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Home My WebLink AboutStaff Report 2507-4966CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, August 18, 2025 Council Chambers & Hybrid 5:30 PM Agenda Item 11.Approval of Purchase Order C26195602 with Carahsoft Technology Corporation to Procure DocuSign eSignature Software for a One-Year Term Not-To-Exceed Amount of $145,180; CEQA status - Not a project City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: IT Department Meeting Date: August 18, 2025 Report #:2507-4966 TITLE Approval of Purchase Order C26195602 with Carahsoft Technology Corporation to Procure DocuSign eSignature Software for a One-Year Term Not-To-Exceed Amount of $145,180; CEQA status - Not a project RECOMMENDATION Staff recommends that City Council approve and authorize the City Manager or their designee to execute Purchase Order C26195602 with Carahsoft Technology Corporation, utilizing an OMNIA cooperative contract no. R2403031, to procure DocuSign eSignature software for a one- year term through July 31, 2026, with a total Not-To-Exceed amount $145,180. BACKGROUND City of Palo Alto implemented DocuSign’s digital signature services on April 30, 2015, to improve operational efficiency by enabling digital signatures, electronic forms, and workflow automation. In July 2018, the City leveraged the State of California Multiple Award Schedules (CMAS) contract with Carahsoft Technology Corporation to secure DocuSign services at approximately 50% off the list price, benefiting from pre-negotiated terms and conditions. This purchase was made under PAMC section 2.30.360(j), utilizing a CMAS cooperative purchasing agreement. The City continued to renew DocuSign services through CMAS in 2019, 2020, and 2021. On September 27, 2021, City Council authorized Purchase Order C22183161 with Carahsoft for a three-year term (August 23, 2021 – August 22, 2024), with annual fees of $126,753 and a not- to-exceed amount of $380,258 (CMR 1348222). 1 OMNIA Cooperative Purchasing Agreement: https://www.omniapartners.com/suppliers/carahsoft/public- sector/contract-documents#contract-2098 2 September 27, 2021 Report, Item #6, page 67, is available to view at https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=3307&compileOutputType= 1 Most recently, on September 9, 2024, City Council approved Purchase Order C25192371 with Carahsoft under OMNIA cooperative contract no. 23-6692-0115 to extend DocuSign services through August 2025, in an amount not-to-exceed $125,965 (CMR 2408-33756). ANALYSIS DocuSign transformed document handling processes, enabling staff to review and approve documents from any device, thereby reducing turnaround times and enhancing productivity. DocuSign's tracking capabilities streamlined the review and approval process by providing real- time visibility into the status of documents, minimizing the need for manual follow-ups. With a 25,000-envelope allowance each term year, the City experienced widespread adoption and consistent use of DocuSign across departments. Over the past three years, total envelope usage was 2023: 20,671 envelopes; 2024: 25,480 envelopes; and 2025: 26,152 envelopes, reflecting year-over-year growth of 23% from 2023 to 2024 and 2.6% from 2024 to 2025. June was often a peak month with the highest usage. The platform supports internal and external collaboration, with 39,324 internal signings and 14,317 external signings recorded between August 14, 2024, and July 21, 2025. Signer counts exceed total envelope counts because many envelopes require signatures from multiple parties. A project to evaluate alternative electronic signature solutions is underway to maximize cost- effective use of e-signatures and to provide alternate tools for document approvals. During this one-year term, staff will analyze DocuSign usage and costs, review comparable platforms, and assess their functionality and cost. If a more cost-effective solution is identified, maintaining access to DocuSign for the year will ensure a smooth transition, allowing some time for implementation and user training on the new platform. The project is in progress with an estimated completion date of May 2026. FISCAL/RESOURCE IMPACT Funding for this purchase order in FY 2026 is within budgeted levels adopted by the City Council in the Informational Technology Department, no additional funding is requested. The Information Technology Department (ITD) is funded by an Internal Service Fund (ISF) that allocates costs to other funds across the City to provide technology-related services to other City departments and funds. Approximately 45% of the services provided are for the General Fund with the remaining 55% for other funds such as Enterprise, special revenue, and other internal service funds. 