Title
Information Technologies Department recommending the Board:
1) Make findings in accordance with Procurement Policy C-17, Section 3.4.5 that it is in the best interest of the County to extend contract 7666 with EDP Environments, Inc. for preventative data system maintenance, with no changes to contract terms or pricing, and Section 3.4.2 (f) that continuity of providers will provide efficiency or critical knowledge that couldn’t be provided by other providers;
2) Approve and authorize the Chair to sign Amendment I to Agreement 7666 with EDP Environments, Inc. to increase compensation by $36,250, for a new compensation amount not to exceed $108,750, and extend the term of the agreement by one additional year for a new expiration date of June 3, 2026; and
3) Authorize the Purchasing Agent to execute any necessary amendments relating to Master Services Agreement 7666, excluding term extensions and increases in compensation, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
EDP Environments, Inc. (EDP), a local service provider, has serviced El Dorado County Data Center equipment since 2011. The contract covers the preventative maintenance of two different types of systems: 1) Uninterruptible Power Supplies (UPS) and 2) Computer Room Air Conditioning (CRAC). This vendor has qualified technicians for both types of systems, eliminating the need for separate service contracts. EDP is also available to provide emergency maintenance services under this contract and is very familiar with the County's system needs. The UPS and CRAC systems in place protect all the infrastructure and associated County data within that infrastructure. It is vitally important that we continue to use a vendor that is familiar with our equipment needs and has proven they can provide timely and professional service to ensure we have expertly maintained data center equipment to provide the County with superior data protection.
The current Information Technologies (IT) professional services contract with EDP which is effective through June 3, 2025, and a compensation amount not to exceed $72,500, allows for an additional year of maintenance services at the existing rate. IT is looking to extend the contract per the provisions in Contract 7666, Article II. EDP is a local vendor who has provided El Dorado County with reliable service for the past thirteen years. Triggering the third year of maintenance service in our current contract maintains stable pricing for another year. This third year of service will make the contract value over $100,000, for a new total compensation amount not to exceed $108,750, requiring Board approval.
ALTERNATIVES
The Board could direct IT to look for alternatives to this amendment extension.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funds are available within the FY 2024-25 Budget for this fiscal year's expenses and appropriations have been included in IT’s FY 2025-26 Budget request to continue services.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to return fully executed copy of Amendment I to Contract 7666 to the Chief Administrative Office, Central Fiscal Division, Attention: Kelley Lawrie.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Amanda Earnshaw, Interim Director of Information Technologies