Butte County Board of Supervisors Agenda Transmittal

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Cynthia Summers
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1 Butte Cunty Bard f Supervisrs Agenda Transmittal Clerk f the Bard Use Only Agenda Item: 3.18 Subject: Agreement with Califrnia SAWS Cnsrtium IV (C-IV) - Replacement Wrkstatins and Sftware Department: Emplyment and Scial Services Meeting Date Requested: May 23, 2017 Cntact: Anna Lughman Phne: Regular Agenda Cnsent Agenda Department Summary: (Infrmatin prvided in this sectin will be included n the agenda. Attach explanatry memrandum and ther backgrund infrmatin as necessary). Apprval is requested fr an agreement with Califrnia SAWS Cnsrtium IV (C-IV) fr the purchase 232 replacement cmputers. This purchase includes sftware upgrade licenses as well as administrative charges fr equipment installatin, recurring prductin peratins charges fr remte wrkstatin maintenance, and central supprt fr managed wrkstatin image. The term f the agreement is May 23, 2017 thrugh Octber 31, 2019 with a maximum amunt f $363,434 ($269,246 fr FY ; $8,844 fr FY ; $9,031 fr FY ; and $76,313 fr FY ). Fiscal Impact: Funding fr this agreement is cvered by lcal realignment funds and is included in the department's FY budget. There is n impact t the Cunty General Fund. Persnnel Impact: Des nt apply. Actin Requested: Apprve the agreement and authrize the Chair t sign. Administrative Office Review: Sang Kim, Deputy Chief Administrative Officer

Califrnia SAWS Cnsrtium IV Cunty Purchase BT-03-2017 Butte Cunty Wrkstatin

2 Califrnia SAWS Cnsrtium IV Cunty Purchase BT Butte Cunty Wrkstatin Refresh and Windws 10 Enterprise Upgrade Page 1 f 6 DESS.CA SAWS Cnsrtium IV.agree

3 Califrnia SAWS Cnsrtium IV Butte Cunty Purchase BT I. Overview: Butte Cunty ( Cunty ) wuld like t purchase 232 wrkstatins withut mnitrs and Windws 10 Enterprise Upgrade licenses fr a lcal technlgy refresh thrugh the use f Cunty funds. In additin t charges fr new equipment and sftware, this Cunty Purchase includes nging recurring Prductin Operatins Charges fr central supprt fr the Cunty s Managed wrkstatin image and Administrative Charges fr asset-tagging, inventry, imaging, and transprtatin f the new equipment. The scpe f this Cunty Purchase includes the fllwing: Hardware Charges (222) HP EliteDesk 800 G2 Small Frm Factr PC, Includes: Intel Cre i G 6M C CPU 8GB DDR DIMM (1x8GB) RAM 128GB 2.5 Slid State Drive Windws 10 Prfessinal 64-bit Slim Desktp DVD-ROM Optical Drive 3-Year Manufacturer's Warranty (10) HP EliteDesk 800 G2 Small Frm Factr PC (Fr Break/Fix), Includes: Intel Cre i G 6M C CPU 8GB DDR DIMM (1x8GB) RAM 128GB 2.5 Slid State Drive Windws 10 Prfessinal 64-bit Slim Desktp DVD-ROM Optical Drive 3-Year Manufacturer's Warranty Sftware Charges (222) Micrsft Windws 10 Enterprise Upgrade Licenses with Sftware Assurance Prductin Operatins Charges Recurring Charges Central Supprt fr Managed Wrkstatin Image Administrative Charges Assumptins: General Assumptins The Ttal Cst is an estimate and is subject t changes at the time f rdering. The estimate includes shipping/handling and taxes as apprpriate. The final cst will be prvided t the Cnsrtium at the time f invicing. Taxes fr hardware items were estimated at 8.25% and based n the initial shipping lcatin f Ranch Crdva, Califrnia. Page 2 f 6 DESS.CA SAWS Cnsrtium IV.agree

