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CC - CONSENT ITEM: (1) Authorization to Renew the City’s Existing Software Service Agreement with Box, Inc. Utilizing CDWG, LLC or an Approved Reseller for Cloud-Based Content Management Software in an Amount Not-to-Exceed $39,907.60 through December 31, 2025; and (2) Authorization to the City Manager to Approve Amendment(s) to the Agreement in an Additional Amount Not-To-Exceed 10% of the Total Amount of the Agreement for Unanticipated Costs.
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Meeting Date: February 10, 2025
Contact Person/Dept: Johnnie Griffing / IT Department
Phone Number: (310) 253-5976
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (02/04/2025)
Department Approval: J.R. Wright, Chief Information Officer (01/30/2025)
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RECOMMENDATION
Staff recommends the City Council (1) approve the renewal of the City’s existing software service agreement with Box, Inc. utilizing CDWG, LLC. or an approved reseller for cloud-based content management providing collaboration, security, and analytics features in an amount not-to-exceed $39,907.60 through December 31, 2025; and (2) authorize the City Manager to approve amendment(s) to the agreement in an additional amount not-to-exceed 10% of the amount of the agreement for unanticipated costs.
BACKGROUND
For more than 10 years, the City has relied on Box Inc.’s content management system to support business processes for various City departments while prioritizing security, compliance, privacy, and reliability. The software uses encryption, user controls, and other security features to safety allow departments to manage, share, and collaborate on digital files.
The City typically purchases the annual license for Box Software through CDWG, an authorized reseller of a wide range of software products.
DISCUSSION
Historically, the City has purchased the annual license for Box Software through CDWG under the provisions of Culver City Municipal Code Section (CCMC) 3.07.055.E, which allows for the purchase of computer software, hardware maintenance services or software maintenance services without going through the City’s informal or formal bidding process.
Additionally, the City entered into a cooperative Agreement with CDWG in 2024 to purchase other software licenses pursuant to CCMC Section 3.07.055.G. CCMC 3.07.055.G states that competitive bidding is not required where such process has already been utilized by another public agency and is being supplied to the City at the same or better price, as was obtained through the competitive bid procedures of that entity. The Agreement included the ability to purchase several software products, but Box Software was not available as part of that Agreement.
To ensure the purchase of Box services is represented like other licenses under the City’s current agreement with CDWG, the IT Department is bringing the annual renewal of the agreement to the Council for approval. The agreement cost is $39,907.60 for the 2025 calendar year and will help avoid downtime of significant operational impacts supported by Box services.
Staff recommends renewing the agreement with Box Inc. through December 31, 2025, which includes the remainder of Fiscal Year 2024-2025 and the first half of Fiscal Year 2025-2026. Electronic delivery of the software will not impose any sales tax. If additional licenses are required during the term of the agreement, the total expenditure may increase slightly but the additional licenses will still be made available based on the negotiated pricing per the terms of the agreement.
FISCAL ANALYSIS
Sufficient funding for the annual payment of $39,907.60 plus a 10% contingency is included in the Adopted Budget for Fiscal Year 2024-2025 in Account #10124100.600200 (Information Technology - Repairs and Maintenance) which can be found on page 212 of the budget book. Funding for future years of the agreement will be included in future fiscal year budgets.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve the renewal of Culver City’s Box Service Agreement through CDWG, LLC or any Approved Reseller through December 31, 2025 in an amount not-to-exceed $39,907.60; and
2. Authorize the City Manager to approve amendment(s) to the agreement in an additional amount not-to-exceed 10% of the total amount of the agreement for unanticipated costs; and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.