Title
Information Technologies Department recommending the Board:
1) Authorize the continuation of the following perpetual hardware maintenance and software license/support agreements through October 20, 2029:
a) Avaya, Inc. (Agreement 1012) for telecom infrastructure maintenance;
b) Consensus Cloud Solutions Inc (Agreement 390) for eFax services;
c) County of Sacramento OCIT (Agreement 1019) for access to a criminal justice database;
d) Environmental Systems Research Institute, Inc. (Agreement 1033) for software maintenance for the Geographic Information System;
e) Granicus LLC (Agreement 529) for Legistar Hosted Agenda Workflow System;
f) Granicus LLC (Agreement 3091) for automated email subscription services;
g) Granicus LLC (Agreement 6830) for Government Experience Cloud website management;
h) Megabyte Systems, Inc. (Agreement 467) for services and support of property tax software system;
i) Tyler Technologies, Inc (Agreement 968) for MUNIS Enterprise Resource Planning System support and licensing; and
j) UKG Kronos Systems LLC (Agreement 8922) for UKG Workforce and Telestaff licenses;
2) Authorize the Chief Information Officer to sign the necessary documents, excluding amendments, for the continuation of the agreements in accordance with the terms of each agreement; and
3) Authorize the Purchasing Agent to execute any necessary administrative amendments relating to these perpetual agreements, that do not alter compensation, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund, with partial cost recovery in future years through the Countywide Cost Allocation Plan.
Body
DISCUSSION / BACKGROUND
The Board is being asked to authorize the continued utilization of current perpetual hardware maintenance and software license agreements as outlined on the attached chart (Attachment A), dated October 2026, for ongoing hardware maintenance and software license/support. Information Technologies (IT) advises and will seek approval from the Board every three years to continue the use of these perpetual agreements. Any future changes to the terms and conditions of these agreements, other than the authorized price increases and date extensions or administrative amendments, will be brought to the Board for approval.
These licenses and maintenance agreements are necessary to run the mission-critical systems for El Dorado County. IT has made efforts to negotiate ongoing discounts with our current vendors. Multiple County departments are dependent on these licenses to guarantee the ongoing support that ensures these systems run smoothly. IT manages several sole source hardware maintenance and mainframe software license agreements including the ongoing maintenance and support for software product licenses that are used to support data center operations and enterprise applications. The software products include operating systems and sub-systems to support print management, diagnostic and utility software, database management and connectivity software, agenda workflow system, the Countywide financial management system, the County's website platform, the Countywide timekeeping system, the Property Tax system, and access to a criminal justice database through Sacramento County. IT also manages perpetual agreements for telecom infrastructure that are included on the list for approval.
The list also includes one perpetual software license/maintenance contract with Environmental Systems Research Institute, Inc. (ESRI) for the Surveyor's ARC Geographic Information System (GIS) software. This contract is shared by several County Departments including the Treasurer/Tax Collector, Assessor, Agriculture, Elections, Transportation, Environmental Management, Planning and Building, Health and Human Services, and the Board Office. Board approval authorizes the Surveyor's office to continue with this perpetual maintenance contract, purchase additional licenses as needed and encumber funds on behalf of or charge departments for their portion of the expense.
IT is bringing this matter before the Board per Board Procurement Policy C-17 and at the recommendation of County Counsel to make the Board aware of agreements that were previously approved by prior and/or current Boards. Per Policy C-17, Section 2.6 - Perpetual Contracts, departments are required to obtain Board authorization to utilize any contract that does not have a stated term and exceeds the Purchasing Agent authority every three years. Since each of the perpetual hardware maintenance and software license agreements has a maintenance component covering one or more years, we are requesting authorization to continue the maintenance and license agreements and initiate payments for the associated hardware and software maintenance for the coming three-year period. These perpetual hardware maintenance and software license agreements and their associated maintenance components were initiated at different times over many years and therefore do not have co-terminus dates.
Per Procurement Policy C-17, Section 2.6 Perpetual Contracts, the Purchasing Agent is authorized to sign perpetual agreements where the dollar amount does not exceed the Purchasing Agent’s authority, which is determined based on the dollar amount to be expended within thirty-six months of the contract. The IT Department currently has several perpetual contracts that meet these requirements. These agreements include AG Grid LTD (Agreement 9262), AT&T Back-up Internet (Agreement 9865), Balsamiq Studios LLC (Agreement 9467), Cozyroc LLC (Agreement 9631), Digicert (Agreement 10325), GitHub (Agreement 10053), Granicus (Agreement 485 for GovQA), Infrastructure Networks (Agreement 8775), Karpel Solutions (Agreement 4072), Monday.com (Agreement 8973), Netcentric Technologies Inc (Agreement 9533), Netwrix Corporation (Agreement 9897), PathSolutions (Agreement 8800), Provisio LLC (Agreement 8758), Recast Software (Agreement 9744), Redwood Cerberus Software (Agreement 10223), SADA (Agreement 456), Scormhero (Agreement 10268), Stateramp Inc (Agreement 9648), Time Trade Systems, Inc. (Agreement 866), and Vimeo Inc (Agreement 9169).
Because of the value we receive from these products and the high quality of support we receive from the contracted vendors, IT recommends the continuation of these perpetual agreements and requests approval for the continuation of hardware and software maintenance agreements.
ALTERNATIVES
The Board could deny approval of this item and require each individual item to be presented for continuation.
PRIOR BOARD ACTION
The Board previously approved IT perpetual contracts on the following Legistar files:
Legistar file 18-0027 - January 9, 2018
Legistar file 19-0039 - January 29, 2019
Legistar file 19-1379 - October 8, 2019
Legistar file 20-1260 - October 6, 2020
Legistar file 21-1418 - October 19, 2021
Legistar file 22-1546 - October 18, 2022
Legistar file 23-1674 - October 24, 2023
Legistar file 24-1769 - October 22, 2024
Legistar file 25-1743 - October 21, 2025
Legistar file 24-1028 - September 24, 2024 - The Board approved UKG Agreement 8922
Legistar file 25-0312 - August 19, 2025 - The Board approved Granicus Agreement 6830
Legistar file 26-0983 - July 21, 2026 - The Board approved changes to Granicus Agreement 529
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The estimated 2026 annual cost for all perpetual hardware/software license maintenance agreements requiring Board approval is approximately $1,472,500, plus any applicable taxes. Funding will be included in each fiscal year budget, as applicable, to accommodate ongoing license and maintenance requirements. Information Technologies is a central service function with costs allocated to other County departments through the annual Countywide Cost Allocation Plan. Therefore, a portion of the cost will be recouped from outside funding sources through the Countywide Cost Allocation Plan.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Amanda Earnshaw, Chief Information Officer