Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Mark Church, Assessor-County Clerk-Recorder & Chief Elections Officer
Subject: Assessor-County Clerk-Recorder-Elections (ACRE) VMware License & Support for Data Centers
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with Carahsoft Technology Corp. (Carahsoft), to purchase Broadcom’s VMware licenses and support for ACRE’s data centers, for the period of March 8, 2026 through March 9, 2029, in the maximum amount of $209,441.85.
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BACKGROUND:
VMware is an application used in ACRE’s data centers to create and maintain virtual environments, which are used to run, monitor, and access all department-wide applications and servers by ACRE staff and even some of their vendors. ACRE has over 100 virtual machines that they use and oversee. The use of VMware provides the department flexibility and scalability of growth in their data centers and has been used in ACRE’s data center for over 15 years. Additionally, ACRE’s VMware infrastructure is an integral part of the department’s Continuity of Operations Plan (COOP) and disaster recovery.
ACRE and Carahsoft engaged in extensive negotiations and discussions to reduce licensing costs ahead of the expiration of ACRE’s VMware licensing and support agreement. The agreement is being presented to the Board late due to the time needed to negotiate the most favorable terms for the County and to maintain continuity under the agreed terms. Issuing a new quote would result in increased pricing based on current market rates, which are subject to fluctuation.
DISCUSSION:
Carahsoft is an authorized entity to contract VMware licenses and support, and it has a NASPO Master Agreement. Following County standards, ACRE has submitted a Co-operative Waiver and received Procurement approval prior to submitting contract to the Board of Supervisors for review and approval.
FISCAL IMPACT:
Appropriations to cover the costs of this agreement are included in the Assessor-County Clerk-Recorder-Election’s FY 2025-26 Adopted Budget and the FY 2026-27 Recommended Budget.