Title
Information Technologies Department recommending the Board:
1) Waive formal bid requirements in accordance with Procurement 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 products; and
3) Approve and authorize the Purchasing Agent to issue a purchase contract to reseller Insight Public Sector, Inc., under Omnia Agreement 23-66292-03 between Insight Public Sector, Inc. and Cobb County, in the amount of $591,651, for the renewal of Adobe Enterprise Licenses and Adobe Sign for the three-year period beginning August 28, 2026, through August 27, 2029.
FUNDING: General Fund with partial recovery from the Countywide Cost Allocation Plan.
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DISCUSSION / BACKGROUND
The 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.
IT is now looking to renew the Adobe Enterprise licenses and Adobe Sign for three-year period between August 28, 2026, through August 27, 2029. This purchase continues to use Omnia Partners competitively bid cooperative agreement 23-6692-03 between Insight Public Sector, Inc. and Cobb County, Georgia as the lead agency. The total of the three-year renewal amount is $591,651, per Insight Public Sector quote 0229605754. This includes the true-up of Adobe Acrobat Pro, Adobe Creative Cloud, and Adobe Illustrator licenses, along with the County's Adobe Sign subscription with a base transaction amount of 30,000 signatures per year.
Adobe 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 reviews license needs with county departments annually and adjusts license quantities by type during the 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. Adobe Sign actual usage is reviewed at the end of the subscription period and the County may be charged for overages.
ALTERNATIVES
The Board could choose not to approve this purchase and provide IT with alternative direction for countywide PDF tools and electronic signatures.
PRIOR BOARD ACTION
Legistar file 23-1484 - August 22, 2023 - Approved Purchase Order for Adobe Sign for initial 3-year cycle
Legistar file 24-1027 - July 30, 2024 - Approved Adobe Enterprise License renewal for annual renewal cycle
Legistar file 24-1523 - December 12, 2024 - Approved Purchase Order Modification to increase Adobe Sign transactional limit
Legistar file 25-1159 - July 15, 2025 - Approved Adobe Enterprise License renewal for annual renewal cycle
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The IT Department Fiscal Year 2026-27 Budget contains sufficient appropriations for this cost. Future year costs will be budgeted appropriately.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Amanda Earnshaw, Chief Information Officer