Title
District Attorney's Office recommending the Board approve and authorize the Chair to execute Amendment IV to perpetual agreement 6126 with Karpel Solutions, Inc., adding the Exchange Online Plan 1 Government Community Cloud (GCC) license at $4.80 per month for an annual amount of $57.60, updating the overall annual license fees to $49,477.20.
FUNDING: General Fund.
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DISCUSSION / BACKGROUND
On November 16, 2021, the Board approved agreement 6126 with Karpel Solutions, Inc. for the District Attorney’s Office migration to Microsoft Office M365. Since the migration, the office has identified the need for an add-on license subscription of the Exchange Online Plan 1 GCC. This license will allow the office to create new group email mailboxes without the cost of purchasing additional, all-inclusive M365 licenses. For example, staff will be able to email the District Attorney internal IT team via a support email address and the IT team will, in turn, be able to respond to staff directly from that support mailbox.
The department currently utilizes Zendesk Inc., which is an online ticketing tool at the cost of $25 per month per user (department currently has two users). The addition of the GCC license will diminish the need for the ticketing tool. The cost of the GCC license is $4.80 per month for a total annual amount of $57.60. Replacing the Zendesk tool with GCC will result in an annual savings of $542.
ALTERNATIVES
Should the Board opt not to approve and execute Amendment IV to perpetual agreement 6126 with Karpel Solutions, Inc adding the Exchange Online Plan 1 GCC license, the office will not be as efficient with specialized internal communications and continue to resort to alternative tools.
PRIOR BOARD ACTION
11/16/2021 Legistar file 21-1766 - The Board approved agreement 6126 with Karpel Solutions for the migration to Microsoft M365 and associated licenses.
04/19/2022 Legistar file 22-0041 - The Board approved amendment I to agreement 6126, adding on-going migration and M365 environment support.
06/06/2023 Legistar file 23-0842 - The Board approved amendment II to agreement 6126, increasing the number of M365 licenses and adding a new G5 Compliance license.
07/24/2024 Legistar file 24-0925 - The Board approved amendment III to agreement 6126, updating existing license pricing.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
As previously mentioned, should the Board approve Amendment IV to perpetual agreement 6126 with Karpel Solutions, Inc. for the addition of the GCC license, the office will save $542 annually.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain the Board Chair's signature on two copies of Agreement 6126 Amendment IV with Karpel Solutions, Inc. and return one certified copy to the Chief Administrative Office, Central Fiscal Unit, Attention: Kelley Lawrie.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Vern Pierson, District Attorney