REPORT TO COUNCIL
SUBJECT
Title
Award a Contract for an Archiving, eDiscovery and Virtual Phone Numbers Solution (F17-131)
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount of $479,890 ($64,000 in one-time set-up and implementation fees and $415,890 for three years of licensing and hosting) to Smarsh, Inc. of Portland, Oregon, for the purchase and implementation of an archiving, eDiscovery, and virtual cell phone numbers solution. Approval is also requested for a 15% contract contingency in the amount of $71,984, and to delegate authority to the City Manager to extend the contract for additional one-year periods, not to exceed budgeted amounts, provided pricing and service remain acceptable to the City.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, City Council approval is required for contracts exceeding $100,000.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment,
BACKGROUND AND DISCUSSION
The City has been using a native tool within Microsoft to search for and retrieve emails and documents when a California Public Records Act (CPRA) or personnel investigation request is made. This process is time consuming, with the system taking several hours to run a simple request and sometimes over a day for requests that span all users in the City. The current system is complicated and requires the IT Department (IT) to start the search, then send the search results to the Office of the City Attorney (OCA) and/or Human Resources (HR) for their review, with most inquiries requiring additional work to retrieve the requested results.
In March 2017, the California Supreme Court made a ruling in the matter of City of San Jose vs...
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