HomeMy WebLinkAboutStaff Report 2603-6181CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, June 01, 2026
Council Chambers & Hybrid
5:30 PM
Agenda Item
6.Approval of Purchase Order C27197327 with Carahsoft Technology Corporation to
Procure DocuSign eSignature Software, Utilizing OMNIA cooperative contract no.
R240303 for a One-Year Term for a Total 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: June 1, 2026
Report #:2603-6181
TITLE
Approval of Purchase Order C27197327 with Carahsoft Technology Corporation to Procure
DocuSign eSignature Software, Utilizing OMNIA cooperative contract no. R240303 for a One-
Year Term for a Total 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 C27197327 with Carahsoft Technology Corporation, utilizing an
OMNIA cooperative contract no. R2403031, to procure DocuSign eSignature software for a one-
year term through July 31, 2027, with a total Not-To-Exceed amount $145,180.
BACKGROUND
City of Palo Alto began using DocuSign on April 30, 2015, to improve operational efficiency by
enabling digital signatures, electronic forms, and automated workflows.
In July 2018, the City procured DocuSign services through Carahsoft Technology Corporation
using the State of California Multiple Award Schedules (CMAS), achieving approximately 50%
savings off list price and leveraging pre-negotiated terms and conditions. The purchase was
made under PAMC section 2.30.360(j) through a CMAS cooperative purchasing agreement. The
City renewed 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 $380,2582.
1 OMNIA Software Solutions and Services Contract R240303:
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://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=2282&dbid=0&repo=PaloAlto&searchid=2a644ec9-
3994-454c-90bc-d82144741806
Following the CMAS term, City Council approved extensions through OMNIA cooperative
contracts. On September 9, 2024, Council approved Purchase Order C25192371 under OMNIA
contract no. 23-6692-0115 to extend services through August 2025, not-to-exceed $125,9655.
On August 18, 2025, Council approved Purchase Order C26195602 under OMNIA contract no.
R240303 to extend services through July 31, 2026, not-to-exceed $145,1806.
ANALYSIS
2 emissions avoided, and 23,878 pounds of printing-,
postage-, and storage-related waste eliminated.
2023: 25,671 envelopes
2024: 25,480 envelopes
2025: 26,152 envelopes
Envelopes purchased: 28,000
Envelopes used to date: 15,852
Projected usage by end of term: 24,242
Active users: 484 staff
Average time to fully execute a document: 3.1 days
Transactions completed within 24 hours: 63.6%
5 September 9, 2024 Report, Item #11, is available to view at
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=82997&dbid=0&repo=PaloAlto
6 August 18. 2025 Report, Item # 11, is available to view at
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83556&dbid=0&repo=PaloAlto
to use competitively solicited terms and pricing, including faster deployment, discounts off
MSRP, expedited response times, and 24/7 support.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Government - Price Quotation
Docusign Government at Carahsoft
11493 Sunset Hills Road | Suite 100 | Reston, Virginia 20190
Phone (703) 871-8500 | Fax (703) 871-8505 | Toll Free (888) 662-2724
www.carahsoft.com | sales@carahsoft.com
TO:Sherrie Wong
City of Palo Alto
PO Box 10250
Palo Alto, CA 94303 USA
EMAIL:AccountsPayable@CityofPaloAlto.org
PHONE: (650) 617-3152
FROM:Meagan Phillips
Docusign Government at Carahsoft
11493 Sunset Hills Road
Suite 100
Reston, Virginia 20190
EMAIL:Meagan.Phillips@carahsoft.com
PHONE: (703) 581-6727 FAX: (703) 871-8505
TERMS:OMNIA Software Solutions and Services contract: R240303
Term: January 1, 2025 - December 31, 2027
FTIN:52-2189693
Shipping Point: FOB Destination
Credit Cards: VISA/MasterCard/AMEX
Remit To: Same as Above
Payment Terms: Net 30 (On Approved Credit)
Sales Tax May Apply
QUOTE NO:64483653
QUOTE DATE:04/21/2026
QUOTE EXPIRES:07/01/2026
RFQ NO:
SHIPPING:ESD
TOTAL PRICE:$145,180.00
TOTAL QUOTE:$145,180.00
LINE NO.PART NO.DESCRIPTION -QUOTE PRICE QTY EXTENDED PRICE
1 DSI-0000488 eSignature Enterprise Pro for Gov - Envelope(Annual)
DocuSign, Inc. - DSI-0000488
Start Date: 07/01/2026
End Date: 06/30/2027
$4.2500 COOP 28,000 $119,000.00
2 DSI-0000148 Enterprise Premier Support 22% of Recurring Fees (22%
of List Price per $100 of List License Fees). Annual
DocuSign, Inc. - DSI-0000148
Start Date: 07/01/2026
End Date: 06/30/2027
$26,180.00 COOP 1 $26,180.00
SUBTOTAL:$145,180.00
TOTAL PRICE:$145,180.00
TOTAL QUOTE:$145,180.00
Please reference quote #64483653 along with ONMIA- Region 4- R240303 contract number onto Purchase Order.
