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HomeMy WebLinkAboutItem 14 - Renewal for Agreement for Financial System Maintenance, Services, and Software LicensesInformation Technology www.santa-ana.org/IT Item # 14 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 3, 2026 TOPIC: Financial System Maintenance, Services, and Software Licenses AGENDA TITLE Renewal of Agreement with Infor (US), LLC for Lawson Financial System Maintenance and Support (Non -General Fund) RECOMMENDED ACTION Authorize the City Manager to execute a renewal form for the agreement with Infor (US), LLC for Lawson financial system maintenance and support to extend the term for a one-year period for an amount of $352,579 beginning July 1, 2026 through June 30, 2027, with two (2) one-year optional renewals, for a total amount of $1,122,471 (Agreement No. A-2026-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The City currently relies on the Lawson financial system to process, account for, maintain, track, and report on the City's financial information and transactions. This includes functions for general ledger, accounts payable, billing, accounts receivable, cash management, procurement, inventory, asset management, grant management, projects and activities, budgeting, business intelligence, and reporting. The system is used to produce the Annual Comprehensive Financial Report (ACFR) required by California State Law and the City Charter. After a competitive procurement process, the City Council approved an agreement with Lawson Software Americas, Inc. on March 3, 2008, to purchase the Lawson financial system (Agreement A-2008-037). The system went live in September 2009 and replaced a legacy mainframe system that was over 20 years old. Lawson Software Americas, Inc. was acquired by Infor (US) Inc. in 2011. Staff recommends approving the Renewal Form for continued annual maintenance and support. Annual maintenance entitles the City to receive software updates and technical support services, which are required to ensure system availability, proper operation, and legislative compliance. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. Financial System Maintenance, Services, and Software Licenses March 3, 2026 Page 2 FISCAL IMPACT Funding is available in the current FY 2025-26 budget. Future fiscal year funding will be included in the proposed budgets for City Council consideration. Estimated amounts expended per fiscal year are shown in the table below. Fiscal Accounting Unit Fund Accounting Unit — Amount Year - Account No. Description Account No. Description 2025-26 10920141-62306 Information Enterprise Systems— $352,579 Technology Software Maintenance & Support 2026-27 10920141-62306 Information Enterprise Systems— $373,734 Technology Software Maintenance & Support 2027-28 10920141-62306 Information Enterprise Systems — $396,158 Technology Software Maintenance & Support Total $1,122,471 EXHIBIT(S) 1. Infor Renewal Form Submitted By: Jack Ciulla, Chief Technology Innovations Officer Approved By: Alvaro Nunez, City Manager Docusign Envelope ID: 55EO7547-2A88-4777-842B-538AOEA36DOC Infor: Renewal Form Agreement ID: ICMRF_8745 Opportunity ID: OP-10203526 Quote ID: SQB537092 1 Infor Entity ("Infor"): Infor (US), LLC Customer ("Customer" or "Licensee"): City of Santa Ana This Renewal Form (the "Renewal Form") is for a renewal of Support for the Software specified herein previously ordered pursuant to certafr order forms between the parties (the "Order Form(s)") under the applicable on -premises license and support agreements between Infor and Customer (collectively, the "Agreement'). All applicable terms of the Agreement are incorporated herein by reference. In the event of a conflict, the terms of this Renewal Form control over the terms of the Agreement. Capitalized terms not defined in this Renewal