DATE: January 19, 2021
SUBJECT:
Title
RESOLUTION AUTHORIZING AGREEMENT AND PURCHASE ORDER[ME1] WITH CARAHSOFT TECHNOLOGY CORPORATION FOR DOCUSIGN LICENSING AND ENTERPRISE PREMIER SUPPORT SERVICES WITH FIVE-YEAR TOTAL COST OF OWNERSHIP NOT TO EXCEED $660,603.15. EXPENDITURES FOR FY2021 ARE BUDGETED. FUNDS REQUIRED FOR FUTURE FISCAL YEARS WILL BE BUDGETED IN THE APPROPRIATE FISCAL YEAR, SUBJECT TO BOARD APPROVAL UPON ADOPTION OF EACH FISCAL YEAR'S BUDGET
Body
EXECUTIVE SUMMARY:
In January 2018, the District's Information Technology Department began efforts to automate document signature business processes by implementing a pilot roll out of an electronic signature solution. The pilot of the solution, "DocuSign," proved the platform met District business requirements and the decision was made to extend the solution to key staff in every department at the District. This enterprise roll-out focused on two key business processes used District-wide, agreement/lease signatures, and invoice signatures.
Work from home directives issued in March 2020 then drove the requirement for other forms and documents, previously executed with wet signature, to be processed using a digital signature solution that could be used by all staff working remotely. DocuSign was further leveraged to facilitate electronic signatures for these additional documents, thus allowing business to successfully continue while staff worked remotely.
These increased uses of the DocuSign solution have caused an increase in licensing costs. The five-year Total Cost of Ownership, at current licensing counts, is $660,604. Staff proposes utilizing National Association of State Procurement Officials (NASPO) pre-competed agreement number AR2472 to continue the purchase of required licensing through Carahsoft, DocuSign's exclusive reseller.
RECOMMENDATION:
Recommendation
Adopt a Resolution Authorizing an Agreement and Purchase Order with Carahsoft Technology Corporation for DocuSign licensing an...
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