Product Details
eSignature Envelope Allowance: 28,000
Overage/Usage Fees
eSignature Enterprise Pro for State and Local Government - Envelope: $12.32
Order Special Terms
Both parties hereby agree that the following Subscription(s), identified by their Subscription # and
Order Start Date, will be terminated upon the Order Start Date of this Order Form:
August 01, 2025: Subscription # SUB-3451779-1 (Q-58281526)
A prorated credit for the prepaid portion of the remaining Term of all the above Subscription #(s)
will be applied toward outstanding invoices and/or payment for this Order Form.
If Customer elects to renew its subscription with DocuSign for the same length of Term as
described in this Order Form, DocuSign agrees that the price for such subscription will not
increase over the previous Term for the same type eSignature Enterprise Pro for State and Local
Government - Envelopes, estimated Envelope Allowance and quantity of subscription(s) as
described in this Order Form. This offer applies to two one-year renewals only and does not
apply to any third-party products, Professional Services or new products not included in this
original Order Form.
This Order Form includes a total of Credits (the “Credit Allotment”), which can be used
throughout the Term, subject to the below Conditions (in addition to the terms of the Agreement).
Conditions:
1. Customer’s Credit Allotment begins consuming as of the Order Start Date, expires at the
CONFIDENTIAL
PAGE 1 of 3
QUOTE DATE:04/21/2026
QUOTE NO:64483653
Government - Price Quotation
Docusign Government at Carahsoft
11493 Sunset Hills Road | Suite 100 | Reston, Virginia 20190
Phone (703) 871-8500 | Fax (703) 871-8505 | Toll Free (888) 662-2724
www.carahsoft.com | sales@carahsoft.com
end of the Term, and does not roll over at the end of the Term.
2. Use of Features will result in Credit consumption as listed at (“rate card”): IAM Platform
Rate Card
3. Customer’s use of eSignature Features listed on the rate card prior to the provisioning of
IAM will also consume credits from Customer’s Credit Allotment. For clarification, this
also applies if the Order Start Date is prior to the Order Form execution date.
4. Docusign may release new Features in the future that will require Credits to be
consumed in order to be used. Such Features will be consumed from Customer’s Credit
Allotment at the then-published rate of such Features.
5. Customer acknowledges and agrees that even though Docusign Navigator is included
and available as part of its purchase of the Docusign Services listed on this Order Form,
Customer has the option, at any time during the Term, to request that Docusign
Navigator functionality be turned on. Docusign will use commercially reasonable efforts
to turn on the Docusign Navigator functionality as soon as practicable.
6. Docusign will make commercially reasonable efforts to notify Customer of any Credits
that may be consumed in excess of Customer's Credit Allotment; provided that,
notwithstanding the foregoing, Customer will remain responsible for managing their use
cases and the way in which such use cases consume Customer’s Credit Allotment. If
Customer consumes their Credit Allotment prior to the Order End Date, the Parties agree
to negotiate in good faith any subsequent renewal based on the usage during the Term.
Terms & Conditions
Customer Data uploaded into a Docusign eSignature Government Product will be hosted
within Docusign’s FedRAMP Moderate authorized boundary. “FedRAMP” means the Federal
Risk and Authorization Management Program.