Form are defined in the Agreement. In the event the capitalized terms in this Renewal Form differ from the terminology used in the Agreement, the parties shall apply terms logically. Effective Date: The date of countersignature by Infor THE PARTIES have executed this Renewal Form through the signatures of their respective authorized representatives. For: Infor (US), LLC (Infor) pDacuSigned by: (/ A SBfiFD80713E74FD... Signature Edward Foley Type or Printed Name Sr.Manager, Infor subscription services Title 11 February 2026 1 14:54:18 EST Signature Date ATTEST: Jelulifer L. Hall City Clerk APPROVED AS TO FORM SONIA R. C'ARVALHO City Attoniey. ' By: Jonathan T. Martiti Assistant City Attomey For: City of Santa Ana (Customer or Licensee) t Sige Jaca Typeor Printed Name Title Signature Date CITY OF SANTA AN A Alvaro Nimez City Manager OP-10203526 ICMRF_8745 Page 1 of 6 Docusign Envelope ID: 55EO7547-2A88-4777-842B-538AOEA36DOC inFor. Annual Commitment Customer: City of Santa Ana GL ID: USOAB Customer Account ID: 2149-L I. The parties agree as follows: The Renewal Term is 01 July 2026 through 30 June 2027 ("Committed Renewal Term") and applies to the Software set out in Exhibit A. The Committed Renewal Term is a binding term, and neither party may exercise any rights of non - renewal or cancellation for convenience prior to the end of such Committed Renewal Term. For clarity, renewal means, with respect to subscription Software, that the Subscription Term is renewed, and, for on -premises Software, that Support is renewed. II. Fee for Committed Renewal Term Fee for the Committed Renewal Term (before applicable taxes): III. Payment Terms Payment Schedule: Invoice Fee (before applicable taxes) Payable By 1 1 $ 352,578.96 31 May 2026 Option Years: Invoice Fee (before applicable taxes) Payable By 2 $373,733.70 31 May 2027 3 $396,157.72 31 May 2028 Invoice Address City of Santa Ana 20 Civic Center Plaza M42 Santa Ana CA USA 92701 Jack Ciulla 714-647-5200 $352,578.96 Currency: US (Dollar) OP-10203526 ICMRF_8745 Page 2 of 6 Docusign Envelope ID: 55EO7547-2A88-4777-842B-538AOEA36DOC Additional Terms 1. Unless excluded by applicable law, Infor reserves the right to issue invoices electronically. 2. Use Restriction definitions if specified in the Use Restriction field can be found at https://Iicensedefinitions.infor.com/ 3. If Customer fails to pay Infor any portion of the fee for the Committed Renewal Term within thirty (30) days of due date, then, in addition to other remedies Infor may exercise, Customer shall immediately be invoiced for, and shall be obligated to pay to Infor the total fee for the Committed Renewal Term, less any portion of the fee for the Committed Renewal Term previously paid (the "Damages"). If such amount is not paid within fifteen (15) days of invoice, Infor shall have no further obligation to provide Support or other Subscription Services for the Software, and Customer shall remain fully obligated to pay the Damages. 4. This Renewal Form is subject to the Infor General Lifecycle Policy. As described therein, additional fees may apply if Mainstream maintenance is no longer available for a product. The policy can be found at https://www. infor.com/content/analyst/I nfor-General-Lifecycle-Pol icy.pdf/ 5. Support Level Definitions: "XT = Infor Essential (24X5); "XTP" = Infor Premium (24x7); "XTE" = Infor Customer Success Plus program Descriptions of the XT and XTP Support plans can be found at http://www.infor.com/content/brochures/inforxtremesupportplanfeatures.pdf/. A description of the XTE - Customer Success Plus program can be found at https://www.infor.com/supporUcustomer-success-plus NAX = Not Applicable. OP-10203526 ICMRF_8745 Page 3 of 6 Docusign Envelope ID: 55EO7547-2A88-4777-842B-538AOEA36DOC Exhibit A On -Premises Software: Line Location Product Use Restriction