Memorandum
Date: September 10, 2024
To: The Honorable Bruno Sabatier, Chair, Lake County Board of Supervisors
From: Shane French, Information Technology Director
Subject: (a) Waive the formal bidding process, pursuant to Lake County Code Section 2-38.4, Cooperative Purchases, and (b) Authorize the IT Director to issue a purchase order to Dell Marketing L.P. for Microsoft 365 G3 ‘Step up’ licenses in the amount of $28,890.00
Executive Summary:
For Fiscal Year 2024-2025, the Information Technology Department requested funding to implement Microsoft Office G3 licensing, which your Board approved. We have begun a project to migrate from our on-premise e-mail system, and implement Microsoft Teams. This project will require Microsoft 365 G3 licensing. We purchase all Microsoft Licensing on the competitively bid Riverside County EA contract. We are requesting a waiving of the formal bidding requirement because the purchase will be made on this piggyback contract. We will be purchasing licenses in tranches of up to 250 licenses as the project progresses and will return to your Board for authorization as the project progresses.
We are requesting your Board to approve the purchase of these ‘Step up’ licenses, which upgrade our current ‘Apps for Enterprise’ licenses to Microsoft 365 G3 licenses.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☐ Not applicable
☒ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☒ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☒ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☒ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☒ Infrastructure ☐ County Workforce
☒ Community Collaboration ☒ Business Process Efficiency ☐ Clear Lake
Recommended Action:
(a) Waive the formal bidding process, pursuant to Lake County Code Section 2-38.4, Cooperative Purchases, and (b) Authorize the IT Director to issue a purchase order to Dell Marketing L.P. for Microsoft 365 G3 ‘Step up’ licenses in the amount of $28,890.00.