Title
Information Technologies Department (IT) recommending the Board:
1) Approve and authorize the Board Chair to execute Amendment IV to Contract 3301 with Insight Public Sector for Microsoft Enterprise licenses and support, increasing compensation by $500,000, resulting in a new not-to-exceed amount of $4,658,958.18;
2) Ratify the Director of Information Technologies signature on Amendment III to Contract 3301 that incorporated the Microsoft Health Insurance Portability and Accountability Act Business Associate Agreement;
3) Approve the continued use of piggyback agreement PSA-0001526 through the County of Riverside with Insight Public Sector; and
4) Authorize the Director of IT, or designee, to sign necessary program documents to continue the agreement in accordance with the terms of the agreement that do not change the dollar amount or term of the agreement.
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 #084445, PSA-0001527. El Dorado County’s original enrollment date in the Microsoft Enterprise Agreement was September 1, 2018, and Amendment II to Contract 3301 extended the County's agreement through August 31, 2024. Amendment IV increases the not-to-exceed (NTE) amount of contract 3301 by $500,000, for a new NTE of $4,658,958.18 for the remainder of the contract term. The NTE is being increased to account for additional licenses purchased over the life of the agreement. Amendment IV also incorporates an updated Program Signature Form, Enterprise Enrollment for Multiple Azure Billing Tenants Under a Single Enrollment, and corresponding Discount Transparency Disclosure Form.
On November 30, 2021, the Director of IT signed Amendment III to Contract 3301 that incorporated the Microsoft HIPAA BAA, which was required to move forward with the Countywide Migration from Google to the Microsoft enterprise platform. Contract 3301 was previously treated as a perpetual agreement, and the Director of IT had the authority to sign program documents that did not change the dollar amount or term of the perpetual agreements. This authority was not included in Board Item 21-1251 that reclassified Contract 3301 from a perpetual to a standard contract. Therefore, we are asking for the Board to ratify the Director of IT's signature on Amendment III and to allow the Director of IT, or designee, to sign necessary program documents required to continue the agreement in accordance with the terms of the agreement that do not change the NTE or term of the agreement.
ALTERNATIVES
The Board could choose not to approve the increase to NTE. 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 through the term of the agreement, which would significantly impact the County’s IT function.
PRIOR BOARD ACTION
21-1251 - Board approval for continuation of Contract 3301 through August 31, 2024
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, 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 an executed copy of Amendment IV to the Chief Administrative Office - Central Fiscal Services, to the attention of Audra Anderson for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Tonya Digiorno, Director of Information Technologies