Title
Information Technologies Department recommending the Board:
1) Authorize the use of competitively bid National Association of State Procurement Officials (NASPO) Agreement AR2472 between Carahsoft Technology Corp and State of Utah, with California Department of General Services Participating Addendum 7-17-70-40-05, for the acquisition of computer software, maintenance, and technical support services necessary to continue using VMware software;
2) Approve and authorize the Purchasing Agent to issue a purchase contract to reseller Sidepath, Inc., under NASPO Agreement AR2472 and California Participating Addendum 7-17-70-40-05 in the amount of $426,414.54 for the purchase of VMware Cloud applications for a three-year renewal period; and
3) Approve the Purchasing Agent to sign Sidepath Quote SID48140-03.
FUNDING: General Fund, with partial cost recovery in future years through the Countywide Cost Allocation Plan.
Body
DISCUSSION / BACKGROUND
VMware ESXi enables network virtualization and security for the Data Center. VMware is the platform that all El Dorado County servers use for all applications, databases, file storage, drivers, and print functions. VMware allows the County to virtualize over 200 servers onto 12 physical servers, instead of purchasing physical servers to perform the same functions. Along with this reduced hardware need, the County benefits from greatly reduced power and cooling requirements. With ESXi, network functions, including load balancing and network micro-segmentation, it provides operational efficiencies through automation. The load balancing function provides uptime and aids in business continuity. In the event there is an issue with a critical server, or a server is offline for maintenance, the load balancer seamlessly routes all traffic to a secondary server. The network micro segmentation piece of ESXi further increases network security.
On August 15, 2017, the Board approved Purchase Order 20180011 for the purchase of a three year VMware Enterprise Software License Agreement (ELA) and associated support services through DSA Technologies. The term of this purchase order expired August 3, 2020.
On June 30, 2020, the Board authorized the Purchasing Agent to issue a purchase order to CDW Government LLC, under the Arizona NASPO ValuePoint master price agreement ADSPO16-130652 and California Participating Addendum 7-16-70-37, in the amount of $958,000, for the renewal of VMWare Enterprise License Agreements and Maintenance Services for three years. Purchase Order 21000038 was for services for the period of August 4, 2020, through August 3, 2023.
On July 25, 2023, the Board authorized the Purchasing Agent to issue a purchase order to reseller ePlus Technology Inc., under Agreement US-NCPA 01-86 between Carahsoft Technology Corp. and Region 14 Education Service Center, in the amount of $168,131.80, for the renewal of VMware Enterprise License Agreements and Maintenance Services for one year. This renewal upgraded our VMware platform to the current VCloud Suite+ with subscription upgrades to VMware NSX Enterprise+, which provides the best performance and security options for the County. This renewal covers the existing server-system through the anticipated end of its lifecycle. Due to the changes in the way VMware licenses their product, the purchase completed in July 2023 was incomplete since all the cores in the new hardware environment were not accounted for. As a result, the IT Department determined there was a need for an additional 216 licenses to complete the coverage of the main operating system, and the Board approved the purchase of the additional licenses on October 24, 2023, for $99,997.20.
For this purchase, IT is requesting a three-year VMware Cloud Foundation & Advanced Firewall Threat Prevention renewal using NASPO Agreement AR2472 between Carahsoft Technology Corp and State of Utah and California Department of General Services Participating Addendum 7-17-70-40-05 for Cloud Solutions through Sidepath, Inc. as the reseller. Using a three-year purchase contract, IT will secure pricing over the next three years and will be able to make annual payments of $142,138.18. The total Purchase Contract amount will be $426,414.54 and includes all previously purchased upgrades to the VMware environment.
ALTERNATIVES
The Board could request staff look for alternate purchase options, which would delay the renewal of our VMware coverage and jeopardize our network platform stability and security.
PRIOR BOARD ACTION
08/15/2017 Legistar 17-0598 Board approval of Purchase Order 20180011.
06/30/2020 Legistar 20-0813 Board approval of Purchase Order 21000038.
07/25/2023 Legistar 23-1397 Board approval of Purchase Order 24000077.
10/24/2023 Legistar 23-1910 Board approval of Purchase Order 24000387.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The IT Department FY 2024-25 Budget contains sufficient appropriations for this cost. Appropriations for future years will be budgeted as needed.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Tonya Digiorno, Director of Information Technologies