Title
a. Approve and authorize the Contracts Purchasing Officer or the Contracts Purchasing Supervisor to execute Amendment No. 1 to the Agreement between PCM-G, a Microsoft licensing reseller, adding $120,125 to the existing amount of $2,111,254.32, for the purchase of an additional 368 Microsoft Office 365 Gov E3 volume licensing subscriptions, for a revised total not to exceed $2,231,379.32; and
b. Approve and authorize the Contracts Purchasing Officer or the Contracts Purchasing Supervisor to execute Microsoft Contract Amendment No. 000-jorob-s-1790, authorizing the County to install traditional licenses of Microsoft Office 365 ProPlus on workstations supporting State of California applications.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts Purchasing Officer or the Contracts Purchasing Supervisor to execute Amendment No. 1 to the Agreement between PCM-G, a Microsoft licensing reseller, adding $120,125 to the existing amount of $2,111,254.32, for the purchase of an additional 368 Microsoft Office 365 Gov E3 volume licensing subscriptions, for a revised total not to exceed $2,231,379.32; and
b. Approve and authorize the Contracts Purchasing Officer or the Contracts Purchasing Supervisor to execute Microsoft Contract Amendment No. 000-jorob-s-1790, authorizing the County to install traditional licenses of Microsoft Office 365 ProPlus on workstations supporting State of California applications.
SUMMARY:
On July 9, 2015, the Board of Supervisors approved a non-standard State and Local Agency Enterprise Enrollment Volume Licensing Agreement with PCM-G, a Microsoft licensing reseller, for the provision of the Microsoft Office 365 Gov E3 volume licensing subscription for the period of July 1, 2015 through June 30, 2018, with an annual cost of $703,751.44 and a not to exceed amount of $2,111,254.32 for Office 365 software maintenance/support, and implementation services. The Information Technology Department (ITD) wishes to increase the total contract amount by $120,125 to purchase software subscriptions for 368 additional County users. ITD further wishes to implement the Microsoft Amendment to Contract Documents, 000-jorob-s-1790, authorizing the County to install traditional licenses of the Microsoft Office Suite on specified County workstations requiring that version to interface with State of California applications.
DISCUSSION:
ITD’s contract with PCM-G, authorized the County to procure Microsoft Office 365 products, which supports the operational business needs of the County of Monterey’s Full-Time Employees (FTE). These licenses enable users access to various server based applications which include Microsoft SharePoint; Microsoft Enterprise Mobility Suite (EMS); Office Professional; Project; Visio; Exchange Server for Email; and Windows 2010 Server Operating System. Due to the annual fluctuation of the number of County employees, ITD has identified the need to purchase 368 additional licenses. ITD anticipates executing a new contract for purchase of Microsoft licenses at the end of fiscal year 2017-18 and does not anticipate the need for additional licenses before June 30, 2018.
The State of California provides applications used primarily by the Department of Social Services and the Department of Child Support Services. These applications are not capable of interfacing with the cloud-based Microsoft Office 365 application. Rather, they require the use of traditional Microsoft Office products as installed on individual employee workstations. Under the terms of the Microsoft Amendment to Contract Documents No. 000-jorob-s-1790, the County can deploy the needed Microsoft Office application on County workstations without incurring additional costs.
Neither Amendment No. 1 to the Agreement nor Microsoft Amendment No. 000-jorob-s-1790 change the non-standard provisions previously approved by the Board.
OTHER AGENCY INVOLVEMENT:
County Counsel cannot approve due to continuance of non-standard provisions. Risk Management does not approve non-standard insurance and indemnity provisions.
FINANCING:
Funding for the increased agreement amount is included in the Information Technology Department 1930 budget for Fiscal Year 2017-18 under Appropriation INF002, Unit 8439. All future year costs will be included in the submitted budget for each of the respective fiscal years.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The execution of the proposed amendments furthers the efficient administration of County business by enabling the County to continue vital services that support County Departments.
Mark a check to the related Board of Supervisors Strategic Initiatives
__Economic Development
X Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Sandra Shaffer, Management Analyst III, 759-6957
Approved by:
____________________________________ Date: ___________
Eric A. Chatham, Director of Information Technology, 759-6920
Attachments: Amendment No 1 to PCM-G Agreement with Exhibits A and B; Microsoft Program Volume Licensing Agreement
Attachments are on file with the Clerk of the Board