Title
Sheriff's Office recommending the Board authorize the Procurement and Contracts Division to issue a Confirming Only Purchase Order to enable the processing of a County Pcard (credit card) charge to Network Solutions LLC., in the amount of $1,029.42 for software licensing for web addresses: "EDSO-APPS.ORG" and "EDSO.ORG" from December 23, 2011 to December 22, 2014; renewal of "nsWebAddress.ORG" and "nsHosting Shared" from February 8, 2012 to February 7, 2016; and "nsProtect Secure" licensing from March 21, 2012 to March 20, 2016.
Body
BUDGET SUMMARY: |
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Total Estimated Cost
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1,029.42 |
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Budgeted
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1,029.42 |
New Funding
. |
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Savings
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Other
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Total Funding Available
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1,029.42 |
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Change To Net County Cost
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0 |
Fiscal Impact/Change to Net County Cost - General Fund
Funding is available within the Sheriff's Office Budget.
Background
On December 21, 2011, the Sheriff's Office Information Technology (IT) staff purchased online renewal of licensing software, and license authentication certificates for three additional domain names "EDSO-APPS.ORG" and "EDSO.ORG" and "nsWebAddress.ORG" and hosting services "nsHosting Shared" and "nsProtect Secure" from Network Solutions LLC., as directed by County IT. The purchase was made online with a County credit card since that was the only way the vendor, Network Solutions LLC., would process the charge. While making this purchase for a normal three-year term, the website informed Sheriff's Office staff the fourth year would be free of charge. Since this was a cost benefit to the County, staff completed the online purchase for a four-year term. However, Board Policy C-17, Section 4.5 - Contract Term, states that the "Board of Supervisors' approval shall be required for any contract term exceeding three-years inclusive of all amendments and regardless of dollar amounts."
The processing of this credit card charge was delayed due to the fact that the Sheriff's staff worked with the vendor over several months to correct the term to three years, so that a Purchase Order could be processed. However, staff were unsuccessful in getting the vendor to change the term of this payment, and this action by the Board has now become necessary in order to process this charge.
Reason for Recommendation
This renewal enables the Sheriff's Office to host various portions of its website, and to provide a license authentication certificate for three additional domain names to facilitate access to BBCAD (Black Berry or Smart Phone Compuer Aided Dispatch). The annual cost for this renewal of the license authentication certificate for three additional domain names is $199.96 per year for 3 years ($599.88) and the 4th year is free of charge which is a savings of $199.96 to the County. The term for this software renewal is from March 21, 2012 - March 20, 2016.
The cost for the registration, and nsHosting Shared license renewal is $429.54 The term of this license is from December 23, 2011 to December 22, 2014 and from February 8, 2012 - February 7, 2016.
This item is before the Board of Supervisors for approval because it exceeds the Purchasing Agent's signature authority with regard to term. The total term is for four (4) years from Febrary 8 and March 21, 2012 - February 7, and March 20, 2016.
Action(s) to be taken following Board approval
1) The Procurement and Contracts Division will issue a Confirming Purchase Order in the amount of $1,029.42 to Network Solutions LLC.
2)The credit card charge will be processed through the Auditor's Office.
Contact
Undersheriff, Rich Williams, x 5678