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File #: 20-1260    Version: 1
Type: Agenda Item Status: Approved
File created: 9/17/2020 In control: Board of Supervisors
On agenda: 10/6/2020 Final action: 10/6/2020
Title: Information Technologies (IT) recommending the Board: 1) Approve continuation of the perpetual hardware maintenance and software license/support agreements for the dates and approximate annual payment amounts indicated in Attachment A; 2) Authorize the Director of IT, or designee, to sign necessary documents to continue the agreements in accordance with the terms of each agreement; 3) Authorize the Purchasing Agent to encumber funds for the Fiscal Year 2020-21 and Fiscal Year 2021-22 hardware and software maintenance payments required for each perpetual agreement; and 4) Authorize the Board Chair to sign Amendment I to Contract 3301 for the County's Microsoft Volume Licensing Agreement, recognizing the vendor change from PCMG, Inc. to Insight Public Sector, Inc., as a result of an acquisition and merger transaction. FUNDING: General Fund, with partial cost recovery in future years through the A-87 Cost Plan.
Attachments: 1. A - IT FY 21-22 Perpetual Software License Agreements 10-06-20, 2. B - PCMG AMD I and Original Contract, 3. C - PCMG AMD I Approved Blue Route, 4. Executed Agreement 3301
Related files: 18-0027, 19-1379, 19-0039
Title
Information Technologies (IT) recommending the Board:
1) Approve continuation of the perpetual hardware maintenance and software license/support agreements for the dates and approximate annual payment amounts indicated in Attachment A;
2) Authorize the Director of IT, or designee, to sign necessary documents to continue the agreements in accordance with the terms of each agreement;
3) Authorize the Purchasing Agent to encumber funds for the Fiscal Year 2020-21 and Fiscal Year 2021-22 hardware and software maintenance payments required for each perpetual agreement; and
4) Authorize the Board Chair to sign Amendment I to Contract 3301 for the County's Microsoft Volume Licensing Agreement, recognizing the vendor change from PCMG, Inc. to Insight Public Sector, Inc., as a result of an acquisition and merger transaction.

FUNDING: General Fund, with partial cost recovery in future years through the A-87 Cost Plan.
Body
DISCUSSION / BACKGROUND
The Board is being asked to authorize the continued utilization of all current perpetual hardware maintenance and software license agreements as outlined on the attached chart, dated October 2020, for on-going hardware maintenance and software support for the remainder of Fiscal Year (FY) 2020-21 and Fiscal Year 2021-22. Information Technologies advises and seeks approval from the Board annually to continue these agreements. Any future changes to the terms and conditions of these agreements, other than the authorized price increases and date extensions, 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 includi...

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