Docusign eSignature Government Products include features and functionality that allow
Customers to connect to other Docusign products or to third-party products or services for
interoperability purposes. Interoperability refers to multiple computer systems that are
connected in a manner that allows them to exchange information. These features are disabled
by default but can be enabled by Customer request. Customers may also use “connectors” to
connect Docusign eSignature Government Products to other systems to exchange information.
For example, a Docusign/Salesforce Connector can be used to connect Docusign eSignature
Government Products to a Salesforce product so that information may be exchanged between
the two connected systems.
If Customer chooses to connect Docusign eSignature Government Products to any other
Docusign product or to any third-party products or services, Customer authorizes Docusign to
export Customer Data outside of Docusign’s FedRAMP Moderate authorized boundary for the
processing and use of Customer Data by Customer, Docusign, and/or such third parties (as
applicable). For clarity, where Customers connect Docusign eSignature Government Products
with any other products or services (including but not limited to by use of Payments,
Comments, Connector or Agreement Action functionality), Docusign disclaims all liability for
FedRAMP control compliance or Customer's obligations relating to Customer Data exported
from Docusign’s FedRAMP Moderate authorized boundary.
If Customer is provisioned a demo or sandbox account (a “Sandbox Account”) Customer’s use
of that Sandbox Account is conditioned on the following: Customer acknowledges and is
aware that the Sandbox Account is a demo account and may or may not be within the
applicable FedRAMP environment. Customer will not input Controlled Information, Covered
Defense Information, Personally Identifiable Information, or any other sensitive or confidential
information in the Sandbox Account during the Term
CONFIDENTIAL
PAGE 2 of 3
QUOTE DATE:04/21/2026
QUOTE NO:64483653
Government - Price Quotation
Docusign Government at Carahsoft
11493 Sunset Hills Road | Suite 100 | Reston, Virginia 20190
Phone (703) 871-8500 | Fax (703) 871-8505 | Toll Free (888) 662-2724
www.carahsoft.com | sales@carahsoft.com
Customer must reference Quote number on Purchase Order.
Should Customer purchase via Reseller all terms of Carahsoft Quote must be incorporated in Reseller quote and Customer Purchase Order to Reseller.
Any increase in subscription and support pricing will be in accordance with DocuSign's pricing and policies in effect at the time of the renewal or as otherwise agreed to by the
parties.
Licensee agrees that any order for DocuSign will be governed by the terms and conditions of the Carahsoft Docusign Service Agreement copies of which are found at
https://static.carahsoft.com/concrete/files/2616/5962/5258/DocuSign_Master_Services_Agreement_fo_Public_Sector.pdf and all Schedules and Documentation referenced
by the Terms are made a part hereof. The parties agree that any term or condition stated in a Customer purchase order or in any other Customer order documentation
(excluding Quotes) is void. In the event of any conflict or inconsistency among the following documents, the order of precedence shall be: (1) the applicable Quotes (and their
Contract Vehicle), (2) the TOU, and (3) the Documentation. Licensee acknowledges it has had the opportunity to review the Terms, prior to executing an order.
Should the customer purchase any version of DocuSign's IL-4 licensing the below terms will apply.
Reference the Memorandum previously provided to DISA Authorizing Official (dated October 22, 2023) detailing the Provisional Authorization (PA) granted by DISA, exceptions
to/exclusions from the PA, and conditions DocuSign is required to meet in order to maintain the PA for U.S. Department of Defense Impact Level 4 (DoD/IL-4). Customer
agrees:
- not to use DocuSign DoD/IL-4 in production without a BCAP connection (or DISA approval);
- not to process, store or transmit IL-4 production data without a BCAP connection to NIPRnet; o not to use DocuSign DoD/IL-4 to connect to any DocuSign services or
applications via an unauthorized endpoint outside of the NIPRnet or non-BCAP connections;
- Customer is responsible for any Customer Data sent to third party applications (regardless of whether such third-party applications are IL-4 certified);
Enterprise Premier Support for IL-4 customers is available from 9:00am - 8:30pm Eastern Standard Time.
CONFIDENTIAL
PAGE 3 of 3
QUOTE DATE:04/21/2026
QUOTE NO:64483653