Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael Wentworth, Director/Chief Information Officer, Technology Services Department
Subject: Information Technology Procurements and Maintenance Agreements
RECOMMENDATION:
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Adopt a resolution authorizing the Director/Chief Information Officer or designee to execute necessary contract documents for the procurement and renewal of software, hardware, and maintenance, for the terms specified in Attachment A for an amount not to exceed $21,400,000.
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BACKGROUND:
The Technology Services Department (TSD) provides technology services to County departments and external agencies, including support of enterprise infrastructure which delivers network, cybersecurity, data center, public safety radio, servers, and applications services. To maintain seamless operation and optimal performance, TSD diligently manages the procurement of software and hardware, as well as the required ongoing subscription and support maintenance required to access and support the enterprise infrastructure.
On January 30, 2024, this Board approved Resolution No. 080144, followed by the approval of Resolution No. 090436 on June 11, 2024, and Resolution No. 080984 on March 25, 2025. These resolutions authorized the Director/Chief Information Officer or designee to execute necessary contract documents for procurement and renewal of software and hardware maintenance. TSD facilitates the procurement of these types of agreements in accordance with the County’s Administrative Memorandum Number B-1, and has included the historical procurement methods utilized for each item in Attachment A.
DISCUSSION:
Through this item, TSD is requesting approval for the contract renewals specified in Attachment A. Additionally, TSD requests this Board’s approval authorizing the Director/Chief Information Officer or designee to execute the necessary contract documents for the procurement and renewal of software, hardware, and maintenance as specified in Attachment A for an amount not to exceed $21,400,000. This authorization will allow TSD to maintain operational continuity for essential systems and licenses used by County Departments in a timely fashion.
TSD makes every effort to procure services from vendors that accept the County's standard contract terms and conditions. However, a majority of technology software, hardware, and maintenance is purchased through resellers who are generally required to follow the terms set by the manufacturer. Additionally, the County often relies upon the use of cooperative agreements from other public agencies, which are subsequently governed by the terms and conditions of that agencies' agreement. In cases where a vendor may face challenges in meeting the County’s requirements including, Equal Benefits, Non-Discrimination, Jury Services, and/or Living Wage, TSD requests that the Board of Supervisors authorize the Director/Chief Information Officer or designee to approve the waiver or modification of these requirements for contracts exceeding the threshold set by California Government Code Section 25502.5. This flexibility is essential to maintain our critical services and infrastructure support. With your Board’s approval, TSD will execute agreements using procurement methods consistent with those identified in Attachment A, as applicable, and will seek the Director of Procurement or designee’s approval as appropriate and in accordance with the County’s Administrative Memorandum B-1.
The resolution contains the County’s standard provisions allowing amendments to each agreement of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
The County Attorney’s Office has reviewed and approved the resolution as to both form and content.
Approval of this resolution is essential to maintain availability of key infrastructure, minimize disruptions and security vulnerabilities that may compromise County operations, and ensure consistent public access to reliable and secure applications.
PERFORMANCE MEASURE:
|
Measure |
FY 2024-25 Actual |
FY 2025-26 Target |
|
Availability of Key Infrastructure |
99.98% |
99.90% |
COMMUNITY IMPACT:
The County of San Mateo is dedicated to advancing equity by ensuring its workforce has the tools needed to deliver effective and inclusive services, especially when serving underserved or vulnerable communities.
FISCAL IMPACT:
The total aggregate not to exceed amount for procurement and renewal of software, hardware, maintenance agreements identified in this board item is $21,400,000. Funding for current year contracts has been included in TSD’s FY 2025-26 Adopted Budget and service charges. Funding for future procurements and renewals will be included in future budget requests and billed through TSD service charges.