Title
Information Technologies Department (IT) recommending the Board:
1) Approve and authorize the Chair to execute Amendment V to Contract 3301 with Insight Public Sector for Microsoft Enterprise licenses and support, increasing compensation by $3,500,000, resulting in a new not-to-exceed amount of $8,158,958.18 and extending the term an additional three years to August 31, 2027;
2) Approve the continued use of the competitively procured, piggyback agreement PSA-0001526 through the County of Riverside with Insight Public Sector; and
3) Authorize the Director of IT to sign necessary program documents to continue the agreement in accordance with the terms of the agreement that do not change the dollar amount or term of the agreement.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
El Dorado County is currently enrolled under the Enterprise Agreement for Microsoft licensing, software assurance, and support through the Riverside County participating agreement with Insight Public Sector, agreement #084445, PSA-0001527. El Dorado County’s original enrollment date in the Microsoft Enterprise Agreement was September 1, 2018, and Amendment II to Contract 3301 extended the County's agreement through August 31, 2024. Amendment III, signed in November 30, 2021, incorporated the Microsoft HIPAA BAA for the Countywide migration from Google to Microsoft. Amendment IV, approved May 24, 2022, increased the not-to-exceed (NTE) amount of contract 3301 by $500,000, for a new NTE of $4,658,958.18 for the remainder of the contract term to account for additional licenses purchased.
Amendment V for our Microsoft Enterprise Agreement, FENIX Contract 3301, extends the term for an additional three years, from an expiration of September 1, 2024, to August 31, 2027, using competitively bid cooperative agreement PSA-0001526 through the County of Riverside with reseller Insight Public Sector. The requested increase of $3,500,000 allows for the cost of the County’s software licenses, assurance and support, planned upgrades of some license types, growth over the term, and true-up costs.
ALTERNATIVES
The Board could choose not to approve Amendment V, however the licensing agreements are necessary to run the mission-critical systems for El Dorado County. The County would not be able to continue its enrollment for Microsoft Licensing and Support through the Riverside County participating agreements through the term of the agreement, which would significantly impact the County’s IT function while a new solution was found and established.
PRIOR BOARD ACTION
22-0719 - Board approval of Amendments III and IV
21-1251 - Board approval for continuation of Contract 3301 through August 31, 2024
20-1260 - Board approved continuation of Contract 3301 as a perpetual agreement
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Appropriations for Countywide Microsoft Licenses and Support are included in the Information Technologies FY 2024-25 Budget and will be included in future year budgets as long as this agreement is active. These costs are included in the Countywide cost allocation plan and the General Fund recovers a portion of the costs from other funds.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Return an executed copy of Amendment IV to the Chief Administrative Office - Central Fiscal Services, to the attention of Kelley Lawrie for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Tonya Digiorno, Director of Information Technologies