Agenda

Return

C. 84

To:	Board of Supervisors
From:	William Walker, M.D., Health Services Director
Date:	May 23, 2017

Contra

Costa

County

Subject:

Purchase Order with Software ONE Inc., for Microsoft License Upgrades

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 05/23/2017

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:	David Runt, 925-313-6228
cc:	Tasha Scott Marcy Wilhelm Renee Nunez

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: May 23, 2017
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

Approve and authorize the Purchasing Agent, on behalf of the Health Services Department, to execute (1) a Change Order to existing Purchase Order F007029 with Software ONE Inc., to increase the amount by $300,000 to a total of $305,284 for the purchase of Microsoft Office License upgrades for the period of April 1, 2017 through December 31, 2017, and (2) Program Signature Form Amendment to the Microsoft Enterprise Agreement.

FISCAL IMPACT:

100% Funding is included in the Hospital Enterprise Fund I Budget.

BACKGROUND:

Health Services plans to (1) consolidate and simplify license renewals and acquisitions for Microsoft products with one vendor, and (2) migrate off of the Lotus Notes platform to Office 365 for the Office 365 Transition Project, thereby creating centralized user management of multiple email and office systems, eliminate maintenance cost of physical hardware within our Data Center, and reduce cost on backup and storage infrastructure. During a recent migration audit, it was discovered numerous county machines are unlicensed on Microsoft products supportive of the migration. In addition to serving as the migration catalyst, this purchase is an upgrade in lieu of paying the licensing true-up fee, and will save the Department 85% of the actual cost.

CONSEQUENCE OF NEGATIVE ACTION:

Health Services would be required to pay an 85% greater true-up fee to avoid a situation for being out of compliance for licensed machines. Furthermore, failure to upgrade licensing would perpetuate obsolete and inefficient systems, and postpone the planned Office 365 Transition Project.