Title
Information Technologies Department recommending the Board consider the following:
1) Authorize the use of competitively bid Agreement US-NCPA 01-86 between Carahsoft Technology Corp. and Region 14 Education Service Center for the acquisition of computer software, maintenance, and technical support services necessary to continue using VMware software; and
2) Approve and authorize 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 $99,997.20, for the purchase of 216 additional VMware Enterprise License Agreements and Maintenance Services for one year.
FUNDING: General Fund, with partial cost recovery in future years through the Countywide Cost Allocation Plan.
Body
DISCUSSION / BACKGROUND
VMware NSX enables network virtualization and security for the Data Center. With NSX, network functions including load balancing and network micro-segmentation provide 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 NSX increases network security.
On August 15, 2017, the Board approved Purchase Order 20180011 for the purchase of a three (3) 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 (3) 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 (1) 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. Since this system is the main operating system upon which all computer systems run, it is important to have the required licensing and support in place.
ALTERNATIVES
The Board could direct staff to purchase the additional 216 one year VMware software licenses through a different vendor, which would result in a service delay and potential network issues that would impact performance 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.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The IT Department FY 2023-24 Budget contains sufficient appropriations for this cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Tonya Digiorno, Director of Information Technologies