Title
Information Technologies Department recommending the Board approve the following:
1) Award Bid No. 21-918-040 for the purchase of Microsoft 365 Migration Services to the best-value qualified bidder, AgreeYa Solutions, Inc.; and
2) Authorize the Board Chair to execute Agreement 5823 in the amount of $218,900 for a term of one-year, following Board approval.
FUNDING: General Fund with partial offset from the A-87 cost plan.
Body
DISCUSSION / BACKGROUND
On February 23, 2021, the Board of Supervisors received a presentation from the Director of Information Technologies articulating the cost and business analysis related to Google and Microsoft products used countywide. Based on the findings in this presentation, the Board approved Information Technologies (IT) to start the planning activities to migrate from Google to Microsoft by February 2022. As part of this process, staff initiated a competitive bid process to choose a vendor for Microsoft 365 (M365) migration support costs.
At request of the IT Department, the Procurement & Contracts Division issued invitation to Bid 21-918-040 for the purchase of Microsoft 365 Migration Services to assist in the coordination, communication, and migration from G-Suite Business to the Microsoft 365 Suite. The best-value qualified bidder, AgreeYa Solutions, Inc., will be working with the County to provide FastTrack migration guidance, technical support and best practices, and continual feedback throughout the process. Approximately 1,700 active County employees will be migrated as part of this effort.
The procurement of professional Migration services is included in the Information Technologies Department's FY 2021-22 budget.
ALTERNATIVES
The Board could choose to not approve this contract for migration services, and the County would have to continue forward using a blend of Microsoft and Google products at increased cost to the County.
PRIOR BOARD ACTION
21-0227 - Presentation and approval to standardize to M365 as the countywide productivity suite of choice.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funds to support the countywide M365 migration efforts, estimated at $218,900, have been included in the FY 2021-22 IT Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain the Chair's signature on two copies of contract 5823.
Return one signed copy to Procurement & Contracts, Attn: Matthew Potter
STRATEGIC PLAN COMPONENT
Good Governance - Implement systems that improve system-wide process, data sharing and departmental collaboration.
CONTACT
Tonya Digiorno, Director of Information Technologies