4 Califrnia SAWS Cnsrtium IV Butte Cunty Purchase BT New hardware will initially be sent t the C-IV Remte Dept in Ranch Crdva, Califrnia where Cntractr staff will asset-tag and inventry the equipment and image the 222 refresh wrkstatins. Once thse activities have been cmpleted, Cntractr will transprt the equipment t a Cunty-prvided facility. The Cunty will be respnsible fr string the equipment n this rder until installatin. The Cunty-prvided strage facility must be capable f string all equipment n this rder at the utset f this prject. The Cnsrtium will transfer wnership f all hardware purchased under this Cunty Purchase t the Cunty. The Cnsrtium will retain wnership f all sftware licenses purchased under this Cunty Purchase. Hardware, Sftware, and Hardware Supprt Charges will be inviced and paid in full upn receipt f equipment acceptance. Equipment acceptance must be cmpleted by May 31, 2017 in rder fr Hardware Charges t be inviced t the Cunty fr State Fiscal Year 2016/17. Otherwise, these charges will be inviced t the Cunty fr State Fiscal Year 2017/18. This Cunty Purchase includes 232 new wrkstatins withut mnitrs, f which ten (10) wrkstatins are intended fr break/fix purpses. This Cunty Purchase des nt include any new sftware licenses fr the ten (10) break/fix wrkstatins because this hardware will assume the license f the piece f equipment it replaces. If the Cunty wuld like t deply any f the ten (10) break/fix wrkstatins int prductin as grwth (rather than break/fix purpses), additinal charges fr Sftware and Sftware Supprt and mnthly recurring Prductin Operatins charges f $6.93 per Managed wrkstatin wuld apply. These additinal charges wuld be prvided t the Cunty in a separate Cunty Purchase. This Cunty Purchase includes 222 new wrkstatins withut mnitrs, which will be used t replace thse already in prductin. Because the 222 wrkstatins will be used fr refresh, n new sftware licenses (with the exceptin f Micrsft Windws) fr the wrkstatins are included in this Cunty Purchase. If the Cunty wuld like t deply any f the 222 new wrkstatins as grwth, additinal sftware licenses, sftware supprt, and mnthly recurring Prductin Operatins charges f $6.93 per Managed wrkstatin wuld apply. These additinal charges wuld be prvided t the Cunty in a separate Cunty Purchase. The Cunty will be respnsible fr mnthly recurring Prductin Operatins Charges fr central supprt fr the Cunty s C-IV-Managed wrkstatin image that will be based n the Micrsft Windws 10 Enterprise perating system. The mnthly recurring peratins charges will apply t the 222 Managed wrkstatins nce deplyed and in use. The Ttal Cst in Sectin III belw is based n recurring Prductin Operatins charges cmmencing Page 3 f 6 DESS.CA SAWS Cnsrtium IV.agree

5 Califrnia SAWS Cnsrtium IV Butte Cunty Purchase BT n May 1, 2017 and cntinuing thrugh the end f the Agreement, Octber 31, Prductin Operatins charges will be inviced in mnthly arrears t the Cnsrtium, wh will then invice the Cunty. Per CIT , the Cunty will be required t purchase Windws 10 Enterprise CCB with Sftware Assurance fr all Managed Cunty wrkstatins. Charges fr these licenses are nt included in this Cunty Purchase and will be prvided in a separate Cunty Purchase. The Cunty must purchase Windws 10 Enterprise CCB with Sftware Assurance fr all Managed wrkstatins prir t Nvember 1, The C-IV Netwrk Operatins Center ( NOC ) team will wrk clsely with the Cunty t create and test an image fr the wrkstatins n this rder. The image will be based n the Micrsft Windws 10 Enterprise perating system. The Cunty will be respnsible fr assisting with testing f the wrkstatin image. Testing f the image must be cmpleted befre the Cunty can begin t image the wrkstatins n this rder. Cntractr staff will be respnsible fr asset-tagging, inventry, and transprtatin f the 232 wrkstatins purchased under this Cunty Purchase. In additin, Cntractr staff will be respnsible fr imaging the 222 refresh wrkstatins. Cunty IT staff will be respnsible fr installatin and deplyment f the 222 refresh wrkstatins n this Cunty Purchase. All HP wrkstatins are purchased with 3-year hardware supprt agreements frm the date f purchase (unless nted therwise). Once the hardware supprt agreements have expired, the Cunty will be respnsible fr funding any hardware refreshes fr the wrkstatins via the executin f a separate Cunty Purchase. The Cunty must apprve this Cunty Purchase and prvide the crrespnding apprved Advance Planning Dcument ( APD ) by April 14, 2017, therwise the estimates prvided in this Cunty Purchase will nt be valid and a new Cunty Purchase will be required. Hardware Preparatin Assumptins: New equipment will be delivered by the equipment manufacturer t the C-IV Remte Dept in Ranch Crdva, Califrnia. Cntractr staff will un-package and verify the mdel f each wrkstatin, mnitr, printer, and scanner. All equipment will be asset-tagged and the asset infrmatin will be entered int CA Unicenter. Cntractr will als deply a new image nt each new refresh wrkstatin. After these activities have been cmpleted, Cntractr will re-package the equipment fr transprt t the Cunty. Cntractr staff will be respnsible fr imaging the refresh wrkstatins. Cntractr staff will reprt any defective equipment t the equipment vendr and ship the equipment t the vendr fr replacement. Page 4 f 6 DESS.CA SAWS Cnsrtium IV.agree

