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Approve the Department of Information Technology (DoIT) Master List of Contracts totaling $3,098,491 including four contracts and two contract amendments providing for a variety of technology services and department support effective July 1, 2024; Delegate authority to the County Administrator to execute all agreements and any subsequent amendments, with County Counsel concurrence, up to 10% of the total contract amount not to exceed $74,999 annually; Authorize the Chief Information Officer to execute any subsequent amendments which are technical or administrative in nature and have no fiscal impact; and Delegate authority to the County Administrator to authorize grant submissions over $75,000 to secure funding to maintain or expand programs which further the DoIT mission
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Published Notice Required? Yes ____ No __X_
Public Hearing Required? Yes ____ No __X_
DEPARTMENTAL RECOMMENDATION:
Department of Information Technology (DoIT) recommends that the Board of Supervisors:
1. Approve the DoIT Master List of Contracts totaling $3,098,491 in expenditures effective July 1, 2024; and
2. Delegate authority to the County Administrator to execute all agreements and any subsequent amendments, with County Counsel concurrence, up to 10% of the total contract amount, not to exceed $74,999 annually; and
3. Authorize the Chief Information Officer to execute any subsequent amendments which are technical or administrative in nature and have no fiscal impact; and
4. Delegate authority to the County Administrator to authorize grant submissions over $75,000 to secure funding to maintain or expand programs which further the DoIT mission.
SUMMARY:
DoIT provides information technology services across Solano County and has the mission statement “We make departments better at what they do through the use of technology.” The contracts in this master list provide key activities across the department, including Geographic Information Systems (GIS), the public radio system, and key enterprise software resources. All contracts are a continuation of services contracted in previous fiscal years and will assist in providing departments needed technology support.
Included in this item are the following contracts:
1. Gray Quarter, Inc. for Managed Services to support Accela software in Resource Management.
2. Microsoft Corporation to provide Unified Support Services to support Solano in their growing Azure and other Microsoft needs.
3. NV5 Geospatial, Inc. for GIS geospatial cloud managed services in Azure.
4. GlideFast Consulting for resources to provide ServiceNow developmental support.
5. Accela, Inc. for a five-year software renewal that Resource Management uses for land development-related permitting services.
6. CSI Telecommunications, Inc. for modeling services and representing the County in engineering the countywide radio system.
Further details on funding amounts of the individual contracts can be found in the master list of contracts included in Attachment A. The attachment includes links to the contracts and amendments.
FINANCIAL IMPACT:
Funding for these contracts are included in the department’s FY2024/25 Requested Budget and will be requested through the budget process for future fiscal years.
DISCUSSION:
The Department of Information Technology (DoIT) is dedicated to fulfilling its mission and providing important technology solutions to departments, enabling them to be more effective at what they do. The contracts support the mission by providing the right tool and resources to meet the needs of Solano County.
Gray Quarter, Inc.
Gray Quarter Inc. provides a comprehensive suite of IT managed services to support the Accela environment. This includes Tier 1 support, which handles routine help desk tasks, immediate user issues, and initial troubleshooting, as well as the escalation of more complex problems. Advanced Tier 2/3 support offers specialized assistance for issues such as system defects, software customization like new report generation, workflow alterations, and automation scripting. Additionally, professional services manage extensive projects requiring detailed oversight, including system upgrades and integrations, strategic planning, and implementation of new technologies. The three-year contract ensures that both the contractor and the County adhere to detailed service expectations, management protocols, and documentation standards to maintain system efficiency and effectiveness.
Microsoft Corporation
The contracted services encompass a broad range of support functions, including Enterprise Advisory Support, Azure Problem Resolution, On-demand Assessments, and Educational Services, among others tailored to the needs of the County of Solano. These services are intended to enhance the County's use of Microsoft technologies effectively and efficiently. Moreover, the contract addresses various administrative features, such as data protection, confidentiality obligations, and the usage rights for Microsoft products and fixes, ensuring compliance and security in the use of provided services and technologies.
NV5 Geospatial, Inc.
This three-year contract provides Solano County with comprehensive managed geospatial services through NV5 Geospatial. It includes deployment and management of various GIS servers, data storage solutions, and network configurations tailored to the county's needs. The service scope also covers dedicated staffing, including enterprise architects and geospatial project managers, ensuring expert oversight and execution. All services are designed to support the County's Enterprise Geographic Information Systems (GIS) requirements.
GlideFast Consulting
This contract will provide comprehensive support for IT Service Delivery and Performance initiatives through business process consulting, configuring IT service management modules, training, and system development assistance. This partnership is crucial for continued enhancement of IT Service Delivery and scaling ServiceNow platform utility to drive business automations and efficiencies for County users.
Accela, Inc.
This contract is to renew 93 user licenses for the use of Accela for five-years by the Resource Management Department in their planning, building, code enforcement, environmental health, and survey sections. Licensing provides access to the Accela Building, Accela Planning, and Accela Environmental health modules. Accela allows for the tracking of multiple use cases, allows for online submissions for licenses and permit requests, and is a cloud-based environment managed by Accela.
CSI Telecommunications
CSI Telecommunications provides a series of detailed engineering services, to assist in overseeing the upgrade to a new P25 countywide radio system. The contract provides professional expertise to ensure the project adheres to professional standards and compliance with relevant regulations, and that all services are delivered within the budget and project specifications.
A list of the contracts can be found in Attachment A.
ALTERNATIVES:
The Board may choose to address some or all of these contracts individually, request clarification or remand these contracts back to DoIT for revision. This is not recommended because these contracts are also in place for the current fiscal year and may result in the delay of IT work if the contracts lapse.
OTHER AGENCY INVOLVEMENT:
These contracts have been approved by County Counsel.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION