Title
Information Technologies Department recommending the Board:
1) Waive formal bid requirements in accordance with Purchasing Policy C-17, Section 3.4(4), Exemptions from the Competitive Bidding, due to there being a competitively bid contract with another public agency available;
2) Authorize the continued use of Omnia Partners competitively bid cooperative agreement 23-6692-03 between Insight Public Sector, Inc. and Cobb County, Georgia, as the lead agency, for Adobe Enterprise Licenses; and
3) Approve and authorize the Purchasing Agent to issue a purchase order to reseller Insight Public Sector, Inc., under Omnia Agreement 23-66292-03 between Insight Public Sector, Inc. and Cobb County, in the amount of $107,846.26, for the renewal of Adobe Enterprise Licenses for the one-year period between August 31, 2025, through August 30, 2026.
FUNDING: General Fund with partial recovery from the Countywide Cost Allocation Plan.
Body
DISCUSSION / BACKGROUND
The County Information Technologies (IT) Department has historically managed the Adobe Licenses for countywide use. In February 2024, IT migrated the Adobe Acrobat Pro, Adobe Acrobat, Adobe Creative Cloud, Adobe Illustrator, Adobe InDesign, and Adobe Dreamweaver licenses into the Adobe Enterprise License Term Agreement (ELTA) in place with the County's Adobe Sign accounts, which allowed for the streamlining of Countywide employee Adobe accounts, license assignments, and logins. With this account change to the established ELTA, IT did a partial-year renewal of the Adobe Enterprise licenses to co-term with the existing Adobe Sign licenses, for the period of February 1, 2024, through August 30, 2024. On July 30, 2024, the Board approved the ELTA renewal for Adobe Enterprise licenses for the full year of August 31, 2024, through August 30, 2025.
County IT is now looking to renew the Adobe Enterprise licenses for the next annual renewal period of August 31, 2025, through August 30, 2026. This purchase continues to use competitively bid Omnia Partners competitively bid cooperative agreement 23-6692-03 between Insight Public Sector, Inc. and Cobb County, Georgia as the lead agency. The renewal amount for the coming annual term is $107,846.26.
Adobe Acrobat allows users to view, print, share, and comment on portable document format (PDF) files. Adobe Pro also allows for the editing of text and images, redaction of sensitive information, web form creation, file organization and optimization, and the collection and tracking of legally binding electronic signatures. Adobe Creative Cloud is a software collection used for graphic design, video editing, web development, and photography. Adobe Illustrator is a vector graphics editor and design tool. IT review license needs with county departments annually and adjusts license quantities by type during the annual renewal process. Add-on licenses can be procured by departments on an as-needed basis and are rolled into the County Adobe ELTA for management on an ongoing basis.
ALTERNATIVES
The Board could choose to not approve this purchase and provide alternative direction.
PRIOR BOARD ACTION
Legistar file 24-1027 - July 30, 2024 - The Board Approved Adobe Enterprise License renewal for the period of August 31, 2024, through August 30, 2025.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for this purchase is provided in the IT Department budget for Fiscal Year 2025-26.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Amanda Earnshaw, Interim Director of Information Technologies