6 Califrnia SAWS Cnsrtium IV Butte Cunty Purchase BT II. Schedule: The csts assciated with this Cunty Purchase will be incurred during State Fiscal Years ( SFYs ) 2016/2017 thrugh 2019/2020. III. Ttal Cst: Ttal Cunty Purchase Charges SFY 2016/17 SFY 2017/18 SFY 2018/19 SFY 2019/20 (6/ /2019) Ttal Cst Administrative Charges $15,808 $0 $0 $0 $15,808 Hardware and Sftware Charges $252,717 $0 $0 $72,472 $325,189 Hardware Charges $190,113 $0 $0 $0 $190,113 Hardware Maintenance and Supprt Charges $0 $0 $0 $0 $0 Sftware Charges $62,604 $0 $0 $72,472 $135,076 Sftware Maintenance and Supprt Charges $0 $0 $0 $0 $0 Prductin Operatins Charges $722 $8,844 $9,031 $3,841 $22,438 One Time Charges $0 $0 $0 $0 $0 Recurring Charges $722 $8,844 $9,031 $3,841 $22,438 Ttal Charges $269,246 $8,844 $9,031 $76,313 $363,434 IV. References: This purchase is tracked in the Prcurement Database and via CA Unicenter Change Order CO Page 5 f 6 DESS.CA SAWS Cnsrtium IV.agree

7 Califrnia SAWS Cnsrtium IV Butte Cunty Purchase BT COUNTY PURCHASE APPROVAL Subject: Cunty Purchase BT The subject dcument is accepted as allwing Accenture LLP t prceed with the subject Cunty Purchase. Butte Cunty By: Printed Name: Title: Date: Ntice Address: P.O. Bx 1649 Orville, CA SAWS CONSORTIUM-IV JOINT POWERS AUTHORITY By: Printed Name: Thmas J. Hartman Title: Prject Directr Date: Ntice Address: SAWS Cnsrtium-IV Jint Pwers Authrity Attentin: C-IV Prject Directr Pyrites Way, Suite 150 Ranch Crdva, CA COUNTY Bill Cnnelly, Chair Butte Cunty Bard f Supervisrs Date REVIEWED FOR CONTRACT POLICY COMPLIANCE, General Services Cntracts Divisin REVIEWED AS TO FORM BRUCE S. ALPERT Butte Cunty Cunsel By Date By Date Page 6 f 6 DESS.CA SAWS Cnsrtium IV.agree

BOARD OF COUNTY COMMISSIONERS AGREEMENT-CARTEGRAPH

TULSA COUNTY PURCHASING DEPARTMENT MEMO DATE: SEPTEMBER 13, 2012 FROM: LINDA R. DORRELL ~ '. r: ~ _ \\ ~ PURCHASING DIRECTOR U~~. '--JO ~ TO: SUBJECT: BOARD OF COUNTY COMMISSIONERS AGREEMENT-CARTEGRAPH