5 OMNIA Cooperative Purchasing Agreement: https://www.omniapartners.com/suppliers-files/A- D/Carahsoft_Technology_Corp/Contract_Documents/23-6692-01/23-6692-01_Carahsoft_MAD.pdf 6 September 9, 2024 Report, Item #11, is available to view at https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=14393 STAKEHOLDER ENGAGEMENT The services were coordinated with internal stakeholders and the vendor. ITD met with other City departments to collect their business needs for an electronic signature platform and documented their must-have features. Other available solutions meeting these requirements and features will be evaluated during this one-year period. ENVIRONMENTAL REVIEW The approval is exempt from review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15061(b)(3). ATTACHMENTS Attachment A: Purchase Order C26195602 with Carahsoft Technology Corp APPROVED BY: Darren Numoto, Chief Information Officer This City of Palo Alto (City) Purchase Order agreement (PO) is entered into by and between City and CARAHSOFT, an authorized reseller of DocuSign, pursuant to OMNIA Coop Contract #R240303. Notwithstanding Coop contract or any other document, this Purchase Order shall be exclusively governed in accordance with the laws of the state of California, without regard to the conflict of laws principles thereof. TERM: August 1, 2025 through July 31, 2026 This PO hereby attaches and incorporates the following contract documents into this PO by reference as though fully set forth herein: 1. R240303 Carahsoft MAD 2. Carahsoft RFP 3. R240303 Carahsoft Pricing 4. CarahSoft Docusign Quote 58281526 5. City of Palo Alto Purchase Order Terms and Conditions (Service) 0010 eSignature Enterprise Pro for State and 119,000 USD 1.00 119,000.00 DSI-0000488 eSignature Enterprise Pro for State and Local Government - Envelope Qty 28,000 DocuSign, Inc. - DSI-0000488 Vendor Address CARAHSOFT TECHNOLOGY CORP. 11493 SUNSET HILLS ROADS SUITE 100 RESTON VA 20190 Tel: 1-888-662-2724 Fax: 703-871-8505 Bill To: City of Palo Alto Account Payable P.O.Box 10250 Palo Alto, CA 94303 Ship To: Information Technology Services City of Palo Alto 250 Hamilton Ave., 2nd Floor Palo Alto CA 94301 Item Material/Description Quantity UM Net Price Net Amount ______________________________________ Chief Procurement Officer THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGE SPECIFICATIONS - Any specification and /or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order. DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. If partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment. INVOICE - A separate invoice is required for each order. Send to address indicated above. City of Palo Alto Purchasing and Contract Administration P.O.Box 10250 Palo Alto CA 94303 Tel:(650)329-2271 Fax:(650)329-2468 Council Approve Order P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER PO Number C26195602 Date 07/31/2025 Vendor No.106008 Payment Terms Payment Due 30 days FOB Point Services Only Ship via Services as requested by CTY Term 08/01/2025 - 07/31/2026 Buyer/Phone Alice Harrison / 650-329-2173 Email Alice.Harrison@CityofPaloAlto.org DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN Page 1 of 2 Start Date: 08/01/2025 End Date: 07/31/2026 0020 Enterprise Premier Support 22% of Recurr 26,180 USD 1.00 26,180.00 APT-0148 Enterprise Premier Support 22% of Recurring Fees (22% of List Price per $100 of List License Fees) DocuSign, Inc. - APT-0148 Start Date: 08/01/2025 End Date: 07/31/2026 ------------------------- Sub-Total 145,180.00 Vendor Address CARAHSOFT TECHNOLOGY CORP. 11493 SUNSET HILLS ROADS SUITE 100 RESTON VA 20190 Tel: 1-888-662-2724 Fax: 703-871-8505 Bill To: City of Palo Alto Account Payable P.O.Box 10250 Palo Alto, CA 94303 Ship To: Information Technology Services City of Palo Alto 250 Hamilton Ave., 2nd Floor Palo Alto CA 94301 Item Material/Description Quantity UM Net Price Net Amount ______________________________________ Chief Procurement Officer Total 145,180.00 THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGE SPECIFICATIONS - Any specification and /or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order. DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. If partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment. INVOICE - A separate invoice is required for each order. Send to address indicated above. City of Palo Alto Purchasing and Contract Administration P.O.Box 10250 Palo Alto CA 94303 Tel:(650)329-2271 Fax:(650)329-2468 Council Approve Order P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER PO Number C26195602 Date 07/31/2025 Vendor No.106008 Payment Terms Payment Due 30 days FOB Point Services Only Ship via Services as requested by CTY Term 08/01/2025 - 07/31/2026 Buyer/Phone Alice Harrison / 650-329-2173 Email Alice.Harrison@CityofPaloAlto.org DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN Page 2 of 2