Title
Sheriff's Office recommending the Board:
1) Waive formal bid requirements in accordance with Purchasing Ordinance 3.12.160, Exemptions from the Competitive Process, Section D:
2) Authorize the Purchasing Agent to utilize the piggy-back Agreement PSA-0001523, and Amendment I, between Crayon Software Experts LLC., and the County of Riverside in the estimated amount of $759,670 for a three-year period ending on October 31, 2024;
3) Authorize the Purchasing Agent to execute a purchase agreement with Crayon Software Experts LLC., for Microsoft Enterprise licenses, support and maintenance contingent upon County Counsel and Risk approval;
4) 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 Crayon Software Experts LLC., utilizing a piggyback agreement, PSA-0001523, that the County of Riverside has with Crayon Software Experts LLC. for a three-year term that ends on October 31, 2024, and compensation in the amount of $759,670.
Pursuant to the provisions in El Dorado County Procurement Ordinance 3.12.160 "Exemptions from the Competitive Process (D)", 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 a alliance of local public agencies within the state for the purchase of the item and 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 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, software upgrades, and product support.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
These costs are accounted for in the Sheriff’s Office FY 2021-22 Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Providing enhanced services to the community increases public safety.
CONTACT
Undersheriff Bryan Golmitz