Subject:
Title
Increase to the purchase authorization with Carahsoft Technology Corporation for software services and licensing.
label
Recommended Action:
Recommended Action
Approval and execution by the County Administrator of the increase to the purchase authorization with Carahsoft Technology Corporation (Carahsoft), as requested by the Business Technology Services (BTS) department, for cloud software services and licensing.
• This purchase authorization provides software licensing and services to the County in support of BTS and customer funded initiatives through piggybacking State of Florida Contract No. 43230000-NASPO-16-ACS, effective through September 30, 2026.
• The increase to the purchase authorization in the amount of $1,996,400.00, accounts for remaining licensing renewals through the agreement term with an additional 15% contingency to accommodate other approved (shifting) budget line items, or customer funded needs, if there is better pricing and/or value to the County.
• BTS will be pursuing a replacement contract(s) as no further extensions in the State of Florida contract term are expected for this agreement.
• This agreement also provides access to a competitively awarded catalog of technology products and services from Carahsoft, a value-added reseller for many products and solutions BTS plans and manages within their adopted budget and technology roadmap.
• This agreement accommodates multiple BTS approved budget line items including licensing for Okta (identity/security), ServiceNow (IT management), Granicus (legislative management, short term rental program) and other widely used systems.
• Funding for this contract is included in the FY24 Adopted Budget and in the FY25 Proposed Budget of BTS in the BTS Fund. The contract contains a fiscal non-funding clause, should this portion of the budget not be approved.
Contract No. 190-0684-S increase the amount of $1,996,400.00 for an estimated average annual expenditure of $819,110.00 with a total expenditure not to exceed $4,846,400.00.
Body
Strategic Plan:
Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of the public’s resources
5.3 Ensure effective and efficient delivery of county services and support
5.4 Strive to exceed customer expectations.
Summary:
This request adds $1,996,400.00 for annual software licensing and support services to this purchase authorization.
Background/Explanation:
The purchase authorization was approved by the County Administrator on October 27, 2020, in the total amount of $2,350,000.00 through September 30, 2026. The First Amendment to increase the purchase authorization an additional $500,000.00 was approved by the County Administrator on September 15, 2021.
Fiscal Impact:
Current approved amount: $2,850,000.00
Increase: $1,996,400.00
Revised total Contract Amount: $4,846,400.00
Estimated Average Annual Expenditure: $819,110.00
Funding requirements for anticipated use of this agreement is consistent with the FY24 adopted budget for remaining needs, the FY25 tentative budget, and is alignment with the BTS Technology Road Map and Strategic Plan. Not-to-exceed contract total is a financial limit (a line of business with the vendor) that spans beyond the current adopted budget year; therefore, no approved amount is obligated until such time a County Purchase order is approved and issued against approved County/Department appropriation for such purpose. The County reserves the right to go out to traditional procurement (solicitation) when the cost of doing so provides greater value to the County.
Funding for this agreement is derived from the BTS department operating budgets of Enterprise Infrastructure (641116), Cybersecurity (641112), Application/Cloud Services (641117), and or BCC Strategic Projects (642110).
Delegated Authority:
Authority for the County Administrator to sign this Second Amendment is granted under Code Section 2-185.
Staff Member Responsible:
Jeff Rohrs, Chief Information Officer, Business Technology Services
Merry Celeste, Division Director, Purchasing, Administrative Services
Joe Lauro, Director, Administrative Services
Partners:
N/A
Attachments:
Second Amendment