Title
Information Technologies recommending the Board:
1) Approve Amendment II to Contract 3301 with Insight Public Sector for Microsoft Enterprise licenses and support, extending the service period from September 1, 2021 to August 31, 2024, and increasing compensation by $2,100,000;
2) Approve the continued use piggyback agreement PSA-0001526 through the County of Riverside with Insight Public Sector; and
3) Execute Amendment II to Contract 3301.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
El Dorado County has been enrolled under the Enterprise Agreement for Microsoft licensing and support with Insight Public Sector through the Riverside County participating agreement with Insight Public Sector, agreement #8084445, PSA-0001527. The participating agreement has a contract term of November 1, 2019 through October 31, 2021. Riverside County has extended its agreement with Insight Public Sector through October 31, 2024. The Board is being asked to authorize the continued utilization of this piggyback agreement.
El Dorado County has previously brought the continuation of this agreement to the Board with the annual perpetual agreements for the Information Technologies Department. However, as this amendment is contingent on the continuation of the Riverside County participating agreements, the contract will be treated as a standard contract going forward. The increase of the not-to-exceed (NTE) amount of $2,100,000 covers anticipated Countywide costs for Microsoft Licenses and Support of up to $700,000 per year for the next three years. This increase to NTE will bring the new not-to-exceed amount of the contract to $4,158,958.18.
El Dorado County’s original enrollment date in the Microsoft Enterprise Agreement was September 1, 2018. This Board approval of the term extension will allow the County to continue to utilize the Riverside County & Insight Public Sector contract to purchase Microsoft licenses through August 31, 2024.
ALTERNATIVES
The Board could choose not to approve the extension of the agreement. The licensing agreements are necessary to run the mission-critical systems for El Dorado County. The County would not be able to continue its enrollment for Microsoft Licensing and Support through the Riverside County participating agreements, which would significantly impact the County’s IT function.
PRIOR BOARD ACTION
20-1260 - Board approved continuation of Contract 3301 as a perpetual agreement.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Appropriations for Countywide Microsoft Licenses and Support are included in the Information Technologies FY 21/22 budget ($700,000), and will be included in future year budgets as long as this agreement is active. These costs are included in the countywide cost allocation plan and the General Fund recovers a portion of the costs from other funds.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Return the executed copy of Amendment II to the Chief Administrative Office - Central Fiscal Services, to the attention of Gina De Martini-Kuhns for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Tonya Digiorno, Director of Information Technologies