Support Level 1 COLD: SITE-81 BPP-LSF: Lawson System Foundation 4 CPUCORE XTP 2 COLD: SITE-81 BPP-MNC: NetExpress Compiler for Windows 1 CU XTP 3 COLD: SITE-81 BPP-MNX: NetExpress App Runtime for Windows 110 CU XTP 4 COLD: SITE-81 BPP-MVC: MF Visual COBOL for Windows Compiler 1 NU XTP 5 COLD: SITE-81 BPP-MVX: MF COBOL Server Application Runtime - Windows 110 CU XTP 6 PROD: SITE-1 BPP-ISD: Infor Spreadsheet Designer 50 NU XTP 7 PROD: SITE-1 BPP-LMRK-NR: Landmark Technology Runtime 12 CPUCORE XTP 8 PROD: SITE-1 BPP-LSF: Lawson System Foundation 4 CPUCORE XTP 9 PROD: SITE-1 BPP-LTRM: Lawson Terminal 999 DV XTP 10 PROD: SITE-1 BPP-MNC: NetExpress Compiler for Windows 1 CU XTP 11 PROD: SITE-1 BPP-MNX: NetExpress App Runtime for Windows 110 CU XTP 12 PROD: SITE-1 BPP-MOBILA: Infor Landmark Administrator 1 NU XTP 13 PROD: SITE-1 BPP-MVC: MF Visual COBOL for Windows Compiler 1 NU XTP 14 PROD: SITE-1 BPP-MVX: MF COBOL Server Application Runtime - Windows 110 CU XTP 15 PROD: SITE-1 BPP-NOTIFY: Infor Notifications 1 NU XTP 16 PROD: SITE-1 BPP-PALI: Infor Process Integration 12 CPUCORE XTP 17 PROD: SITE-1 BPP-PFI: ProcessFlow Integrator 4 CPUCORE XTP 18 PROD: SITE-1 BPP-PFPM: ProcessFlow Solution Perf Mgmt 500 CPUCORE XTP 19 PROD: SITE-1 BPP-XMLT: Design Studio 1 NU XTP 20 PROD: SITE-1 DMG-DAS-XI-LITE: Infor OS - Document Management LITE 10 NU XTP 21 PROD: SITE-1 EPM-BI-ADMIN: Infor EPM Platform Professional 3 NU XTP 22 PROD: SITE-1 EPM-BI-CONSUMER: Infor EPM Platform Consumer 400 NU XTP 23 PROD: SITE-1 EPM-BI-LWS: Infor Business Intelligence for Lawson 16 CPUCORE XTP 24 PROD: SITE-1 HRM-BSIF: Bsi Tax Factory 2250 US ZZZZ 25 PROD: SITE-1 HRM-IJBP: E Recruiting Product 2250 US XTP 26 PROD: SITE-1 ION-MNGLPRTL-XI-LITE: Infor Ming.le Portal LITE 1 ET XTP 27 PROD: SITE-1 ION-MNGLUSER-XI-LITE: Infor OS - Ming.le Enterprise LITE 10 NU XTP 28 PROD: SITE-1 ION-PLATFORM-LITE: Infor OS LITE - Restricted Use - On Premise 10 NU XTP 29 PROD: SITE-1 ION-PROCESS-XI-LITE: Infor OS - ION PROCESS Grid Edition LITE 1 CPUCORE XTP 30 PROD: SITE-1 LLT-LADESK: Infor Learning Accelerator Desktop Edition 300 NU XTP 31 PROD: SITE-1 LLT-LAPRO: Infor Learning Accelerator Producer 2 NU XTP 32 PROD: SITE-1 S3F-FINPRO: Infor Lawson Financial Procurement Package 79 NU XTP 33 PROD: SITE-1 S3F-FINPRO: Infor Lawson Financial Procurement Package 12 NU XTP 34 PROD: SITE-1 S3F-FINPROI: Infor Lawson Financial Procurement Package Inquiry 263 NU XTP 35 PROD: SITE-1 S3F-GMP: Infor Lawson Grant Management Package 15 NU XTP 36 PROD: SITE-1 S3F-MRBAC: Infor Lawson Project Accounting 40 NU XTP 37 PROD: SITE-1 S3F-MRBAC: Infor Lawson Project Accounting 52 NU XTP 38 PROD: SITE-1 S3F-MRBACI: Project Ledger Inquiry 100 NU XTP 39 PROD: SITE-1 S3F-REPNBP: Reporting Sery Sry Named B & P 100 NU XTP 40 PROD: SITE-1 S3F-SUP: Infor S3 Support 1 EA XTP OP-10203526 ICMRF_8745 Page 4 of 6 Docusign Envelope ID: 55EO7547-2A88-4777-842B-538AOEA36DOC 41 PROD: SITE-1 S3S-MOBRQC: Mobile Requisitions 1 DV XTP 42 PROD: SITE-1 S3S-RQC: Requisition Center 60 NU XTP 43 PROD: SITE-1 S3S-RQC: Requisition Center 100 NU XTP 44 PROD: SITE-1 UPP-CRAS: Crystal Reports App Server for Lawson 1 CPUCORE XTP 45 PROD: SITE-1 UPP-CRASBP: Crystal Reports App Server (Cpu) B&P 2 CP XTP 46 1 PROD: SITE-1 UPP-CRRBP: Crystal Reports Designer Bud & Plan 1 NU XTP 47 PROD: SITE-1 UPP-EFS: Framework Services 100 SV XTP 48 PROD: SITE-1 UPP-LBI-LEG: Lawson Business Intelligence (Cpu) 2 CP XTP 49 PROD: SITE-1 UPP-MOA: Microsoft Office Add Ins 50 NU XTP 50 PROD: SITE-2 BPP-LSF: Lawson System Foundation 4 CPUCORE XTP 51 TEST: SITE-71- TRNG BPP-LSF: Lawson System Foundation 4 CPUCORE XTP 52 TEST: SITE-71- TRNG BPP-MNC: NetExpress Compiler for Windows 1 CU XTP 53 TEST: SITE-71- TRNG BPP-MNX: NetExpress App Runtime for Windows 10 CU XTP 54 TEST: SITE-71- TRNG EPM-BI-ADMIN: Infor EPM Platform