the Second Amendment increased the not-to-exceed amounts by $140,000 including increasing each optional annual renewal term amount from $20,000 to $40,000 and increasing the Optional Services amount from $20,000 to $100,000 for the duration of the Agreement.
On February 24, 2023, the Purchasing Manager executed the Third Amendment to the Agreement to modify the license configuration and add additional users.
This Fourth Amendment to the Agreement reconciles the annual term of the Agreement with the subscription period, adds five optional annual renewals, and increases the applicable not-to-exceed amounts by $305,000, for a total not-to-exceed amount of $750,000 for a potential 15-year term.
The amounts referenced in this agenda were rounded to the nearest whole dollar.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
The Agreement has a not to exceed amount of $750,000 over a potential 15-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget.
Requisition No. ATT0000382