Title
Sheriff’s Office recommending the Board:
1) Make findings in accordance with Procurement Policy C-17, Section 3.4 (4), that the agreement with Insight Public Sector, Inc. is exempt from Competitive Bidding due to a competitively bid agreement being utilized;
2) Authorize the Purchasing Agent to issue a Purchase Order utilizing the competitively bid, piggy-back Agreement ITARC-00930, between Insight Public Sector, Inc., and the County of Riverside in the estimated amount of $908,888.82 for the purchase of Microsoft Software Assurances and Licenses for the period of February 1, 2025, through January 31, 2028; and
3) Authorize the Purchasing Agent to purchase additional licenses as needed during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Sheriff’s Office wishes to purchase additional Microsoft Enterprise licenses, support, and maintenance from Insight Public Sector Inc., utilizing a competitively bid, cooperating piggyback agreement, ITARC-00930, that the County of Riverside has with Public Insight Sector, Inc., for a three-year term that ends on January 31, 2028, and compensation in the amount of $908,888.82.
Pursuant to the provisions in El Dorado County Procurement Ordinance 3.4.4 "Exemptions from the Competitive Process (C-17)", all the following requirements are met with respect to the item: 1) The items may be procured from a vendor that has a contract with another public agency of this state, an alliance of this state and other states, or an alliance of local public agencies within the state for the purchase of the item; 2) The contract was awarded utilizing a competitive bidding process substantially the same as that utilized by the County; and 3) The items and terms of the transaction are the same, or substantially the same.
The Sheriff's Office requests the Board of Supervisors waive competitive bidding requirements and authorize the Purchasing Agent to utilize the County of Riverside cooperative agreement in order to achieve the greatest economic benefit to the County and realize the most cost-effective solution for procuring these software licenses and services.
As a participating agency party to the County of Riverside agreement, the Sheriff's Office will realize the cost benefit through utilization of a cooperative purchasing program, leveraging the purchasing power of over 900 participating agencies throughout the state of California and as best practice recommended by the California Department of General Services to acquire Microsoft volume licensing for local agencies. This method of acquisition would be more cost effective than the pricing the Sheriff's Office could achieve independently. As a participating agency, the Sheriff's Office will be able to participate in the Microsoft Enterprise Agreement (MSEA) at greatly reduced prices.
This Agreement provides many benefits to participating counties including volume pricing, product upgrade coverage, payments spread over the 3-year period, simplified license tracking, allowing for the purchase of other Microsoft products under MSEA, and participation in Microsoft’s Software Assurance program which provides valuable benefits such as training, deployment planning, and software upgrade.
ALTERNATIVES
The Board could choose not to approve the use of the agreement between Insight Public Sector, Inc. and the County of Riverside, however, the cost-effective nature of using this competitively bid agreement will be lost.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no impact to General Fund or Net County Cost. Funding has been included in the Sheriff’s Office FY 2024-25 budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Undersheriff Bryan Golmitz