Professional 3 NU XTP 55 TEST: SITE-71- TRNG EPM-BI-CONSUMER: Infor EPM Platform Consumer 400 NU XTP 56 TEST: SITE-71- TRNG EPM-BI-LWS: Infor Business Intelligence for Lawson 16 CPUCORE XTP 57 TEST: SITE-71- TRNG HRM-HUM: Human Resources Package 10 US XTP 58 TEST: SITE-71- TRNG S3F-FINPRO: Infor Lawson Financial Procurement Package 10 NU XTP 59 TEST: SITE-71- TRNG S3F-GMP: Infor Lawson Grant Management Package 10 NU XTP 60 TEST: SITE-71- TRNG S3F-MRBAC: Infor Lawson Project Accounting 10 NU XTP 61 TEST: SITE-71- TRNG UPP-CRAS: Crystal Reports App Server for Lawson 1 CPUCORE XTP 62 TEST: SITE-71- TRNG UPP-CRASBP: Crystal Reports App Server (Cpu) B&P 2 CP XTP 63 TEST: SITE-71- TRNG UPP-CRRBP: Crystal Reports Designer Bud & Plan 1 NU XTP 64 TEST: SITE-71- TRNG UPP-EFS: Framework Services 100 SV XTP 65 TEST: SITE-71- TRNG UPP-LBI-LEG: Lawson Business Intelligence (Cpu) 2 CP XTP 66 TEST: SITE-71- TRNG UPP-LVPNC: Lawson Viewpoint Embedded 3 NU XTP 67 TEST: SITE-91 BPP-LSF: Lawson System Foundation 100 CPUCORE XTP 68 TEST: SITE-91 BPP-MNC: NetExpress Compiler for Windows 1 CU XTP 69 TEST: SITE-91 BPP-MNX: NetExpress App Runtime for Windows 10 CU XTP 70 TEST: SITE-91 BPP-MVC: MF Visual COBOL for Windows Compiler 1 NU XTP 71 TEST: SITE-91 BPP-MVX: MF COBOL Server Application Runtime - Windows 10 CU XTP 72 TEST: SITE-91 BPP-XMLT: Design Studio 1 NU XTP 73 TEST: SITE-91 EPM-BI-ADMIN: Infor EPM Platform Professional 3 NU XTP 74 TEST: SITE-91 EPM-BI-CONSUMER: Infor EPM Platform Consumer 400 NU XTP 75 TEST: SITE-91 EPM-BI-LWS: Infor Business Intelligence for Lawson 16 CPUCORE XTP 76 TEST: SITE-91 HRM-HUM: Human Resources Package 10 US XTP 77 TEST: SITE-91 S3F-FINPRO: Infor Lawson Financial Procurement Package 10 NU XTP OP-10203526 ICMRF_8745 Page 5 of 6 Docusign Envelope ID: 55EO7547-2A88-4777-842B-538AOEA36DOC 78 TEST: SITE-91 S3F-GMP: Infor Lawson Grant Management Package 10 NU XTP 79 TEST: SITE-91 S3F-MRBAC: Infor Lawson Project Accounting 10 NU XTP 80 TEST: SITE-91 UPP-CRAS: Crystal Reports App Server for Lawson 1 CPUCORE XTP 81 TEST: SITE-91 UPP-CRASBP: Crystal Reports App Server (Cpu) B&P 2 CP XTP 82 TEST: SITE-91 UPP-CRRBP: Crystal Reports Designer Bud & Plan 1 NU XTP 83 TEST: SITE-91 UPP-EFS: Framework Services 1 100 SV XTP 84 TEST: SITE-91 I UPP-LBI-LEG: Lawson Business Intelligence (Cpu) I 2 CP XTP OP-10203526 ICMRF_8745 Page 6 of 6 Docusign Envelope ID: 55EO7547-2A88-4777-842B-538AOEA36DOC a docusign. Certificate Of Completion Envelope Id: 4B24F21C-21BD-49AD-9EB2-183D750528DE Subject: Complete with Docusign: City of Santa Anna - Renewal Addendum.pdf Deal Currency: Opportunity ID (e.g. OP-12345678): Total Services Value (local currency): Category: Source Envelope: Document Pages: 6 Signatures: 0 Certificate Pages: 4 Initials: 0 AutoNav: Enabled Envelopeld Stamping: Enabled Time Zone: (UTC-05:00) Eastern Time (US & Canada) Record Tracking Status: Original Holder: John Archipolo 15 January 2026 1 09:55 john.archipolo@infor.com Signer Events Signature Jack Ciulla jciulla@santa-ana.org Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Accepted: 15 January 2026 1 11:36 ID:eO82e16b-78ad-4eef-88d6-c2d24e738bO1 Edward Foley Edward. Foley@infor.com Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign In Person Signer Events Signature Editor Delivery Events Status Agent Delivery Events Status Intermediary Delivery Events Status Certified Delivery Events Status Carbon Copy Events Status Witness Events Signature Notary Events Signature Envelope Summary Events Status Envelope Sent Hashed/Encrypted Payment Events Status Electronic Record and Signature Disclosure Status: Sent Envelope Originator: John Archipolo 13560 Morris Road, Ste 4100 Alpharetta, GA 30004 john.archipolo@infor.com IP Address: 104.129.205.31 Location: DocuSign Timestamp Sent: 15 January 2026 1 09:57 Viewed: 15 January 2026 1 11:36 Timestamp Timestamp Timestamp Timestamp Timestamp Timestamp Timestamp Timestamp Timestamps 15 January 2026 1 09:57 Timestamps Docusign Envelope ID: 55EO7547-2A88-4777-842B-538AOEA36DOC :31 Parties agreed to: Jack Ciulla ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Infor (we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check -box next to `I agree to use electronic records and signatures' before clicking `CONTINUE' within the DocuSign system. Getting paper copies At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper copies of any such documents from our office to you, you will be charged a $0.00 per -page fee. You may request delivery of such paper copies from us by following the procedure described below. Withdrawing your consent If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and disclosures electronically is described below. Consequences of changing your mind If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to receive required notices and consents electronically from us or to sign electronically documents from us. All notices and disclosures will be sent to you electronically Docusign Envelope ID: 55EO7547-2A88-4777-842B-538AOEA36DOC Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. How to contact Infor: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to: ContractSupport@infor.com To advise Infor of your new email address To let us know of a change in your email address where we should send notices and disclosures electronically to you, you must send an email message to us at ContractSupport@infor.com and in the body of such request you must state: your previous email address, your new email address. We do not require any other information from you to change your email address. If you created a DocuSign account, you may update it with your new email address through your account preferences. To request paper copies from Infor To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an email to ContractSupport@infor.com and in the body of such request you must state your email address, full name, mailing address, and telephone number. We will bill you for any fees at that time, if any. To withdraw your consent with Infor To inform us that you no longer wish to receive future notices and disclosures in electronic format you may: Docusign Envelope ID: 55EO7547-2A88-4777-842B-538AOEA36DOC i. decline to sign a document from within your signing session, and on the subsequent page, select the check -box indicating you wish to withdraw your consent, or you may; ii. send us an email to ContractSupport@infor.com and in the body of such request you must state your email, full name, mailing address, and telephone number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process.. Required hardware and software The minimum system requirements for using the DocuSign system may change over time. The current system requirements are found here: hops://support.docusign com/guides/signer- uide- signing-system-requirements. Acknowledging your access and consent to receive and sign documents electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to an email address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the check -box next to `I agree to use electronic records and signatures' before clicking `CONTINUE' within the DocuSign system. By selecting the check -box next to `I agree to use electronic records and signatures', you confirm that: You can access and read this Electronic Record and Signature Disclosure; and You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and Disclosure to a location where you can print it, for future reference and access; and Until or unless you notify Infor as described above, you consent to receive exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you by Infor during the course of your relationship with Infor.